Personal Computing Devices Registration Procedure. 1. Background

Transcription

1 Personal Computing Devices Registration Procedure 1. Background CGI 241 required that personal computing devices accessing and/or storing classified information be registered with ITSD and conforming to security requirements. There are different channels and applications which personal computing devices can access classified information. The common channels and applications include internal network (wired and wireless), Virtual Private Network (VPN), Outlook WebAccess (OWA), Exchange ActiveSync (for smart phones synchronizing s and calendars from Exchange) and other web-based applications. 2. Scope In general, Personal Computer Devices are computer devices purchased by individual. This includes home PCs, notebook computers and smart phones. 3. Purpose - For traceability of the devices and owner information in case of incidents - To ensure staff should take reasonable means to protect classified information in their personal computing devices - Technical enforcement of allowing only registered devices where technically feasible Registration of Personal Computing Devices V2.0 Page 1 of 11

2 4. New Device Registration - You can access the self service registration tool in the office or through internet by clicking here. If you access this from Internet you need to login using <domain\username> and password. For ex-m domain user, <domain\username> is mtrcorp\username For ex-k domain user, <domain\username> is dkcrc\username - Select New Registration (Personal Computer) or Select New Registration (Smartphone). - Fill in the following information and click Submit when complete. Type of Personal Information Required for Registration Computing Devices Personal Computer Department / Section (home PC, laptop) LAN ID Staff ID Computer name of your personal device (Help1) Computer brand and model Operating System MAC address (Help2) Antivirus software brand and version Personal Firewall Location of the computer Justification for using personal device Existing channels to access IT services (e.g. VPN, OWA) Smart Phone Department / Section LAN ID Staff ID Smartphone brand / Operating System (Help3) (You should only register ITSD supported model as other models would not be supported) IMEI (International Mobile Equipment Registration of Personal Computing Devices V2.0 Page 2 of 11

3 Identity) number (Help4) Serial No (for iphone registration) (Help5) Justification for using personal device Existing ways to access IT services (e.g. , appointment calendar etc) * No registration of personal owned USB removable device is required. Staff should request secure USB removable devices from ITSD to store classified information. Registration of Personal Computing Devices V2.0 Page 3 of 11

4 5. Change Information - When you want to change the device information, you can select Change Information / Remove Registration (Personal Computer) or Select Change Information/ Remove Registration (Smartphone). - All the registration created by you will be displayed. If you registered the devices of your boss, you should help to update the device information of your boss. - Click View Response to display the registration information. Click Edit Response to update information - Update the information and click Finish to save the change. Registration of Personal Computing Devices V2.0 Page 4 of 11

5 6. Remove Device Registration - If your device is not longer used for access corporate classified information, you can remove the device registration. - Click View Response to display the registration information. Click Edit Response to update information - To remove the registration, check Remove Device Registration. - Click Finish to save the record. Registration of Personal Computing Devices V2.0 Page 5 of 11

6 ITSD Security Requirements Staff should take reasonable means to protect classified information in your personal computing devices and conform to ITSD security controls. Devices Baseline Security Controls Desktop PC / Password protection Notebook PC Installed with antivirus software and enable LiveUpdate for virus definition updating Enable Automatic Update for security patches Installed with Personal Firewall Smart Phones Password protection Support remote wipe. This allows you to delete all information on the device remotely in case the device is lost. Enquiry For any enquiry, please contact IT Help Desk ( ) or it-helpdesk@mtr.com.hk More information can be found at the IT Help Desk Homepage of the MTR Portal in the Intranet. To access the information from Internet, please visit Registration of Personal Computing Devices V2.0 Page 6 of 11

7 Help A utility is available for you to obtain the information of your personal PC. To download the utility, please refer to the online self service registration webpage. You can also follow the steps to get the information. 1. How to get the Computer Name for Windows machines? Make sure you run these command on your own personal device and not your office desktop PC. - Go to Start and Click on Run - When Run prompt appears, type cmd and click OK - Type hostname and enter - The result is the Computer Name Or you may refer to the following links to find the information: For Windows Vista, For Windows 7, For Macintosh computers, Registration of Personal Computing Devices V2.0 Page 7 of 11

8 2. How to get the MAC Address for Windows Machines? Make sure you run these commands on your own personal device and not your office desktop PC. - Go to Start and Click on Run - When Run prompt appears, type cmd and click OK - Type ipconfig/all and enter - The Physical Address is the MAC Address If you have PCs running on non-windows Operating System, you may contact IT Help Desk for assistance. Or you may refer to the following links to find the information: For Windows Vista, For Windows 7, For Macintosh computers, MAC Address (or Airport ID) Registration of Personal Computing Devices V2.0 Page 8 of 11

9 3. Which are the ITSD supported smart phone devices? - RIM Blackberry Bold - RIM Blackberry Storm - RIM Blackberry Curve - Apple iphone 3GS - Devices running on Microsoft Windows Mobile 6 or above 4. How to get the IMEI number of my smart phone? - Under the battery of the phone - Enter *#06# on the phone s key pad - For Blackberry Storm, select Options, Status - For iphone, in the Options, About 5. How to get the Serial No. of my iphone? - The Serial No. is shown in Setting -> General -> About in your iphone Registration of Personal Computing Devices V2.0 Page 9 of 11

10 Frequently Asked Questions FAQ 1. I am using a notebook computer provided by ITSD. Do I need to register the notebook computer? No, you do not need to register computers provided by ITSD. 2. I am using a computer provided by clients in overseas. Do I need to register the computer? No, you only need to register computers owned by you. 3. There are some contractors working in my team. Should I ask them to register their personal devices now? No, only MTR staff needs to register their personal devices at this stage according to CGI I do not use my personal device to access classified information. Do I need to register the device? No, you do not need to register your personal computer device if you do not use it to access or store classified information. 5. What are purposes of the registration? Personal computing device registration is a requirement stated in CGI 241 Protection of Classified Corporation Information. The purposes are:- - To remind staff to take reasonable means to protect classified information in their personal computing devices - For traceability of the devices and owner information in case of incidents - Technical enforcement of allowing only registered devices where technically feasible 6. Is the information captured sensitive information? Will the disclosure of the information increase the risk of unauthorised access to my personal computing devices? The information requested for registration is not sensitive information. Nevertheless, all information collected will be protected and only used for the registration purposes. Disclosure of computer name and MAC (hardware) address in the registration does not increase the risk of unauthorised access to personal computing devices. In fact, computer Registration of Personal Computing Devices V2.0 Page 10 of 11

11 MAC address has been disclosed whenever the computer plugged into the data network. 7. How many devices can I register for access to the Corporation information system? There is no limit on the number of registered devices. You can remove old devices which are no longer used from the registration. Registration of Personal Computing Devices V2.0 Page 11 of 11