GUIDELINES FOR COMPUTER USERS
(TO ALL SUPERVISORS AND ALL POSTAL ASSISTANTS)
DO’s
1. All PAs and Supervisors should use their own password and periodically changed (at least once in a fortnight) and should not be shared with any one to prevent access to unauthorized persons.
2. Take necessary precautions against natural hazards like fire, rain, dust, etc. Users should clean the printer, keyboard and monitor externally once in a week. Cleaning brush will be provided in the lab.
3. Printer should be switched off whenever it is not in use.
4. Take enough precautions against computer viruses by not allowing any outside floppy, pen driver or Compact Disk or any e-mail attachments for use without scanning for the viruses.
5. Periodical change of Ribbons in the Printer should be carried out. Please ensure that impressions are bright and clear.
6. Rectification of faults and maintenance should be carried out under proper and close supervision and service report from the service engineer should be obtained.
7. In case the shift system is in vogue, there should be proper handing and taking over of charge between shift in-charges.
8. Concerned supervisor should allocate Job to the Postal Assistants whenever Postal Assistant in the Counter and also in other branches is changed. Whenever delivery staff is changes proper name of the delivery personnel to be used. Concerned Supervisor may ensure that Postal Assistants enters into the system with their name and password only.
9. At close of work in a day, System should be shut down systematically and switch off the power plug too.
10. Wherever Day begin and Day End is prescribed, Supervisors may ensure that this is done by them.
11. In the case of sub offices the Postmaster should ensure that Backup of sanchaya post is sent to Supervisor SBCO in the first week of every month without fail.
12. Telephone connection and power supply to modem should be removed in the evening (during rainy seasons) to avoid damage to modem and computer.
13. Systems identified for the backup purpose should be switched off only after the backup is over.
DON’Ts
1. Don’t let any unauthorized person use your computer system.
2. Don’t share your password with any one, not even with your colleagues.
3. Don’t reveal the password to any person.
4. Don’t connect the computer directly to the mains.
5. No heavy electric load drawing machines like plain paper copier, shredding machines, coolers, etc. should be connected to the source of constant voltage power supply to the computer.
6. Don’t connect your computer system storing classified data to INTERNET.
7. Don’t allow staff members to bring their own pendrives/floppies/re-writable CDs to run on the computer system of the department.
8. Don’t use pirates or gifted copies of software as these may contain virus and even facilitate intrusion into the system.
9. Don’t play computer games. These could be the main carriers of computer viruses and an unsuspecting easy medium for an intruder to break into your computer system.
10.Don’t allow eatable and water near the computer as these attract rats/pests and raise the dust and moisture level to the detriment of the computer system.
11.Don’t switch off the computer suddenly. Sudden power fluctuation/failure may leads to corruption/deletion of data.
12.Don’t rotate the printer cylinder while the printer is in ON position. Switch off the printer when not in use.
13.Don’t work on Server system without Postmaster’s permission.
14.Don't plug or unplug any devices like keyboard, mouse etc., to the system while it is on.
15.Don't keep ledgers/books etc on systems, keyboards, mouse, weighing scales etc.
16.Don't connect UPS to lights, fans etc. Use exclusively for computers.
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NOTE
To the maximum extent possible all the above guidelines may be followed strictly to avoid embarrassing situation later. Your doubts/difficulties, if any to implement the guidelines may be raised for taking assistance of the SA. These guidelines are intended to upgrade our working method and to safeguard the systems as well as Data