NRB Bearings Limited

Lap Top Computer Policy

With the change in business requirements, a Lap Top Computer has become an essential and efficient way
of conducting one’s day to day transactions. However, like any technology, the user should evaluate the
cost of using the lap top computer with benefits derived and only use this costly means of communication
more effectively and in a disciplined way.

This policy established to provide guidelines to employees who, through the nature of their work, are
required to be accessible through a Lap Top Computer, regardless of the time of day, day of the week or
geographical location.

Eligibility:
All employees in E - 0 (Dy General Manager and above) grades will be entitled for an official Lap Top
Computer, by default in lieu of Desktop Computer. Designated Plant Heads are also eligible for Lap Top
Computers, even if they may be in a lower grade than mentioned above. For all other executives, Lap Top
Computers will be allocated purely on the basis of business requirements for which the concerned Deptt /
Plant Head will have to justify the need.

Final approval of all such cases of exception will need to be given by the President. If Lap Top Computer is
allotted then the Desktop Computer (if already allotted) will have to be returned to IT (Local /Corporate)
Dept.

Procedure:
In order to get a Lap Top Computer, Capital Goods Purchase Requisition (CGPR) must be raised.

In case of newly recruited eligible employee/s ( those eligible for a Lap Top computer, by default ),
Corporate HRD will raise the CGPR , whereas, in all other cases, purely on the basis for business needs,
the concerned department / functional head would need to raise the CGPR on behalf of the user employee.
In cases of CGPR for Lap Top being raised at Plant level, it must have an approval of the respective Plant
Head as well as Sr. Vice President (Manufacturing Operations)

In case of Plant employees, Lap Top Computer/s will be delivered at the respective Plants. At Plant/s, the
local IT In-charge will receive delivery of the Lap Top Computer for configuration and would thereafter
handover the same to the user employee. However, in all other cases, including Branch employees, the Lap
Top Computer will be delivered at Corporate Office (IT Deptt.) for necessary configuration and then handed
over to the user employee.

IT Dept. (Local / Corporate) will issue Lap Top Computers under a Proper receipt (Format attached) .The
copy of the same will be sent to Corporate HRD for record.

Executives, who are allocated Lap Top Computers, have to return their Desktop computers to the
Information Technology Department. The IT department will decide reallocation of the desktop.

Configuration:

The IT department is responsible for managing all dealings with Lap Top Vendors and Service Provider/s
and for recommending configuration as per need. The department will ensure that proper coverage
scheme/s and communication plans are in place and adhered to. It is the responsibility of IT deptt. To decide
on the sourcing and configuration of the machines depending upon the requirements of the user / indenter.
At Regional locations, where the IT Deptt. may not have any dedicated personnel, the location head may get
in touch with the Corporate IT team for all their trouble-shooting needs and if need be, contact the local
service provider / vendor as per the advice of the Corporate IT team
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Replacement:
All Lap Top Computers issued to eligible employees could be considered for up gradation after a minimum
period of three years of usage. In such an event, the old Lap Top will be evaluated for its functionality by the
IT Dept., and only after it is felt that the machine needs to be replaced, considering the wear and tear and
also the obsolescence, a new CGPR will be moved by the user. The procedure will be the same as
obtaining a new machine, as mentioned above. In case it is felt by the IT Dept., that the machine need not
be replaced immediately, subsequent evaluation for replacement will be made by the IT deptt every six
months, thereafter. No eligible employee can claim a new Lap Top as a matter of right after 3 years.

Theft /Loss of Lap Top Computer:

In the event of theft, the user employee will be required to lodge an FIR with the nearest police station where
the theft happened and approach the IT Dept, with a copy of FIR for further necessary action

The Lap top users will have direct responsibility and custody of their assigned machine/s. They will be held
financially liable for any loss and / or damage to the machine due to inappropriate usage / carelessness.

General Guidelines:
a.) Corporate IT will maintain the updated, proper record of Lap Top Computer users across the NRB
locations

b) Local IT dept. will keep inventory / issue details of the concerned plant in safe custody. In offices
/locations other than Head Office, the inventory and issuing details shall be maintained by the respective
Branch Manager /s. .

c) IT department will ensure that all the Lap Top Computers are covered under Annual Maintenance
Contract after expiry of the warranty period. Company will obtain insurance coverage for Lap Top
Computers to cover the eventualities such as theft, sabotage or damage.

d) IT (Local /Corporate) Dept. will ensure that Lap Top Computer is protected by Security Data Management
Protection Scheme as per uniform policy for which they may recall the Lap top for updating and return as per
schedule.

Termination of Employment:
On Leaving the service of NRB, HR / Personnel Department has to ensure that the user employee hands
over company’s Lap Top Computer, with all its accessories to the IT department / Brach Manager / Plant –in
charge as the case may be, and receipt thereof may be obtained by the outgoing user employee. This
should be clearly endorsed by the recipient of the Lap top in concerned employees full and final clearance
form.

Please note:
a. Company provided Lap Top Computers are intended to be used for company business

b. It is recognized, that it is impractical to limit the use of company Lap top only to business use. Therefore,
personal use is not prohibited, but the Company expects user employee to exercise prudent judgment in
keeping personal usage to a minimum.

c. Users are responsible for maintaining appropriate back-ups, especially of the work related documentation
& data created that cannot be retrieved by reinstalling operating system or Program
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d. Do not expose Lap Top Computer to any Magnetic fields that could damage the contents of the Hard disk
as Lap Top Computer contains a Magnetic Hard disk.

e. Turn Lap Top Computer off and place it in its folded position any time when it is to be moved.