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RHD Operational Procedure Management Services Wing
MIS and Estates - Hardware and Network
OP/ME/2.1 - Data Storage & Network Security
Purpose and Scope :

This procedure covers the issues of Data Storage and Maintenance of Network Security.

The purpose of this procedure is to ensure that all data kept on network servers are properly backed-up and kept safe, that the operation of the network servers is monitored and optimised, and that proper network security is maintained.
Definitions :

Server/Network Server - is a computer or device on a network that manages network resources, e.g. to store files, manage e-mail, manage printers or store data for databases.

Back-up power supplies - a second, parallel power supply which will instantly ensure uninterrupted operation should the main power supply fail.

Back-up of data - To copy files to a second medium (a disk or tape) as a precaution in case the first medium fails. One of the cardinal rules in using computers is "Back up your files regularly".

Virus - A program or piece of code that is loaded onto your computer without your knowledge and runs against your wishes. Most viruses can also replicate themselves. All computer viruses are manmade.
Responsibility :

The Superintendent Engineer - has overall responsibility for ensuring that adequate, trained personnel and logistic resources are available for implementation of this procedure.

The Executive Computer Maintenance Engineer - is responsible for ensuring that operation and protection of the network servers confirm to this procedure.

The Computer Maintenance Engineer/Network Administrator - has the day to day responsibility for the operation and protection of the servers, and ensure that data stored are kept as per this procedure.
Method :

1. Monitor server performance & data storage
2. If capacity is inadequate, discuss alternative arrangements with the user and if unsolved, request for new equipment or software (to procedure OP/ME/1.2).
3. Monitor the backup power supplies and report any drop in capacity. Maintain a service level agreement with the supplier to ensure optimum and reliable performance; and plan and implement replacement and/or expansion as per annual plan.
4. Be updated on virus threats, new develop and practices to maintain a secure network. Monitor all external entry point to the network and take timely and proper action to keep these protected (modems, mail server, browser server, floppy drives, USB ports through use of proper firewalls, anti virus software, restrictions to users for hardware/software accessories).
5. Monitor users and continuously update user access and accounts as per present postings & responsibilities. Ensure protection of access to data in servers and website. Work with RHDTC to ensure that new users get Network Certification training as soon as possible, and provide network access to these.
6. Keep server room clean, cool and dry and ensure strict protection of room, including no access to unauthorized personnel.
7. Backup all data on all servers on a daily basis. Ensure that all backup devices are functioning properly and that the storage mediums or clearly marked. The storage mediums shall be kept outside RHD on two separate locations and 4 days of backup shall be maintained before recycled.
8. Destruction of data shall follow separate procedure for data & document control OP/ME/4.1.
References :

This procedure shall comply with procedures OP/ME/1.1, OP/ME/1.2, OP/ME/1.3 and OP/ME/1.4.
Procedure Flowchart :





For duties associated with each grade of personnel see


Updated on : 1/1/2004