From Information Technology to Employees
Announcement of scheduled downtime for computer network maintenance
From Information Technology or Office Services to employees
All employees are advised that the corporate computer network will be shut down on Sunday, April 29, from 7 A.M. until noon to allow for scheduled maintenance and upgrade of equipment. We have chosen this date and time in hopes of having the least impact on operations.
If you have any questions about the shutdown, or any special need for assistance during that period, please call the IT hotline at extension 6666.
Announcement of scheduled unavailability of resources because of updates
From Information Technology or Office Services to employees
The Human Resources’s benefits database will be unavailable for online access all day Tuesday, April 10, beginning at 8 A.M. to allow for installation and testing of new software.
Employees who need information regarding health benefits, vacation and personal days, and other related information are advised to make inquiries before the end of business on April 9. If you have any questions about this update, please contact the Benefits Office at extension 4443.
We apologize for any inconvenience.
Notice of system-wide update for all workstations
From Information Technology or Office Services to employees
Information Technology will be applying a system-wide update to software over the weekend of September 14 and 15.
All PCs and workstations currently running Microsoft Office XP will be upgraded to the newer and improved Microsoft Office 2007 applications suite.
None of your data files will be affected by the update. However, the new applications suite uses a different file format for storage; the format requires less storage space and is more resistant to infection by viruses in macros embedded in text or spreadsheet files.
Once you begin using the new application suite it will automatically use the new file format, which gives all files a new filename extension of .DOCX. You will continue to be able to use older files with a .DOC filename extension.
However, if you are preparing a file that will be given or transmitted to a customer or client using an older version of Microsoft Office, you will need to do one of the following two things: 1) save your file as a “compatible” file for older versions, or 2) advise the recipient of your file to visit the Microsoft Web site to download a free conversion utility that permits them to use files created under the new system.
If you have any questions about this upgrade to your computer, or seek instructions on using the new applications suite, please call the Information Technology help desk at extension 6666.
Policy on file naming conventions
From Information Technology to employees
Information Technology requests all employees to follow a standard file naming convention for all electronic files. This will improve our ability to locate and index data, and will assist in tracking versions of files as they are edited and changed collaboratively.
You may use any allowable name for the identification portion of your file. Following the identification, please add your initials and the date the file was first created in a six-digit number. For example:
name of file CDS060208
Our system will automatically add the proper filename extension (.DOC, .DOCX, .TIF , etc.) to identify the type of file.
If you have any questions, please call the IT help desk at extension 5501.
Use of computers for personal purposes (prohibition on commercial, religious, political use)
From Information Technology or Legal Office to employees
All employees are reminded that it is prohibited to use a company computer or laptop for any personal commercial purpose including stock trades, online auctions, or shopping. Further, it is not allowed to use computer equipment on behalf of any religious or political organization.
Policy regarding use of office telephone for personal purposes
From Information Technology or Office Services to employees
Employees are asked to refrain from unnecessary use of the company’s telephone system for personal purposes.
Further, it is specifically against company policy to use the phone system on behalf of political or religious organizations or for illegal purposes including gambling.
Policy regarding use of company-provided cell phones
From Information Technology or Office Services to employees
Employees are reminded that company-provided cell phones are intended for use solely for business purposes. All accounts are subject to auditing.
Members of staff who are traveling on company business are permitted a reasonable number of personal calls.
Policy regarding use of personal cell phones in the workplace
From Information Technology or Office Services to employees
It is prohibited to use personal cell phones in the workplace. Employees may make and receive calls or messages only during lunch breaks or, with approval of a supervisor, for emergency purposes.
Prohibition on use of personal cell phone cameras in the workplace
From Information Technology or Office Services to employees
For security and personal privacy reasons, it is prohibited to use cell phone cameras, digital cameras, video cameras, or other forms of recording devices in the workplace without the specific permission of a supervisor.
Soliciting requests for training
From Information Technology or Training Department to employees
The Information Technology Department welcomes suggestions from all employees for training and refresher courses on use of the corporate IT system, laptops, and personal data assistants.
Classes can be offered as seminars, or with the approval of department heads individualized courses can be arranged for employees performing specialized tasks or using nonstandard software or hardware.
Please submit your suggestion to Mary Sobotnik at extension 3457.
Requirements for approval for new software installation
From Information Technology or Office Services to employees
Employees are reminded that it is against company policy to install any software without specific approval from the IT department. This includes commercial software packages as well as downloaded shareware and utilities available on the Internet.
This policy is in effect to protect the enterprise from computer viruses, security leaks, and other problems that may arise from use of nonstandard software.
If you have need for a particular software package not already installed on your machine or on corporate servers, please contact the IT help line at extension 6666.
Requirements for approval for installation of new hardware
From Information Technology or Office Services to employees
The Information Technology Department reminds all employees that permission is required for installation of any new hardware on a company-owned workstation, desktop, or laptop computer. This includes external devices which plug into USB, eSATA, or FireWire ports, as well as adapters that require internal installation.
This policy is in place to prevent the possible corruption of operating systems and applications, or the introduction of computer viruses as part of device drivers and software that support the new hardware.
If you require the use of specialized hardware or an upgrade to your system, please consult the IT help desk at extension 3467.
Policy on e-mail accounts
From Information Technology or Office Services to employees
E-mail accounts are intended exclusively for business purposes. Please do not use your e-mail address for any other purpose.
Employees are reminded that all messages on the corporate system are subject to monitoring by the company. Improper use of the e-mail system, including disclosure of confidential financial or personnel information as well as transmission of improper data or images, is grounds for immediate dismissal.
E-mail privacy warning
From Information Technology, Office Services, or Legal Office to employees
(Attached as a signature to all outgoing e-mails.)
This message is a private communication. If you are not the intended recipient, please do not read, copy, forward, use it, or disclose its contents to others. Please notify the sender by replying to this message and indicating the message was improperly sent to you, and then delete it from your system. Thank you.
Policy on maintenance of e-mail files
From Information Technology, Library, Archives, or Legal Office to employees
All employees are advised that all incoming and outgoing e-mail is automatically archived on servers here and at our Internet service provider.
In addition, employees are instructed that it is company policy that under no circumstance is it permissible to alter the contents, or change time and date or other details of any document sent using corporate facilities. Documents that are not critical to the performance of our mission statement may be deleted on users’ e-mail accounts, but will be retained in the Archives.
Finally, the Legal Office advises that any e-mail related to a pending or ongoing legal issue including lawsuits or investigations by a government agency must be maintained without relocation or alteration. If the Legal Office is aware of a legal issue, you will be notified of proper safeguards for e-mails which may become an element of a legal action; if you are advised by a third party of a legal challenge or action you are directed to immediately notify the Legal Office at extension 6666.
Availability of corporate discounts for computer purchases by individuals
From Information Technology or Office Services to employees
Information Technology advises all personnel that as part of our master procurement agreement for desktop and laptop computers, employees are eligible for discounts on purchases of these devices and accessories for personal use. Equipment will be shipped directly to your home.
For information, please contact Matt Ziff at extension 9812.
Availability of corporate discounts for cell phone purchases by individuals
From Information Technology or Office Services to employees
AllCellTel, the supplier of cell phone services to the company, has extended an offer to all Consolidated Intergalactic employees for specially discounted cell phone plans for personal use.
For details, please contact AllCellTel and provide them with discount code CONINTER and your employee number.
Policy on disposal of outdated computer hardware
From Information Technology or Office Services to employees
Outmoded or failed computer equipment must be collected by Information Technology for proper disposal.
Where possible, retired computer equipment will be donated to area schools and community groups. Any disposal will be done in an environmentally appropriate manner.
Availability for purchase of used equipment by staffers
From Information Technology or Office Services to employees
Information Technology will be offering recently retired desktop and laptop computers, monitors, and other electronic equipment at a silent auction event on Friday, May 15. Equipment will be on display in Conference Room C, near the IT Department offices.
Employees can place a bid for equipment on that day between noon and 3 P.M.; successful bidders can pick up the equipment at the end of the day.
In keeping with company policy, 10 percent of the proceeds of the sale will be contributed to the Lumbertown Boys and Girls Club for ongoing activities.
Policy on use of integrated calendar software
From Information Technology or Office Services to employees
All employees are reminded to use CON-SCHED , the online calendar and scheduling program. Please record all appointments on your personal page and consult it regularly.
Supervisors and department heads are able to consult staff calendars to allow them to schedule meetings and training sessions. In addition, company-wide meetings or events are automatically added to calendars and the computer will automatically generate and send an e-mail message if you have a conflict between an appointment you have set up and a meeting that has been added to your calendar.
Training course on PowerPoint presentations
From Training Department and Information Technology to employees
Want to learn how to PowerPoint like a pro? The Information Technology Department, in cooperation with the Training Department, will be offering a six-part course in designing and delivering an electronic presentation.
The course, appropriate for beginners and experts alike, will be offered Wednesdays from September 26 to October 31 at 4 P.M. in Conference Room B.
Participants will be taught how to bring together text, art, animation, and sound for presentation before large audiences, small conferences, or as preprogrammed shows for transmission over the Web or as self-running demonstrations for sales and marketing.
The course is open to any CI employee. Please seek permission from your department head before enrolling; contact the Training Department at extension 2323 to reserve your space.
Announcement of recall of laptop batteries
From Information Technology to employees
According to our records, you are currently using a Innodelgate SmartPass laptop computer issued by Information Technology for use in your business travels.
Innodelgate has just issued a bulletin recalling the lithium batteries used in all current models of their laptop computers because of a rare but dangerous defect that could cause a fire. The affected models are those in the TS8xx series, numbered from TS800 through TS852.
Please immediately stop using your laptop on battery power. Remove the battery and set it aside to prevent inadvertent problems; we will advise you on proper disposal procedures in a subsequent e-mail.
You may continue to use your laptop with the supplied AC adapter. Information Technology has been informed by Innodelgate that replacement batteries for these models of laptop have already been shipped to Consolidated Intergalactic and should be available for distribution to users within a week.
If you have any questions about this recall, please contact the Information Technology help desk at extension 2347.
Process to replace laptop batteries
From Information Technology to employees
Information Technology has received a supply of replacement batteries for Innodelgate SmartPass laptop computers affected by a safety recall. According to our records, your company-issued laptop is included among the models that require a change of batteries.
If you are located in the Lumbertown headquarters office, please visit the IT help desk on the second floor of the east wing any time between 8 A.M. and 6 P.M. this week to obtain a new battery for your laptop; we will collect your machine’s old battery at the same time to permit proper disposal.
If you are traveling or located away from Lumbertown please call our office at extension 2347 or send an e-mail to batteryrecall@ IT.consolidatedintergalactic.com to arrange for shipment of a replacement battery and return of the original device.
As a reminder, until you receive your new battery please do not use your laptop on battery power. Remove the battery and set it aside to prevent inadvertent problems. You may continue to use your laptop with the supplied AC adapter.
Availability of amplified telephones
From Information Technology to employees
Information Technology is pleased to offer to employees a special telephone with a built-in amplifier; the devices are appropriate for any person with moderate to severe hearing loss.
To request issuance of the phone, please contact the Medical Office help desk at extension 2932. They will put through the necessary work order and Information Technology will arrange for installation and training on the device.
Availability of privacy filters for laptop computers
From Information Technology to employees
Information Technology has received a shipment of privacy filters that can be used with most models of company-issued laptops. These special screens attach to the laptop display and prevent viewing of information by anyone except the person directly in front of the device.
Consolidated Intergalactic requires all users of company-issued laptops to safeguard the security of the information contained within or displayed by these devices. Security measures include fingerprint authentication, password protection, and privacy filters.
To arrange for installation of a privacy filter, please contact the Information Technology help desk at extension 4235.
Information Technology to Third-Party Vendors
Request for written bid for corporate cell phone service
From Information Technology or Office Services to third-party vendor
Consolidated Intergalactic is seeking bids for cell phone equipment and service for a minimum of 250 employees (up to a maximum of 750). We are seeking equipment and plans that include the following specifications:
• Free cell phone to cell phone service;
• Full national coverage without roaming charges, and
• Electronically searchable individual reports on each phone account.
Full details on the requirements for submitting a bid to Consolidated Intergalactic, including all required insurance, bonds, and guarantees, are listed on the attached Bidding Guidelines.
The deadline for submission of a bid is June 5 at 5 P.M. in the Procurement Office of Consolidated Intergalactic in Lumbertown. The company reserves the right to accept any, or none, of the submitted bids.
Follow-up on bid for corporate cell phone service
From Information Technology or Office Services to third-party vendor
We have received your bid for provision of cell phone service for Consolidated Intergalactic.
In reviewing the bid, we find that it does not include the following essential element: the provision of electronically searchable individual reports on each phone line provided.
Please clarify, no later than the end of business on June 10, whether you are able to provide this service as part of your bid. At this time we are unable to accept any other alterations to your bid, including any change to the charges per line.