Example of Media Handling Policy

1 Policy Statement

To meet the enterprise business objectives and ensure acceptable use of its information systems and networks, XXX shall adopt and follow well-defined and time-tested plans and procedures, follow guidelines to ensure the secure management of media to protect sensitive or personal information from intentional or accidental exposure or misuse. Media is anything on which information or data can be recorded or stored and includes both paper and a variety of electronic media. Storage devices include but are not limited to computer hard drives, portable hard drives, backup tapes, DVD / CD media, USB drives and other Personal Digital Assistants (PDA), cell phones, iPods, MP3 players, digital cameras, fax machines, and photocopiers. When handling and managing information it is essential to understand that maintaining security for both the information and the media on which it is stored is equally important.

2. Purpose

This Policy offers guidance regarding media handling. It is intended to guide and inform personnel and help them understand their roles and responsibilities according to the policy.

3. Scope

3.1 Employees

This policy applies to all Management, Employees, Contractors, and Third Party Employees, who use media of  XXX

3.2 IT Assets

This policy applies to all organizational IT assets of XXX.

3.3 Documentation

The documentation shall consist of Media Handling Policy, and related procedures & guidelines.

3.4 Document Control

The Media Handling Policy document and all other referenced documents shall be controlled. Version control shall be to preserve the latest release and the previous version of any document. However, the previous version of the documents shall be retained only for a period of two years for legal and knowledge preservation purpose.

3.5 Records

Records being generated as part of the Media Handling Policy shall be retained for a period of two years. Records shall be in hard copy or electronic media. The records shall be owned by the respective system administrators and shall be audited once a year.

3.6 Distribution and Maintenance

The Media Handling Policy document shall be made available to all the employees covered in the scope. All the changes and new releases of this document shall be made available to the persons concerned. The maintenance responsibility of the document shall be with the CISO and system administrators.

5 Privacy

The Media Handling Policy document shall be considered as “confidential” and shall be made available to the concerned persons with proper access control. Subsequent changes and versions of this document shall be controlled.

6 Responsibility

The Media Handling Policy shall be implemented by the CISO / designated personnel.

7 Policy

The primary area of concern is the secure management of media to protect sensitive or personal information from intentional or accidental exposure or misuse. The following shall be implemented:

  1. Risks to information and the media on which it resides shall be securely managed throughout the lifecycle of procurement, use, storage and disposition.
  2. The only government-authorized media shall be used for managing data.
  3. Erasure of information from media shall be done by approved standards and secure disposal of media shall be followed using documented procedures.
  4. Media shall be handled according to the highest level of sensitivity of contained information.
  5. Media shall be protected from theft or tampering.
  6. Where there is re-assignment or destruction of hardware and media, inventory records shall be kept current.

8. Enforcement
Any employee found to have violated this policy may be subjected to disciplinary action in line with the HR Policy.

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If you need assistance or have any doubt and need to ask any question contact me at preteshbiswas@gmail.com. You can also contribute to this discussion and I shall be happy to publish them. Your comments and suggestion are also welcome.

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