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Neftaly Human Capital Devices Management Policy, Procedures, Processes, Templates, Documents and Forms NeftalyP146

Document Code: NeftalyP146
Approved By: Chief Executive Officer (CEO)
Date Approved: 31 October 2025
Review Date: 28 November 2026

NeftalyP146-1 Overview

NeftalyP146-1-1 The Neftaly Human Capital Devices Management Policy (NeftalyP146) provides a structured framework for the acquisition, usage, maintenance, and disposal of all devices utilized by Neftaly Human Capital. This policy ensures that devices are managed efficiently, securely, and in alignment with Neftaly’s operational, confidentiality, and information security standards.

NeftalyP146-2 Purpose

NeftalyP146-2-1 The purpose of this policy is to:

  • NeftalyP146-2-1-1 Establish consistent procedures for managing all Neftaly devices.
  • NeftalyP146-2-1-2 Protect Neftaly data, systems, and intellectual property accessed through devices.
  • NeftalyP146-2-1-3 Ensure accountability, transparency, and cost-efficiency in device management.
  • NeftalyP146-2-1-4 Promote sustainability through responsible use and disposal of devices.

NeftalyP146-3 Scope

NeftalyP146-3-1 This policy applies to all:

  • NeftalyP146-3-1-1 Neftaly-issued devices, including computers, tablets, phones, and related hardware.
  • NeftalyP146-3-1-2 Personal devices authorized for Neftaly work under the Bring Your Own Device (BYOD) framework.
  • NeftalyP146-3-1-3 Human Capital, Officers, Deputy Chiefs, Royal Directors, and Non-Executive Members using Neftaly systems.

NeftalyP146-4 Policy Statement

NeftalyP146-4-1 Neftaly is committed to ensuring that all devices—whether owned by Neftaly or authorized for use by Human Capital—are managed responsibly and securely. Device management practices must uphold Neftaly’s standards of data protection, operational continuity, and Royal excellence.

NeftalyP146-5 Core Principles

  • NeftalyP146-5-1 Accountability: Each device must be assigned to a registered Human Capital member.
  • NeftalyP146-5-2 Security: Devices must comply with Neftaly’s cybersecurity and encryption standards.
  • NeftalyP146-5-3 Efficiency: Devices should be properly maintained to ensure operational effectiveness.
  • NeftalyP146-5-4 Sustainability: Devices are to be used and disposed of responsibly.
  • NeftalyP146-5-5 Compliance: All practices must adhere to Neftaly Confidentiality, IT, and Royal policies.

    NeftalyP146-6 Procedures and Processes

    NeftalyP146-6-1 Device Request and Allocation

    • NeftalyP146-6-1-1 A Human Capital member submits a NeftalyF146-01 Device Request Form.
    • NeftalyP146-6-1-2 Approval is required from the respective Royal Director or Officer.
    • NeftalyP146-6-1-3 Upon approval, the IT Officer issues the device and records it in the NeftalyD146-01 Device Register.

    NeftalyP146-6-2 Device Configuration and Security Setup

    • NeftalyP146-6-2-1 All devices must be configured by the IT Officer with Neftaly-approved operating systems and security software.
    • NeftalyP146-6-2-2 Mandatory setup includes data encryption, antivirus, VPN access, and two-factor authentication.
    • NeftalyP146-6-2-3 Unauthorized software installations are prohibited.

    NeftalyP146-6-3 Device Usage Guidelines

    • NeftalyP146-6-3-1 Devices must only be used for Neftaly-related work.
    • NeftalyP146-6-3-2 Personal activities should not compromise device performance or data security.
    • NeftalyP146-6-3-3 Devices must remain password-protected at all times.
    • NeftalyP146-6-3-4 Lost or damaged devices must be reported immediately using NeftalyF146-02 Device Incident Report Form.

    NeftalyP146-6-4 Device Maintenance

    • NeftalyP146-6-4-1 Regular inspections and updates are scheduled quarterly.
    • NeftalyP146-6-4-2 All service and repairs are documented in the NeftalyR146-01 Device Maintenance Log.
    • NeftalyP146-6-4-3 Faulty devices must be reported immediately for assessment.

    NeftalyP146-6-5 Device Return and Disposal

    • NeftalyP146-6-5-1 When Human Capital exit or a device reaches its end-of-life, it must be returned to the IT Officer.
    • NeftalyP146-6-5-2 Data is securely wiped following Neftaly’s Confidentiality and Disposal procedures.
    • NeftalyP146-6-5-3 All disposals are logged in the NeftalyR146-02 Device Disposal Record Template.

    NeftalyP146-6-6 Monitoring and Compliance

    • NeftalyP146-6-6-1 Device usage and security compliance will be monitored by the IT Officer.
    • NeftalyP146-6-6-2 Any misuse or policy violation may lead to disciplinary action.
    • NeftalyP146-6-6-3 The Chief Human Capital Officer (CHCO) will oversee compliance reviews biannually.

    NeftalyP146-7 Roles and Responsibilities

    RoleResponsibilities
    Chief Executive Officer (CEO)Approves device policies and ensures resource allocation.
    Chief Human Capital Officer (CHCO)Oversees policy compliance and audits.
    Royal DirectorsAuthorize and track device use in their divisions.
    OfficersManage issuance, returns, and inventory updates.
    IT OfficerConfigures, secures, and maintains devices.
    Human Capital MembersUse devices responsibly and report issues promptly.

    NeftalyP146-8 Documentation and Templates

    • NeftalyP146-8-1 NeftalyF146-01: Device Request Form
    • NeftalyP146-8-2 NeftalyF146-02: Device Incident Report Form
    • NeftalyP146-8-3 NeftalyD146-01: Device Register
    • NeftalyP146-8-4 NeftalyR146-01: Device Maintenance Log Template
    • NeftalyP146-8-5 NeftalyR146-02: Device Disposal Record Template
    • NeftalyP146-8-6 NeftalyT146-01: Device Lifecycle Management Template

    NeftalyP146-9 Compliance and Monitoring

    • NeftalyP146-9-1 The CHCO and IT Officer will conduct quarterly audits of all devices.
    • NeftalyP146-9-2 Non-compliance or unauthorized use may result in device confiscation or disciplinary measures.
    • NeftalyP146-9-3 Data security audits will ensure all devices comply with Neftaly’s Royal Information Security Policy.

    NeftalyP146-10 Review and Evaluation

    NeftalyP146-10-1 This policy will be reviewed annually by the CHCO and updated as necessary to reflect changes in technology, security threats, and Neftaly strategic goals.

    NeftalyP146-11 Frequently Asked Questions (FAQs)

    Q1: Can I install additional software on my Neftaly device?
    A: Only with prior approval from the IT Officer to ensure security compliance.

    Q2: What happens if my device is lost or stolen?
    A: Report it immediately using NeftalyF146-02. Remote data wiping will be initiated.

    Q3: Can I use my personal device for Neftaly work?
    A: Yes, if it meets security requirements and is registered under the BYOD program.

    Q4: Who pays for repairs?
    A: Neftaly covers repairs for organizational devices under warranty or authorized maintenance.

    Q5: How are devices tracked?
    A: Through the NeftalyD146-01 Device Register, maintained by the IT Officer.

    Approved By:
    Neftaly Malatjie
    Chief Executive Officer