Unauthorized Software Policy

Simplebooklet Marketing Inc. | Approved December 10, 2024

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Purpose

The purpose of this policy is to ensure that no unauthorized software is installed or used on organizational computer assets to maintain security, integrity, and compliance with regulatory requirements.

Scope

This policy applies to all employees, contractors, consultants, temporary staff, and other personnel using Simplebooklet Marketing Inc.'s computer systems, including desktops, laptops, mobile devices, servers, and any other organizational IT assets.

Policy Statements

1. Authorized Software

• Only software that is explicitly approved by the IT department is permitted on organizational assets.
• The IT department maintains a list of approved software, which is reviewed and updated periodically.

2. Prohibited Actions

• Users are not permitted to install, download, or execute unauthorized software on any organizational device.
• Peer-to-peer file-sharing applications, unlicensed software, and applications not related to business operations are strictly prohibited.

3. Monitoring and Detection

• All organizational systems are subject to monitoring to detect unauthorized software installations.
• Automated tools may be used to identify, log, and report unauthorized software usage.

4. Enforcement

• Violations of this policy will result in disciplinary action, up to and including termination of employment, depending on the severity of the violation.
• Users may be held liable for any damages resulting from unauthorized software installations.

Procedures

1. Approval Process for New Software

• Users requiring new software must submit a request to the IT department.
• The IT department will evaluate the request based on:
• Compatibility with existing systems
• Security and licensing considerations
• Business necessity
• Approved software will be installed by IT personnel or through authorized deployment tools.

2. System Configuration

• Organizational devices will be configured to restrict users from installing software without administrative privileges.
• Endpoint protection software will block installation attempts of unauthorized software.

3. User Awareness and Training

• All employees will receive regular training on this policy and the risks associated with unauthorized software.
• Users will be reminded of their responsibility to adhere to this policy during onboarding and at annual policy reviews.

4. Incident Response

• If unauthorized software is detected:
• The IT department will notify the user and document the incident.
• The software will be removed immediately.
• A review will be conducted to determine if data or systems were compromised.
• Appropriate disciplinary action will be taken based on findings.

5. Regular Audits

• The IT department will conduct periodic audits of all organizational systems to ensure compliance with this policy.
• Any instances of non-compliance will be addressed promptly.

Roles and Responsibilities

• IT Department: Responsible for approving, installing, and maintaining authorized software, monitoring systems, and enforcing compliance.
• Employees: Must comply with this policy and report any suspected unauthorized software.
• Management: Ensure that all team members are aware of and adhere to this policy.

Effective Date: December 10th, 2024
Review Date: December 1st, 2025
Approved By: Ken Kwasnicki, CIO

Updated on: 08/09/2026