LDITesn 6Im lDlUIT ~ !

J)11T6lJ
ITffi lDlB'UJ6UffiLD, 6lJL ~LD·
~'

~:>255 6:>~}S OOa:>GID ~:>dc5:>Gc5, G~L ~:>25)

PROVINCIAL PUBLIC ADMThTISTRATION SECRETARIAT,

NORTHERN PROVINCE
(

6T6!IT~ ~6U:}
~ qo= Pj02j08j12 .,
".,,-
..
.

My No:

24.11.2008 . it.

. All Secretaries of Co·op"'r:,I·''':-

Oevelopme )t
.,
Deputy Chief Secretaries ...•.'
~ 25 NOV 2008 ~~
Heads of Departments
Northern Province
.Northenn Province

ICTPolicy of the NPC and Management Scheme for Management ; :.

Development Training Institute

A lCT Policy of the NPC and a Management Scheme for the

Management Development Training Institute have been approved by
the Hen.Governor and are forwarded to you for reference please.

R.Raveenthiran
Depu ty Chief Secretary

. . .~..
. .. : ...

, .
a;6IiT~lUrr dilj), 6lJ{g!JrT
$blUiD~rr, l:S>2simc5J0:>6, ~c;c5IDcnd, Kanniya Road, Varothayanagar,
~®8;{ga;rr~LD6l!)6U, @6UffiJ~a;: Trincomalee, ,sri Lanka.
~~@Cc5, <8 COl:S)~;
\
en Office 060-226~502 DeS 060-2263850 Email -:npminppa@sltnet.lk
• ax . 026-2226959 Website www.np.gov.lk
 .- ,

I
r. . Information andCo~mu:nication
'. . ~ .. \,'
'Technology Policy •
.' .

. ~ . .
for. Northern Province
,'i
.
-Preambler .' .
. "
;

By virtlIe of powers vested to' the H~n;GovernorUnder the provisions of Article

t. :
. ·154·' c', or 'the. ~ee~~~en~e~ttOthet6nstitution of th6 De~ocratic .. ,
Socialist Republic .of SdoLanka ~d by proc1amatl~nmade hyIDs Excellency the' •
. President unde~Artic1~ "t 54 T of thes~d 'C~~stitution and p~blished'in the •
. Govefnme~t- EXtraord~ (iazette No:.'602./27 dated 24th 'M~ch 1990.: .I, ':
.Dicks~n Saratl1~h~~a Dela,' the Governor of the.Northern ..'P~ovince'do hereby' .
. ~ '. d~el~e the: ·'Information.and Communication Technology Poli~y' for the':'
. ,,".;

'.". ' .. :.'Provkcial·Adrp~pi~ti(>ii of~e Northern Pro~ce having ~e follow.iPga.Sp~c~s,., .: .:," ".'
• ashereinafter provided:',,:: '.:.: .: ., .' .' . '. .
" .. ", .. '

,- ::' . :'. .-: .

. ,' ....
, .....
'lntroduction . . : .: , :~.'~'
'I' .:'
.. ,
",
.i
.~-. 1<. : '!."

0" ,'.

1.,-The: purpos.e of the lCT'~oliCY is ensure. the :effectiveprotection and 'prope~,:' to

. ,"
.'usage of the computersystems within.the NorthernProvincial. Council. The lCT
investment of the organisation is considerable, and thedependency on computer
technology in the delivery of public services is high. The lCT Policy Will assist ill
maintaining systems at operational level. '. , " " "
.2.. 'Contraventions of the :ICI Policy could seriouslydisrupt the delivery.of public'
. l' ~'" . .seivicesandany breacheswill he treated seriously. ..' '. . '" ,.. ..
'.\ ...

: ': ~ .. ',' ,"" 3,., TlllS:P9licy~P.pl~~Ii'to1111Public Servantswithin the Northern Provincial Council.: ...."
,,'
.~.: .
--- - ,'Jreads of Departmen' are' respons115le-rorensuringadherence to-the-lGr-Policy.,...·
. ," -,'

.. .r .: Withinthen: departments, overseen by the Chief'Secretary, NPC.: . '

.. ,." .
',: .
. . ". ;: . " ,"

.'. S.ectionOite
-.
~ Computer
. .
Systems
'. . . '. ..•.", .-
. .";
::,:
":",:,

Network ~: . _, . " .
'1. Network maD.agemen~administrationandmaintenarice within the Northe~' .
. Provincial Council are the responsibility-of the 'OperatiqnalInfonnation' System
(O~S)Unit: Access to and usage of the Serversare permitted to authorised staff ,
" 'only,·., :' ,'. .' '.',' ..". ' " '.' ,.,., '. . " .'
. .
_.' '--.'
• .User groupswillbe defined according to administrative hierarchy. . . .~
o . Secretary's Group .". .' - "
.',0 .Secretaries and Heads of Department's Group .:
, .
.. " - .

Page 10f7 .
 - , -. ,

.• . Some user groups will be created according to their ~ks .

. 0 AdministrationGroup : . '.
.I,
'0 Planning Group I,

o Finance Group· .
•• 0 'OIS Group'. '. ..... . .
..... •• 0:

.0 .' Provincial Planning Management System (PPMS) Group'

• New user groups will be created on authonzatiori bythe Chief Secretary.
• There will be a common shared folder for each user group. ..' '.
.• '.' Common documents will bedisplayed in respective common shared folder ..
. . Only member of that particular user group can access to these documents: "
.• .User Login name shoUld start Witlithe following prefix
. than 8 characters! .' . . . . . '.
must have Iess
. '.
and
' •Ministry
0 .. us~r ~min .
o . Department user - dep '. . . ' . ." .".

• CreatIon or Use! Login name wHfDedone by Network AdmiiiIstrator.

.• Any faults on·LAN shouldbenotified to respective W~bsitecwnDatabase -.
Administrator, '. .... . ..
,. Nooutsiders are allowed to attend any netwo~k faults. . ., .....
• . Any Unauthorized addition of Computeror any otheraccessories on I-AN will .
.-". .... not be eritertafued.· ..' .. ". . .; ' ..... " .~'
.'. It is theresponsibllityof ~ach and every Ministry and Department to keep' the .:
Computers and' other, accessoriesonrunning condition. Website cumDatabase .
'AdnlinistIator Will troubleshoot network faults only. ',' .'. . .. . . .
, •. Each Computer .on LAN. can have only User Accounts provided by the .
Network Admillistrat~r. .' .'. . .... .....'. . ." . .
......
• Following services underControl Panel will be disabled'
'0 .'NetworkConnections . .. ..
o .User Accounts . t!

o· Internet Options.'
o Internet Connection Firewall," .' . . ..' ". .
• Index page of Nf'C web portal will be displayed default pageIarchives as
~~' .. ' ' .. ' ' ..... ' ..

' •. ' Bead of Department must ensure that all relevant documents, images.video.::
etc. are updated regularly at archives p,age.· . .
." .. '." . ::" ... ".. ...
. :'.' ... :... ,

Hardware '(pes, Laptops, Printers, Scanners, Modems;etc.j . .,.

'.2~ : The requirement for ICT equipment ~ilin~rmallybe identified' within the context. . ..,'
. of an leT' Strategy for
'the NorthemProvincialCounciland more specifically
within a planned programmeof Pf' replacement. . . .. . .... .
3.. Requirements for new hardware should be discussedin advancewiththe QIS Unit ,:
to assess the detailed specification. . '. '.' .:,..,. '. '.' '. . '
~ 4. The 'approval' for the purchase of main ICTequipmentsshoUld be obtainedfrom .
the Cllle{ Secretary, NPC. On approval, the purchase is theresponsibility of the
Head of the Department. Installation and configuration is the responsibility of the
. supplier ~d. maintenance' is the responsibility of the officer handles the who
equipment or tramed It staff at each department. . .

. ,Page.2. of.7 '. ,', " .. :.

 .i
. .i .
: -" .•.

· 5.. On arrival.of purchased. items, a permanent committee appointed ..by the' chief· .
· ;. Secretary should' certify 'the specifications of the supplied item, With the "
'.' specifications described in the quotation.., . . I, ..... •. .

,6~. Details of ICTequipmentregister, should, be.maintained by theOI8UDit A .

· .. separate register to ensure full tracking of theequipment will be maintainedby IT
staff in' each Department, This register will contain necessary .information of each
'. leT equipment,' ..···, : :,.... . .' . '. ..,... ,
7. The security and safekeeping of portable and other equipment used 'outside/the'
, office is the responsibility of.themember ofstaff using it '. . '.' ' ..
".

:.8.: Allmembers ofstaffare responsible.forthe proper usage, care' and cleanliness of'.
· . the computer equipment theyuse, Heads of Department should ensure that' staff .
.' maintain the cleanliness of. 'their machines. In addition they 'shoUld ensure that
.measures are taken to prevent damage to cables by tats. .... .. .....
9. A' lightning protection system has 'been 'installed at
ABC building .and Chief
Secretary's Secretariat. It is
the responsibility of the officer who handles the .
· . equipment to take precautions to prevent the damage causedbylightning.: . .:
•' .. 10. Problems in 'network and.networking accessoriesshould be' reported to' OIS'~t' . ":'.

Problems or malfunction of hardware should be handled by ·trauied· IT Staff in

. : .. "

. respective department>' .:.'~ . '. . '.. . '. .' . '. . . '. ..

11; Every laptop computers an4 personal computers are .assigned to each individual ....
, . officer. inrespective departments. Therefore, they. should take care' of all the
.' . ,,' .' . aspects in regard to safety and proper usage. " . .' .. ..... -,... "
,12,Heads of Departments should ensure maintenance of log books for each main leT
· equipments in their respective offices. " .
..... .
. ,',-.

·Software & Software AppikaiiQlIs . ...

. ' 13, The requirementfor ICTequipment will' normally be identified withinthe'coriteXt .
. .":' of an ICT, strategy for the Northern'. Provincial. Council and more specifically
· . .within a plannedsoftware upgrade. programme. . '. ." '. . .~
· 14. The installation.iconfiguration and support of required software used within the
. . "NortheniProviilciaJ,Councilarethe responsibility oftlie OISUhit .. . . .
. 15. Heads of'Departments should ensure proper installation of software, including
'. screeriSavers~s-indudes..prograinS.-doWnloaded from theIntemet. .' .' '.' •... '.
'16. The Northern Provincial Council will treat the installation of unlicensed software.
by users as aseriousbreach of the ICT Policy. .' ..... .'. .... _" .. . ~'-

.'.' ,., v. . 17•.s.,~fuy~e.' licence registers, will be maintained by the OIS Unit. to . ,e~w.:e .. "',.',,, _ .
. .compliance. with legislation. ..•.. . '.' '.. ..' '.'. .' . . '. . .
.18; Software disks will be" kept securely by the trained IT staffintheir respective:
.... .: departments. • '. .... . . ". . . '. .'. ..... . '. .' .'
. 19. Requirements for new software/software applications should be discussed in.
" . advance With the' ors Unit to assess the detailed specification and implications.' .
. . 20. Problems with software should be reported to the trained Il staff" . '.. . ' ..
21. Requests for modifications, enhancements and .upgrades of existing software ....
. applications shouldbe discussed with the QIS Unit' '.
. . - .. - . : - ..
,I· .
. .,
.' " \

' .• -,
:

Page30f7 -.

..: ••. , '.,'" r ~ •

 Data/ElectronicInformation
22. D~ta Management should be in acc.ordance with the datamanagement policies. and
· ,'procedures of the Northern Provincial Council. '.. '\'.. .'. ". ..' ,
23. Department Heads are responsible for maintaining the quality of the computer-.
held data processed by their staff" .,. . .
24~The individual user is responsible to their line manager for thequality of the
. computer data they have personally processed; . . ",
25. Department Heads .are responsible for ensuring compliance, with Data Protection .' .,. ,,' '...
·.legislation with regards to data processed within their Departments.. .: •........ .•... '. '
·26>In conjunction with the nominated DataProtection Officerof the organisation, the'
OIS Unit will keep abreast of data protection legislation; advise a6cordirigly arid I .

.ensure applications and databases. are registered in accordance with the legislation' '.
andinternal organisational data management policies ' .•. '. '. .
• -r-r27~Air-inforrnatiunidata-helcforr1lre-oTganisation'-s:-systetriris-deemed~the
• property of
. . the Northern Provincial Council. ".. '. ..". .' ..' .... '.' ..... . .
28. As a condition' of employmentcstaff consent to' the examination of the. use arid . .~..
. content of all datjvinfonnatio:iiprocessed arid/or stored by the staff ~ember' on the ...,
. organisation's systems as required:' ' . .. '.' ....,. ,
29. OIS unit will.not take responsible for any data losses which are not saved in the
.'. File Server .. ' .'. .'. . .... . .' " ....
30; Alldocuments, spread sheets, presentations and reports must have its file path in .
- . the footer area. . .
.. .
'

. : . "t •••• , • , •• ':".: ','

.Back Up
·31; TheOIS Unit is responsible for ensuring the implementation of an effective back- '.1

up strategy for server-held software and data. ..' . . • ,

·32. Users of networked desktop PCs 'should .avoid storing data on their local hard
drives. Data so stored. may
be lost if a problem develops with the PC, andthe OIS
Unit may not be able to assist.in its recovery.' DatashoUId bestored withinthefile .• .,'" .

· directory (folder) 'structure used by the department~,' . .

33~Remote PC users and laptop users must ensure they back-up their data regularly ..
. The OIS Unit will provide advice and assistance.··· . .

. Anti- Virus Protection. . .. ..... ". ."

· j4. Up dation of .Antivirus software should be' done by officer who' handles the' '"
.' . equipment, OIS.team will provide necessarytraining. .' .: '. ..,. ....
35~The installation.ofanti-virus software 'on all machines is the responsibility of the . .
OIS Unit. .. ", .' .' .' .'. .... . . .
36. The, OISUnit will ensure the upgrade of the anti-virus software on networked'
. desk-topPfls, .• . '. .•.•.. .......'. '.''.' ,.'. .' ' '.. . .
31~Remote users and ti~ers' of portable machines will' assist in the upgrade anti- of .~.

virussoftware in accordance With specified mechanismsagreed withthe 01S Unit,'

. .' ,.
. .

.. eg.internetupdates.· .; .
38. Staff mustvirus-scan all media. (including pen drives.zip disks arid CDs) before .'\
•. .use. The OIS Unit will provide assistarice and trailing where required. .
39; Staff should refrainfromopenirigunknown files. .. "

Page 4 of7
 j.
~'

'.- v .

13. CompJters should be locked or shut do~ when left unattended for anysignificant
. period of time. ; .-.. .'. .. . . .. . . . .' '.
· 14. With regards -to lile management, H6ads of Departmentswill determin& 'the-top-
level folders/directories iand ussociated permissions for their department and .
inform the OIS Unit. TIieOIS Unitwill create ormodify the folders accordingly, ' ..
15. Within their rrespective .top~l~vel folders; staff should-create .sub-t~lders in
accordance with their owndepartmental guidelines but CaIUlOt.create new top-
-~~~ ... . . .' .

. . ' 16. All work files must be. saved on'

the server, including current files that are' being:
'.' worked on. .': _ . . . . .'.: '. ..,' ., .
17. Unwanted folders / files' should not be saved in the Server .'
: . .'.
.. '. " ~
. : ". ". .' ".. . .. " ....

SectioriTluee- E-mail/lnternet·
I .

· E-Mail·
1. The NbtthemPr6';ind~ COUb.ciie-mail system is it cor~'applic~tiorito facilit&t~'
the. work of the.' staff; It should not be' Used for political, business or conimercial:
purposes not related to the Northern ProviiiCial Council. . . ". .
.2~ . The Northern Provincial Council e-mail systemmust 116t be used to send illegal. or .,
. inappropriate materIal.' .
· 3. Heads of Departmentsshould ensure there.is no
abuse of'emailfacility '. . .....
4. It is a.condition of employment that all staff consent to
the examination of the use' . '",
.and content of their email accounts as
reqUired.. . " . .... . .'.. .
..5.. Email should be' used for sending official documents. Official email addresses
. should not be used for sending personal mail, Likewise, official mail should not be .
'sent using personalemail addresses. . :. .. .' ... .
6. Emaii.shobldnoCbewedfor·p~siIigonchaiIi·mail~jokes.animatloru.-: .spam, etc.: ' .
to other staff. .... .' '. .. . - . . . .. .' . ..' .' . .'. .
· 7.' Staffshould minimise .the .number of messages 41· their email in-box: to .ensure. . I '.'

.. maximum efficiency of' the deliverysystem. Folders' should be set lip and
'. ". ~. ( . messages filed accordingly. .'. '., .. ..... .' ..... . .'
8.. Staff should avoid sending very largeattachments. Ifnecessary, IDes should be .:
,. Zipped to reducetheir.size.". '. . ..' .. '. ... " .
'.
. 9. Confidential material' sent by e-mail shouldbeso . marked but .sent only with .
. caution. . .... .
10. The Northern Provincial Councilretains 'the'nght'toaccess and view e~ails' an
sent and received by theeinail system. This right is exercised solely through the .
• QIS bniton the instruction of the Chief Secretary, NPC. . .- .' .' '.

internet .
-- -' . 1'1. ·Acces~ to, theInternetis provided for work ·purposes. . .' . ". .
i2. Staff should notmake inappropriate Use of their access to the Internet. They must:
..' .. not use the Northern' Prcwincial Council Systems to access pornographic, political, . '.' .
. .illegal 'or other 'improper nia~erial.·· .. ., \.' ..
13. Staff should not subscribe' to chat rooms, datingagencies, messaging: services or
.other :on-line subscriptionInternet site~ unless they pertain to' work duties ... ~. .
.....".

Page 6 of',
 - ". '. - ,.

',. ·t' .... .., .' :": . " : :

.Section Four> Contravention of the ICT Poliey. .'

" .::

i. contravention of the NorthernProvincial

coUncil icr Policy.will beconsider~da
"

disciplinary offence~ancl-ma~result~in-the-withdFawal;ef-privi1eges..., .
. '.2.. Persistent breaches of this ICTpolicy may result in dismissal ...

'" ' .

~' ; . '.Certification. .'

. ", :

.I; Dickson Sarathchandra 'Dela, Governor' of Northern Province, do hereby

certify that the foregoing' policy is created by meby virtue of powersvested
'. upon meunder the provisions of law as-stated: in. the preamble to this
document,,, . ···~~vJ.A i~
'.. T.hiS-19tbday. of. :November2008· .' '
" Governor',"
Northern .Province ..
. . . '. . .',:
. DICKSONSARATHCHANDRA DEL!
.. . -' .' ~ -' Governor Northern Prc,vince .
.

.' Page 7of7