Policy - Software Usage

Section: Human Resource Policies
Policy Owner: Ignition633 Ministries Human Resources
Policy Name: Software Usage Policy
Origination Date: April 2025

Software Usage Policy

Purpose:
The Software Usage Policy establishes guidelines for the proper use and management of all software applications within the organization. This policy ensures compliance with licensing agreements and protects against unauthorized software installation. The policy promotes efficient use of software resources while maintaining system security.

Scope:
This policy applies to all software applications used on 633Donor Solutions' devices and networks. It covers software acquisition, installation, usage, and removal procedures for all employees and contractors. The policy includes requirements for software updates, backups, and security measures.

Policy:

Authorized Software:
Only software approved and purchased through official organizational channels may be installed on company devices. Employees must submit software requests through the IT department for evaluation and approval prior to acquisition. Software licenses must be properly maintained with documentation stored securely by the IT department. Use of unauthorized, personal, or pirated software is strictly prohibited on any organizational device.

Installation and Maintenance:
All software installation and removal must be performed exclusively by authorized IT personnel following standardized procedures. Regular software updates and patches must be applied promptly to maintain security and functionality of all applications. Employees must allow scheduled maintenance activities to proceed without interruption when notified by IT staff. System settings and configurations must not be altered without explicit IT department authorization.

Appropriate Usage:
Organization software must be used exclusively for legitimate business purposes related to 633Donor Solutions operations. Employees may not copy, share, or distribute software to unauthorized individuals within or outside the organization. Password protection must be maintained for all software applications with login credentials kept confidential. Staff must log out of applications when not in active use or when leaving workstations unattended.

Compliance and Monitoring:
The IT department will conduct periodic audits to ensure software compliance and appropriate usage throughout the organization. Employees must cooperate fully with audit procedures and provide access to devices when requested. Any violations of this policy may result in disciplinary action up to and including termination of employment. Software usage may be monitored to ensure compliance with this policy and applicable laws.

This policy will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this policy, employees should contact the HR department at hr@ignition633.org.