Example of System Monitoring Policy

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1 Policy  Statement

To ensure that organizational IT systems are not open to abuse, XXX reserves the right to monitor individual staff usage but only where authorized by senior HR staff and where, in the circumstances, it is fair and appropriate to do so. A range of monitoring activities needs to be established to ensure that the IT systems are operating efficiently and effectively. This includes the monitoring of information entering, leaving, or stored on organizational IT systems. Such monitoring is not, in general, person-specific, but the employee’s personal data may be accessed as part of this policy.

2 Purpose

This policy offers guidance regarding monitoring system use and related user activities. It is intended to guide and inform personnel and help them understand the importance of maintaining logs of all user activities on the system.

3 Scope

3.1 IT Assets

This policy applies to all organizational information systems and  Employees, Contractors, and Third Party Employees, who have access to IT assets and may be bound by contractual agreements.

3.2 Documentation

The System Monitoring Policy documentation shall consist of System Monitoring Policy, related procedures & guidelines.

3.3 Document Control

The System Monitoring Policy document and all other referenced documents shall be controlled. The version control shall be used to preserve the latest release and the previous version of any document. However, the previous version of the documents shall be retained only for a period of two years for legal and knowledge preservation purposes.

3.4 Records

Records being generated as part of the System Monitoring Policy shall be retained for a period of two years. Records shall be in hard copy or electronic media. The records shall be owned by the respective system administrators and shall be audited once a year.

3.5 Distribution and Maintenance

The System Monitoring Policy document shall be made available to all the employees covered in the scope. All the changes and new releases of this document shall be made available to the persons concerned. The maintenance responsibility of the System Monitoring Policy document will be with the CISO and system administrators.

4 Privacy

The System Monitoring Policy document shall be considered as “confidential” and shall be made available to the concerned persons with proper access control. Subsequent changes and versions of this document shall be controlled.

5 Responsibility

The CISO / designated personnel is responsible for proper implementation of the System Monitoring Policy.

6 Policy

Systems shall be monitored to ensure all information security events are recorded. The organization shall comply with all relevant legal requirements applicable to the monitoring and logging activities. System monitoring shall be used as a means to check the effectiveness of controls adopted and also to verify the conformance to the organizational access control and acceptable use policies.
System monitoring shall consider the following aspects:
a. compliance with regulatory and statutory obligations;
b. effective maintenance of IT systems;
c. prevention or detection of unauthorized use of, or other threats to the organizational IT systems, or criminal activities;
d. compliance with organizational policies and procedures; and
e. review of usage and staff training.

7 Enforcement

Any employee found to have violated this policy may be subjected to disciplinary action in line with the HR Policy.

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Published by Pretesh Biswas

Pretesh Biswas has wealth of qualifications and experience in providing results-oriented solutions for your system development, training or auditing needs. He has helped dozens of organizations in implementing effective management systems to a number of standards. He provide a unique blend of specialized knowledge, experience, tools and interactive skills to help you develop systems that not only get certified, but also contribute to the bottom line. He has taught literally hundreds of students over the past 5 years. He has experience in training at hundreds of organizations in several industry sectors. His training is unique in that which can be customized as to your management system and activities and deliver them at your facility. This greatly accelerates the learning curve and application of the knowledge acquired. He is now ex-Certification body lead auditor now working as consultancy auditor. He has performed hundreds of audits in several industry sectors. As consultancy auditor, he not just report findings, but provide value-added service in recommending appropriate solutions. Experience Consultancy: He has helped over 100 clients in a wide variety of industries achieve ISO 9001,14001,27001,20000, OHSAS 18001 and TS 16949 certification. Industries include automotive, metal stamping and screw machine, fabrication, machining, assembly, Forging electrostatic and chrome plating, heat-treating, coatings, glass, plastic and rubber products, electrical and electronic equipment, assemblies & components, batteries, computer hardware and software, printing, placement and Security help, warehousing and distribution, repair facilities, consumer credit counseling agencies, banks, call centers, etc. Training: He has delivered public and on-site quality management training to over 1000 students. Courses include ISO/TS -RAB approved Lead Auditor, Internal Auditing, Implementation, Documentation, as well as customized ISO/TS courses, PPAP, FMEA, APQP and Control Plans. Auditing: He has conducted over 100 third party registration and surveillance audits and dozens of gap, internal and pre-assessment audits to ISO/QS/TS Standards, in the manufacturing and service sectors. Other services: He has provided business planning, restructuring, asset management, systems and process streamlining services to a variety of manufacturing and service clients such as printing, plastics, automotive, transportation and custom brokerage, warehousing and distribution, electrical and electronics, trading, equipment leasing, etc. Education & professional certification: Pretesh Biswas has held IRCA certified Lead Auditor for ISO 9001,14001 and 27001. He holds a Bachelor of Engineering degree in Mechanical Engineering and is a MBA in Systems and Marketing. Prior to becoming a business consultant 6 years ago, he has worked in several portfolios such as Marketing, operations, production, Quality and customer care. He is also certified in Six Sigma Black belt .

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