Discuss about the IT Major Project Copyright, Ethics and Privacy for HDS.
This paper contains copyright policy, codes of ethics, and privacy policy for HDS which is an IT organization from Sydney which provide s open source IT solutions to SMEs that include hardware and software configuration and management, website development, intranet and extranet management, and cloud computing. Currently, the company is facing many operations challenges such as lack of clear strategic direction, underdone networking capacity, slow customer turnaround, pressure on the cash flows, delays in research and development, reducing margins, and increasing workload on staff. Besides these, the company has an old website with old content that needs to be refreshed. In order to achieve these objectives, the company needs formal documentation of policies and procedures. Thus, the current report formalizes the policies for the company including policies for copyright, privacy and ethics. The purpose of this policy and procedures document is to define roles and responsibilities of the employees of HDS with the following objectives:
The purpose of this policy and procedures document is to define roles and responsibilities of the employees of HDS with the following objectives:
The policy statements and procedures are applicable to all the employees of HDS. The scope of the policy is limited to defining following responsibilities and procedures:
This policy covers does not cover first party content which is covered by the Intellectual Policy Rights.
|
Item |
Definition |
|
Copyright |
It is defined is a legal concept that gives the originator an exclusive right to use the material and prevent others from using it |
|
Copyright Act |
It refers to the Copyright Act 1968 |
|
Third Party Material |
It refers to the content that is not owned by HDS |
|
Moral Rights |
Rights that would be granted to the creators of content on HDS website |
Policy Statement
The ownership of the content decides who can use the material, whether it is subject to any kind of agreement on for what purpose it is used and what part of it can be used, and how it can be used. HDS is responsible for providing training, guidance, and other information to employees, its controlling entities, customers, and other individuals associated with the copyright material. These responsibilities can be broken down as:
It is the responsibility of employees and other associated individuals to:
Use of content is allowed in any of the following sources or formats
A work is an item created by one author. The HDS website is the publishing platform that can contain many such works such as articles, pictures, editorial, and opinion pieces. In some cases, some part of content can be used by individuals which would be considered as a reasonable portion of the work. Following is the guide to deciding this reasonable portion:
|
Work Format |
Whole Work |
Reasonable work |
|
Hard copy |
Unpublished Note available within a reasonable time An image with text that is allowed to be copied |
10% of the amount of work published |
|
Soft copy |
Use a work as an image |
10% of the words in the digital content |
The licence for use of content is exclusive for hardcopy content through scanning and photocopying as well as for digital content including printing, emailing, and online usage
If the employees or associated individuals and entities do not comply with the copyright policy or copyright act, appropriate procedures have to be followed including imposing of fines or taking legal actions. Staff would be responsible for any copyright infringement that happens because of their actions directly or indirectly.
All the staff members and associated members have to ensure that they understand the requirements of legal obligations and comply with them when using a third party copyright material. The Quality Assurance officer would address the instances of copyright risks.
This is the Code of Ethics for the Directors and staff of HDS. This code should be read and followed along with the business principles of the company which would govern the conduct of the affairs of the organization. The principles were adopted by HDS and they must avoid any conflicts between the activities of the business. The code must meet the requirements defined in the Sarbanes Oxley Act, Section 406.
Hosted Desktop Solutions is committed to the framework that has standards and principles of practice formalized in 2010 with the inception of the organization. This code reflects upon the value that employees of the organization must practice as professionals and establish expectations for our practices on the principles of corporate duty. The initial codes have been modified to fit the needs of the modern society and professions. This code would ensure protection of the welfare and reputation of consumers.
HDS code of ethics is a guide for professionals supporting them in their routine activities at work. The code is aspirational, disciplinary and obligatory in parts. It defines the roles of professionals working with the organization or associated with on various projects delivered to its customers. This code would educate professionals and others on principles and standards of ethics.
HDS has to preserve highest standards of ethics and integrity as it is vital for the responsible delivery of services of the company. The code of ethics describes certain rules and principles that are essential for the organization and have to be followed by the following people:
All these members would get subjected to the jurisdiction of the board of ethics automatically. The basis of the Code of ethics are reflected in following areas:
The individuals must oblige with all the conditions of any professional work. Rules within the ethics code are the statements that define the minimal conduct that has to be acceptable or unacceptable.
The code of ethics has been designed for the staff members and other associated professionals. This code does not address any needs of specific situations nor does it include all possible ethical dilemmas that professionals are expected to face.
Advertising: Any communication that goes to public on the products and services of the company
Conflicts of Interest: The opposition that happens between the interests of professionals in the position of a power or authority
Professional competence: It is the capacity of an individual to act in an efficient manner to achieve an objective of a task
Privacy: Privacy is an ability of an individual to express oneself with limited disbursal of information
Security: It is prevention of the unauthorized access to a data or network
Individuals must honour the responsibility and welfare of professionals working for the company. The Rules of Ethics that would be followed include:
Individual must achieve highest level of their performance and professional competence. The Rules of Ethics that would be followed include:
Individuals must honour their responsibility towards public while providing them information. The Rules of Ethics that would be followed include:
Individuals should follow the dignity of their profession by maintaining harmony and collaboration through relationships. The Rules of Ethics that would be followed include:
This privacy policy is made to help you understand how data is collected, why is it collected and how is it used by the staff of the company. There are several ways, a customer can use the services of the company such as through our website or through direct interaction with our professionals. In any case, the use of information and the ways it is used by the professionals working in the company has to ensure protection of the privacy of customers. The privacy policy explains what information is collected in these processes, why is it collected, how is it used, how and how can access or update it.
Information that is collected include:
The information collected would be used in following ways:
Transparency and Choice: Customers may have privacy concerns so we give them a guidance on making the right choices concerning their privacy needs. Customers can have a control over the information that would be saved on the hosted servers of the company. They would be able to maintain the data and services that are hosted on the system of HDS. This would not apply to the services that are consumed from the third party vendors
Information we share: The information you provide would not be shared outside the company unless your provide us the consent for its use, is needed for processing a transaction, or is needed for legal reasons such as for enforcing government requests, enforcing certain terms and conditions, addressing frauds or technical issues, or protecting rights of others.
Information security: Information provided on the website is encrypted and is reviewed to guard them against any unauthorized or illegal access. For securing systems data that the company has in its computers, security applications such as malware, antivirus, and firewall protection would be utilized.
When does the privacy policy apply: It applies to all the employees of the company and to the users of the company website as well as to the customers of the company. The policy does not apply to the services that are provided to individuals by any other organization or sites linked with our website.
Regulatory Compliance: We have a self-regulatory framework, which involves receipt of physical complaints which is followed by a response from our staff.
Changes: There would not be any changes in the rights to receive our services without a written consent given by customers or other individuals. In case of any major changes done on the policies, a notice must reach the customers and other associated individuals. This information would be given to the customer over an email
Emails: Our website and other services allow customers and users to send emails. In this process, HDS would not collect any data that is transferred by you unless the customer directs us to do so. Every complaint that is received through an email would be responded to immediately by the service professional and a ticket would be raised generating complaint code that would be provided to the customer through an email.
Third Party websites or applications: Third party websites such as social media platforms are used to publicize information and customization would be used for measuring website visitors. Third party applications can ask customers or users of HDS for their username, password, address and location details. Information that is collected to bring this customization include session cookies and persistent cookies on the website (Mayer & Mitchell, 2012)
Security: The company takes security needs of individuals very seriously and thus takes measures for protecting confidentiality, integrity, and security of the information collected from customers or website visitors. Some security measures have been taken by the company to protect information that is in the systems and computers used in the organization such as firewall, antivirus, access control, secure socket layer, encryption, password protection, and technical compliance procedures. For this, the company would review their security infrastructure and keep making arrangements for improvements as per the latest needs for security of the systems (WARREN, 2007).
Conclusions
This paper had covered the copyright policy, codes of ethics, and privacy policy for an IT organization from Sydney called HDS which provides open source IT solutions to SMEs. The objective of formation of these policies was to help the organization manage its operational challenges such as lack of clear strategic direction, underdone networking capacity, slow customer turnaround, pressure on the cash flows, delays in research and development, reducing margins, and increasing workload on staff. It was found that policy statements can give disciplinary direction for procedures and practices to help organization enforce right behaviour in people to achieve objectives desired.
References
AICPA. (2014). Code of Professional Conduct. AICPA.
COllege of Policing. (2014). Code of Ethics . COllege of Policing.
Duquenoy, P., & Kimppa, K. K. (2002). Code of ethics for information technology professionals . Tivia.
Joyce, D., Blackshaw, B., King, C., & Muller, L. (2003). Codes of Conduct for Computing Professionals: an International Comparison. UNITEC Institute of Technology.
Mayer, J. R., & Mitchell, J. C. (2012). Third-Party Web Tracking: Policy and Technology. IEEE Xplore.
National Research Council. (2013). Copyright in the Digital Era: Building Evidence for Policy. National Research Council.
Okediji, R. L. (2017). Copyright Law in an Age of Limitations and Exceptions. Cambridge University Press.
Planning Institute of Australia. (2018). CODE OF PROFESSIONAL CONDUCT. Planning Institute of Australia.
RSC. (2001). Professional Practice and Code of Conduct. RSC.
Teare, A., & Ploem, J. (2013). Code of Ethics & Professional Conduct. Deloitte Central Europe.
WARREN, E. (2007). Legal, Ethical, and Professional Issues in Information Security. Cengage Learning.v
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