IT Guidelines

IT documentation is at http://10.10.1.2/docs.

Users are responsible for the security of their passwords.

Password policy:

P: TBHF drive, the share of the files of your team inside TBHF. Only team members of your department and the IT Department have access.

S: Shared drive, the share of the files to others. Every domain user account can modify the files. Its contents are deleted at midnight.

T: SMRU drive, the share of the files of your team inside SMRU. Only team members of your department and the IT Department have access.

U: Home drive, only you and the IT Department have access.

If you do not see any network drives when connected to the enterprise network, log off and log on again. This can happen when you log on too fast after the computer has just started up.

Users are not permitted to store personal multimedia data (MP3, MPG, AVI, WMV, personal JPG, personal BMP, etc) on the servers.

Users are not permitted to store software application installation files on the servers. This includes setup.exe applications downloaded from the Internet or copies of software CDs. If you require software application installation file storage then contact the IT Department who will assist you in storing these types of files.

It is strictly prohibited to use enterprise email for illegal, political, business or commercial purposes unrelated to the Enterprise.

Email server is in the United States.

Webmail: go to outlook.office365.com and enter your user name (e.g., yourname@shoklo-unit.com or yourname@bhf-th.org) and your password.

Email clients: if you want to set up Microsoft Outlook on your computer, please contact the IT Helpdesk.

All staff should change the email password and should keep it safe. If anyone forget the password, the IT Helpdesk can help.

Email addresses and groups for all staff are at:

Do not open email attachments from unknown sources, nor clicking on links in such emails. Contact the IT Helpdesk.

The mailbox size is 50 GB.

The maximum size of sending email is 35 MB.

The maximum size of receiving email is 36 MB.

The IT Helpdesk will clean up the email account of resigned staff one day after except if there is a request for keeping the email account.

20% of spam gets through corporate spam filters so you will be receiving some in your inbox. You can right click on it and block, but addresses are changed all the time, just press Shift+Delete to delete it permanently. You can also block whole domains. These emails will automatically be put in your Junk E-Mail folder. Contact the IT Helpdesk for assistance.

Don’t open any links or attachments in spam. Don’t be fooled by spam. If something does not seem right and you don’t know the sender…​ just delete it permanently.

Be suspicious of email received from unknown people. Never be fooled into giving out your passwords or personal information.

Weekly check your Junk Email inbox for good email before using Ctrl+A, and Shift+Delete to permanently delete the email.

Access to the internet is provided for work related business purposes. Users are prohibited from using the internet services for illegal purposes, watch movies / video clips that are unrelated to the Enterprise, and commercial purposes.

The Enterprise has the right to monitor internet usage by users. This right is exercised solely through the head of IT and, where relating to a specific member of unit employee, only on instructions from a member of the directorate.

Abuse of internet access will be dealt with severity relative to the seriousness of the abuse. Minor abuse will lead to removal of the privilege of access from an individual’s workstation.

All staff need a user and password to log into the network/their computer. The password must be changed every 12 months - no special requirements for the format.

The IT Helpdesk has computer’s Administrator password which can be used on all computers for maintenance and in case of problems.

Most staff are given an email address with password which is needed for checking their email with email clients and browsers.

Users are responsible for the security of their passwords and it should not be written down and kept in obvious places like on (post-its on) your computer/desk/monitor. If you have many passwords to remember, KeePass Password Safe is a good password manager to manage all your passwords.

Remember that all passwords can be broken, but longer and more complicated ones are more difficult to break.

IT Helpdesk/IT Support should be informed immediately of any computer problems.

Staff should store all work related data on the enterprise file server.

Staff should be responsible for their own backup if they want to store work related data on the computer’s drive.

Staff must not take enterprise owned computers to friends or outside shops to fix without contacting the IT Helpdesk.

Staff should shutdown their computer at the end of the work day except when remote log on from home is needed.

Staff must log off / sign out of their user account from the computer after they are done with their work or when nothing is needed to do with the computer for a long period of time.

All users are responsible for the proper use, care and cleanliness of all computer systems and resources they use.

The security and safekeeping of enterprise owned computer systems and resources used outside of enterprise offices are the responsibility of the user.

Unlicensed, illegal or pirated software must not be installed by anyone onto any enterprise owned computer system or resource.

Users must check and select the right printer before printing.

Uninterruptible Power Supplies (UPSes) are used for every desktop and wifi router.

When there is a power outage or reduced power the UPS will beep and will provide power from its battery and it may keep the computer running for some 10 or 20 minutes depending on the load and the age of the battery.

Report to the IT Helpdesk when there is power but UPS keeps beeping and when there is a power outage and your computer is off immediately.

Microsoft sends out updates for its software (Windows and Office) on the second Tuesday (Patch Tuesday) of each month (US time). Some months have 10 to 20 update patches. In Thailand we usually see them downloading on the second Wednesday of the month.

Most of the computers are set up to download these immediately and install them and complete the installation when you are shutting down your computer at the end of the day - this may take 5 to 10 minutes. DO NOT turn off the power to the computer during the installation process. Often the installation process is completed during the next startup.

All the computers are scheduled to automatically download the updates and install them on everyday at 12 PM. You may be asked to reboot your computer to complete installation. You can postpone shutdown/these popups for several hours and wait until you shut it down at the end of the day.

All users must virus scan all media (including USB devices, cameras, CDs, etc.) before use. The IT Department will provide assistance and training where required.

On detection of a virus, computer users must immediately notify the IT Helpdesk/IT Support who will provide assistance to clean the virus and confirm no damage has been done to the computer system or resource that was infected.

Users may never attempt to disable or interfere with the virus scanning software.