Systems Guideline for BD and BCVS

8/12/2019 Systems Guideline for BD and BCVS

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Genius Systems Team

Systems Guideline



History of Systems

Genius Systems department was founded on August, 2003.

It has 2 divisions: Software & Hardware.

The Software division develops and maintains various

customized software used in our organization. Eg : GSPPi, PFTrust, PSS RMS, TSS RMS, PPS etc.

The Hardware division maintains & supports various system &

network related issues.



Topics of Discussion

Types of Regular System Slow issues. System Handling and Maintenance Guidelines.

Data Security and Antivirus Support.

Trouble-free Emailing. Access to the External Sites.

Data Management and Security.

Trouble-free Emailing.

Data Backup Do’s and Don'ts.

System Auditing.



Types of System Slow Issues

Most of the day to day system related issues in the BD & BCVSdepartment in the branch are generally identified due to one of

the 4 reasons:

• Too many files on the desktop and other drives where there is no

proper self system audits.

• Poor system and mail maintenance from the AMC and the user’s

end.

• No backups of the important mails and documents, which results in

a data loss on an eventful system error.

• Lack of proper coordination between users and branch system

coordinator, due to which many important system issues gets

skipped during the BACT between Hardware team and system

coordinators.



Systems Handling and Maintenance Guidelines

A> For slow system Issues:

1> Deletion of the Temporary system and Internet Files:

The user must perform this activity daily, at the Beginning of the day. Following stepsneed to be followed:

Step 1.:

In the Desktop, Click on “Start Button” -> run ->In the text box enter “TEMP”

->TheTEMP Window will open, wherein some files would be displayed, you must “Deleteall the files”.

Note: The above steps should be repeated for “%TEMP%”, “PREFETCH” &“RECENT” windows.

Step 2.:

In the Internet Explorer Go to “Tools” select “Internet Options” in the “General” tabdelete the “Temporary Internet Files”, “Cookies” and the “Offline Files”.



2> System Defragmentation:

The user must perform this activity once in a month, the defragmentationhelps to collate the system files, which are generally fragmented whenstored randomly in the Hard Disks. System defragmentation speeds up thedata access, thus improving the system speed. Following steps need to befollowed.

Step 1.:

In the Desktop, double click on “My Computer ” -> Right Click on the “CDrive”-> Select “Properties” ->go to “Tools” tab ->Click on “DefragmentNow” button under “Defragmentation” option-> Select “C Drive” and clickon “Analyze” ->Click “Defragment” if needed.

Step 2.: Repeat the above steps for all the drives.

Systems Defragmentation



Data Security and Antivirus Support

Quick Heal Scanning: The Quick Heal anti-virus software is the default

anti-virus software used in our organization. It is

effective against all the existing Virus programs that

makes your system vulnerable. It has an “Online

Protection” feature which protects your system

against any possible virus attack, when connected

to the internet. However, it is recommended to

perform a “Boot Time Scan” in the system on

Saturdays just before logging off. For this, the help

of the system department should be taken.



Access to the External Sites

The access to the external sites are controlled andtracked by the systems department centrally.

Under no circumstances, the users should access any

external sites or materials without the prior permission of

their reporting line managers. Care should be taken that accessing the external sites

should not affect the productivity of the user.

Note: Some sites are infected by Viruses, which on

accessing might affect our systems, hence the entirenetwork might get affected.



Data Management and security

BD and BCVS team are currently given access to nearly all the sitesfor effectively managing their day to day activities. Some are also

given the access to external drives. However there are some points

they need to keep in mind:

Need to thoroughly audit before sharing any information throughexternal mails and Google Drive or skydrive.

Need to confirm if the pen drives or memory cards are virus free

before using it in their assigned PCs.

Need to restrain from surfing, chatting or emailing for their personal

works in the office.



Trouble-free Emailing

Email Maintenance: Email communication holds one of the most important places in our organization.So, its proper maintenance is also high on priority. You must follow certainpoints, when using your email:

1. All the Emails should be kept in separate segregated folders in their OutlookExpress or their MS Outlook.

2. No more than 200 mails should be kept in the Inbox, Sent Items and DeletedItems folders respectively, to prevent mail file corruption.

3. The MS Outlook users should additionally archive their Personal Folders oncein a month in their existing mail folder.

4. Email signatures should be configured to the respective official email ID as perthe company’s defined format.

5. Official email id should not be used for communicating any personal mails.

6. Mails received from unknown IDs are generally SPAM mails and they bypassthe server and Quick Heal Security, due to their sophisticated programs. Sothe user must refrain from opening them and immediately contact the systemdepartment.



Data Backup

Data holds the chief priority in our organization, soproper data handling and management is required for us.

Currently data backup is an area we have to improve on.

All the branch system coordinators should liaise with the

system department to arrange a machine with goodconfiguration and disk space to perform the backup

operations.

All the users in the branch would then be given at most 2

GB Disk space for their data and mail backup.



System Auditing

Since it is not possible for the System Dept. of the Head Office toperform the system audits of all the branch systems. This

responsibility lies solely with the system coordinators of the

respective branches, who would perform it once in every month in all

systems, in person or with the help of the AMC vendors.

Following files if found in any of the systems would attract an audit

breach:

Any movie or picture files except those with job requirement.

Populating desktop with a large number of files.

Any old unwanted documents in any of the drives.

Surfing any external site without valid permissions.

(Note: However the BD & BCVS team has the access to the following

external sites: Linked In, Gmail and Google Drive apart from other list

of allowed external sites.)



These are a few guidelines which you need to

follow to help us serve you better. In case of any

assistance regarding the system issue, please

contact us in the below mentioned numbers.

IT Departm ent : 033-6607 5864

Samarendra : 8420644272

Biswarup : 9051440300

Contact Us



Thank You!

Systems Guideline for BD and BCVS

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