Internal Policies & Procedures Report

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Introduction

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Like any other company, the baby product company has its own procedures and policies set up to protect its organization’s information form its rivals. Any chief information officer of any organization has the responsibility to ensure that the policies and procedures set to protect the software, hardware and data of the organization is adequate enough to protect it from its competitors who are bound to master their procedures of producing and distributing products successfully. Being a monopolistic competitive company, Baby Products Company needs to be very careful in how it sets up its policies because it has very many competitors in the market. By using simple and easy to master procedures and policies, it is easy for such rival companies to have access of the skills it uses thus copy and implement their strategies (Dennis, 2006). Baby Product Company has its own short comings in its policies and procedures that need to be corrected by bringing in new strategies.

Information System technology

The Baby Product Company has a well developed information system whereby it uses the computers to store most of its data. More so, different departments communicate using the internet thus use the information technology system (IT). With such a policy and procedure in carrying out activities within the company, the company is able to arrange its documents to ensure that it is able to solve several problems within the company. Each department has a password that limits the accessibility of some information by all employees within the organization. The line managers of every department are responsible in setting up the passwords. The password is not known to by all employees within the organization but by the manager only. The managers are expected to report the passwords to the chief information officer who keeps the security codes safely. Since in every department there is a different password or security code, the manager is expected to come early to ensure that he or she has opened the computers to be used by using the security codes (George, 2003).

The information system is made stronger when all the line managers are given training on how to set up unpredictable passwords or security codes to ensure that individuals do not break through them. Every year, they are expected to attend at least two training courses to ensure that they are taught on how to set up passwords and how to keep them safe from out of reach from other employees. Since some employees are very good in information technology strategies they are able to crack the security codes and steal some information from the computers (Keith, 2006). For this reason, the line managers are also given lessons on how to easily notice that the security code has been mastered by someone and the information is being accessed. Reasons for reporting all the security codes and passwords to the Chief information officer are to ensure that the codes are efficient and truly safe. This is so because the chief information officer is expected to be very competent in his or her work. More so, just in case a line manager is not able to make it to work, the chief officer is able to ensure that the computers are accessible.

Despite all these, the Baby Products Company has a problem in that it has been using the same passwords for a very long time. This makes it very easy for employees to crack down the passwords and use them for their own benefits. In addition, the employees are extremely limits in accessing information within the company. This is so because they are expected to wait for either the line manager or the chief information officer to make the computers accessible for them to work. This adds curiosity to employees trying to find out what the management is hiding from them thus the struggle to know the passwords and the security codes (Robert, 2003).

As a company that produces baby products, it is important for it to secure its raw materials and not only soft ware information and data. For this reason, the department that is responsible for supplies of raw materials is expected to have a security system to limit entry and exit while possessing the materials. The computer system is still in use but the disadvantage comes in when it only relies on it for security. The company has very few surveillance cameras that can be used to monitor how procedures are being carried out. More so, the doors still use the old technology of lock and key instead of the current system whereby the doors are opened by using the employment cards. The company still uses the old method of signing in by using books. This ensures that if anything happens, then it is easy to trace the individual who was capable in committing a crime. Such activities are outdated and waste a lot of time (Dennis, 2006).

More so, they really discourage employees as they feel that the organization does not consider them to be loyal enough to work for them. It is very easy for the records to be tampered with as an individual can easily bribe the security guard to ensure that they either do not sign or sign in with another employee’s name. This really discourages the employees thus are not able to work freely because they feel like anytime they can be blamed for something they did not do. It is important for all departments to ensure that employees are comfortable and security should not be left behind. It is important for employees to feel secure by ensuring that their ideas are kept secure thus rewarded for their efforts. Their morale can be destroyed totally if they find out that their ideas are being used somewhere else apart from the company they work for (George, 2003).

Conclusion

With all the shortcomings of the organization, it is important for it to realize the importance of employees’ loyalty. This can be done by implementing some security technologies that will bring about better security measures. First of all, every department should not be controlled from the line manager. Every department needs to ensure that the most critical information is kept by the line manager and the chief information officer only but the rest of the information should be accessible to all employees. These will reduce the inconvenience of waiting for the line manager to open the computers every morning. Secondly, the passwords and the security codes need to be changed at least after every two months. This is to prevent the possibility of cracking down the passwords that last for years. Thirdly, it is important to have enough competent staff members in the security department. This means that the surveillance cameras need to increase. More so, in case of any crime committed, it easy to give out evidence. The records from the surveillance cameras need to be given to the chief information officer for storage to prevent them from being altered. Fourthly, the employees should be able to enter in to a department using their employment cards that will be electronically fitted for the doors to recognize them (Keith, 2006).  Lastly, it is important to educate the employees on the importance of being loyal and to keep company secrets (Robert, 2003).

References

Dennis T., 2006. Applications of Information Systems: Human-computer interactions and MIS, published by Sharpe. Pp. 110-112.

George D., 2003. Multimedia technology and the support system: Information Management, published by IGI. Pp. 210-212.

Keith R., 2006. Remote sensing and its modeling: resource management information, published by CRC. Pp. 179-180.

Robert G., 2003. Strategies in managing the information system: strategic information management, published by Butterworth-Heinemann. Pp. 320-323.

 

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