January 11, 2024
We would like to inform you about Sharekhan’s Data Transfer Security Policy that comes into effect immediately. This new policy aims to ensure security and confidentiality of client and firm-related data. As per the policy, all staff of Sharekhan are required to follow the below-listed guidelines without fail.
Dos and Don’ts of data transfer
| Scenario | Dos | Don’ts | Data sharing with client | This should be done only through Sharekhan’s approved data sharing medium, eg official e-mail ID. | Do not share data with clients through USB devices, public cloud, WhatsApp, or any other medium which is not authorised. |
| Data transfer for printing purposes from home/outside premises | Raise a Service Request for configuring home printer for official print-outs (temporarily due to prevailing remote working conditions). | Do not copy/send Sharekhan/ client data to USB/mobile device or personal e-mail ID for printing. |
| Personal data copy | Segregate your personal data and raise a Service Request after taking approval from your HOD/Reporting Manager who are responsible to ensure that only personal data is being copied. | Do not copy data on USB, personal email, or public cloud without prior approval. |
| Data transfer for back-up purposes | Save a copy of data on Sharekhan approved shared folder. Ensure regular connectivity to the network (VPN) for backup. You can raise a Service Request/ Incident to report any technical issue. |
Do not copy any client/Sharekhan data to external media/mobile device for back-up purposes for any reason, e.g. due to temporary laptop issue (system error/ crash). |
| Data transfer for sharing with team members | Share data via official e-mail/ Sharekhan approved shared folder. | Do not copy any client/ Sharekhan data to USB/ mobile device for sharing with internal team members. |
| Data transfer via personal e-mail accounts/over WhatsApp or similar platforms | Use Sharekhan-assigned mediums only, eg Outlook, Teams, Sharekhan approved shared folder etc, for data transfer. | Do not access any personal e-mail accounts or send any data through them or on WhatsApp/similar platforms without prior approval. |
Important
- Use of messaging tools like WhatsApp is strictly prohibited for sharing any confidential data including client or Sharekhan related information. Also, please do not upload any official file(s) on public websites for online file conversions such as PDF to Word, XLS, PPT, etc.
- Transfer of data through unauthorised means, which can be intentional or unintentional, without prior approval and valid business reason(s), will be treated as a data leakage incident and shall be subject to disciplinary process.
- Violation of the policy may result in levy of financial penalty, or performance downgrade or even termination, as deemed appropriate by the Disciplinary Committee.
In case of any specific business requirement, please reach out to ISTF@sharekhan.com
and SKCSIRT@sharekhan.com.
| Published by Team Internal Communications |  |
| This newsletter is for internal circulation only. It may not be published, reproduced or quoted in part or in whole, nor may it be published on social media without prior consent. The content is strictly copyright and reproduction of the whole or part of it in any form is prohibited without written permission from the Internal Communications department of Sharekhan. | |
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