Guide: Using Our Technology Effectively & Securely

#core-team-discussion #guidelines #hardware #IT #operations #security #software #system-design #technology

Guide: Using Our Technology Effectively & Securely

Hey guys,

This guide outlines how we use our core technology tools, maintain security, and get IT support. Following these guidelines helps ensure our systems run smoothly, our data stays safe, and everyone can work efficiently. (Yi Xie, this is your area to lead design, with team input).

Purpose:

To provide clear guidelines on using key software and hardware.
To define essential IT security practices everyone must follow.
To outline the process for data backup and recovery.
To explain how to get IT support when needed.

How to Use This Note:

Identify Core Tech: List the main software (OS, Office, Case Mgmt, Google Workspace etc.) and hardware we use.
Define Usage Guidelines: Outline best practices, key features to use, and any 'do's and 'don'ts' for each.
Establish Security Protocols: Define mandatory security practices (passwords, updates, phishing awareness).
Document Support Process: Explain how to report issues and get help.
Discuss & Finalize: Refine these guidelines in Discord and document them here.

Our Technology Guidelines

Let's establish clear expectations:

Technology Area	Guidelines / Procedures / Protocols to Define	Responsibility?
Core Software Use	Basic usage guidelines for OS, Microsoft Office/Google Workspace, [Case Management Software?], PDF software, etc. Any specific features everyone should know/use? Protocol for requesting/installing new software?	Yi Xie / All
Hardware Use	Guidelines for laptops, desktops, printers, scanners, mobile devices (if firm-provided). Care and maintenance basics. Policy on personal device use for work?	All
Network & Internet	Acceptable use policy for firm internet? Guidelines for using Wi-Fi securely (especially remote)?	All
File Storage & Sharing	Reinforce use of Google Drive according to 40.2 - Knowledge-File-Management. Guidelines for sharing files securely internally and externally.	All
IT Security (CRITICAL)	Strong password requirements & management (e.g., use password manager?). Regular software updates? Phishing awareness & reporting protocol? Rules for handling sensitive data? Locking screens when away?	All / Yi Xie
Data Backup	Overview of the firm's data backup strategy (what is backed up, how often, where). User responsibility (if any)?	Yi Xie
IT Support Process	How to report technical issues? Who is the first point of contact? Expected response time for support? Process for escalating urgent issues?	All / Yi Xie / Vendor?

➡️ Let's define our Technology Use Guidelines in Discord: #[Link to Channel #40-5-technology-use-guide]

(Placeholder for Final Guidelines)

Summary of Technology Use Guidelines:

Core Software Usage Notes:

Hardware Guidelines:

Security Protocols (Mandatory):

Data Backup Overview:

IT Support Procedure:

Using our technology effectively and securely is everyone's responsibility.