Purpose

• The purpose of this policy is to ensure the proper use of internet, Email & Communications, so that all employ SSMC are aware of what is deemed as acceptable vs. unacceptable use.
• The Internet facility is primarily for business use. Employ SSMC are permitted to use the Internet for occasional and reasonable personal use, subject to the terms in this policy.
• Occasional and reasonable personal use of the Internet is a benefit and not an entitlement. This benefit may be withdrawn at any time, for either a specific individual or for all employees of the SSMC organization.
• All reasonable Internet use for business purposes is permitted, provided that you can justify the purpose.
• Email is primarily for business use.
• Communication facilities such as Internet, email, fixed line, mobile phone are provided to the SSMC employees for business use purposes.

Policy

Internet Usage Policy

1. Employees must not download, install or use unauthorized and unlicensed software on SSMC’s assets.
2. Employees must not download, store or display (other than authorized and lawful work or research) any obscene or indecent images, data or material or any data capable of being resolved into obscene or indecent images or materials.
3. Employees must not create, download, transmit or display material which is designed or intended to annoy, harass, bully, inconvenience or cause needless anxiety to others.
4. Employees must not use SSMC’s internet access to conduct private or freelance work for the purpose of commercial gain.
5. Employees must not create, download or transmit data or material which is designed for the purpose of corrupting or destroying other user's data, computer installation or network.
6. Employees must not use other employee's logins to access the internet.
7. Employees must not download, install or use any software or routines for entertainment purposes such as but not limited to streaming video, audio or gaming.
8. Employees must not post comments on social network sites, discussion forums, blogs, etc... Which contain any patient identifiable information, personal criticism of other staff, names of other staff without their permission, criticism of the organization, statements by or on behalf of the organization, comments that may bring the organization into disrepute.
9. Employees shall report any weakness in computer or network security or any incidents of possible misuse or violation of this policy to the Helpdesk.

Computer Usage Policy

1. Employees must not attempt to access any data or programs contained on SSMC’s systems for which they do not have authorization or explicit consent.
2. Employees must not share their account(s), passwords, Security Tokens (i.e. Smartcard), or similar information or devices used for identification and authorization purposes with other Employees or people outside the organization.
3. Employees must not use non-standard shareware or freeware software without prior approval from ICT. ICT will approve only upon verification and acceptance as per other applicable policies in this regard.
4. Employees must not purposely engage in activity that may: harass, threaten or abuse others, degrade the performance of Information Systems, deprive an authorized user access to resources, obtain extra resources beyond those allocated or bypass computer security measures.
5. Employees must not download, install or run security programs or utilities including malicious programs that reveal or exploit weaknesses in the security of a system. These are but not limited to password cracking programs, packet sniffers, port Scanners, Virus Programs or Trojans.
6. Employees must not connect any non ICT issued electronic device such as, but not limited to, computers, laptops, POA, Mobile, USB Device, MP3 Player, without prior authorization of lCT. Such activity could lead to network compromise and ICT will ensure proper measures in place to negate such activity.
7. Employees must not store business related documents on personal drives or Removable storage. Please contact Helpdesk for the proper Network location.
8. Employee’s must not use networked server space to store or distribute any inappropriate, unauthorized, offensive or unlicensed material.

Email Usage Policy

1. Employees must use SSMC Email facilities for business. Use of Web based or online email is disallowed for transmitting business documents.
2. Employees must not send nuisance emails, chain letters, obscene, harassing, offensive, embedded games or other unwelcome emails.
3. Employees must not use SSMC email facilities for conducting personal business.
4. Employees must not indulge in Spamming or Phishing activities.
5. Employees must not Use unauthorized e-mail software to connect to SSMC Email Servers.
6. Employees shall refrain from sending emails with large attachments or sending to multiple users without proper authorization.
7. Employees must not exchange Confidential and/or sensitive information (e.g., credit card, medical records, and passwords) using email. The only acceptable way to transmit such information electronically is to attach the information as a password-protected and/or encrypted file; never type the information in the body of the email; and never send a password or decryption key in the same email. Unless the file is encrypted or password-protected, it can be compromised

Incidental Usage Policy

As a convenience to SSMC Employees, incidental use of Information Resources is permitted. The following restrictions apply:

1. Incidental personal use of electronic mail, internet access, fax machines, printers, copiers, and so on, is restricted to SSMC approved users; it does not extend to family members or other acquaintances.
2. Incidental use must not result in direct costs to SSMC.
3. Incidental use must not interfere with the normal performance of an employee's work duties.
4. No files or documents may be sent or received that may cause legal action against, or embarrassment to, SSMC.
5. Storage of personal email messages, voice messages, files and documents within SSMC Information Resources must be nominal.
6. All messages, files and documents - including personal messages, files and documents stored in MS365 platoformare owned by SSMC, may be subject to open records requests, and may be accessed in accordance with this policy.

Access to other Networks

1. Where The SSMC Network is being used to access another network, any deliberate or persistent breach of the acceptable use policy of that network will be regarded as unacceptable use of SSMC Policy.
2. Any deliberate or persistent breach of industry good practice that is likely to damage the reputation of SSMC will also be regarded prima facie as violation of SSMC Policies.

ISD Calls

International calls are not allowed from SSMC standard land line numbers. If we need to make an international call, that request needs to be approved by HOD. As per the instruction from HOD, IT staff will open the ISD facility on the specified extension. The corresponding user is entirely responsible for the call/duration and will have the responsibility to inform IT to cancel the facility after use.

Dicsiplinary Actions

Violation of this policy will result in disciplinary action which may include termination for Employees and Temporaries, a termination of employment relations in the case of contractors or consultants, dismissal for interns and volunteers. Additionally, individuals are subject to loss of SSMC Information Resources access privileges, civil, and criminal prosecution.

Monitoring

In order to ensure compliance with this policy, the company also reserves the right to use monitoring software in order to check upon the usage of SSMC resources and facilities. Such monitoring is for legitimate purposes fully auditable. The monitoring of e-mail is or internet usage follows strict guidelines which are identified in the Monitoring Procedures. IT respect's an employee's privacy and autonomy in business communications; however, in certain circumstances it may sometimes be necessary to access and record an employee's business communications for the SSMC business purposes which include the following:-

1. Providing evidence of business transactions.
2. Ensuring that the SSMC business procedures, policies and contracts are adhered to.
3. Complying with any legal obligations.
4. Training and monitoring standards of service.
5. Preventing or detecting unauthorized use of the SSMC communication systems or criminal activities.
6. Maintaining the effective operation of the SSMC communication systems.
7. Business continuity.

Abbreviations

SSMC-DKP: SmartSalem Medical Centre Dubai Knowledge Park

SSMC-IMC: SmartSalem Medical Centre Index Mall

SSMC-CW: SmartSalem Medical Centre City Walk

SSMC-HQ: SmartSalem Head Quarters