SOP for Management of Computer and IT Equipments


The purpose of this SOP is to lay down the procedure to ensure selection and evaluation of suppliers of I.T. equipment’s, Installation of new Hardware / Software (Server / Desktop / Printer etc.), to keep the network of computers virus protected, preventive backup and disaster recovery.

  1. SCOPE:

This SOP is applicable to the management of computer and IT equipment’s used at manufacturing facility of xxx

    1. Authorized designee of IT is responsible for preparation of SOP & management of computer & IT equipment. 
    2. Head – IT is responsible to review the SOP & to ensure activity is carried out according to SOP.
    3. Head Quality assurance shall be responsible to approve the SOP and ensure its proper implementation.
    1. Selection of the Supplier
      1. On receiving the intimation for purchase of new I.T. equipment’s / entering into any Annual Maintenance contract, enquiries are floated and quotations are received if required.
      2. On receiving the quotations, the following are considered for selection of the supplier for further processing:
      3. Previous History/Experience.
      4. Technical capabilities.
      5. List of clients to whom the services are offered / I.T. equipments supplied.
      6. Capability to deliver within the schedule delivery time.
      7. Based on the above criteria, the quotations received are considered for selection of the supplier. If the supplier meets the above criteria, then the quotations are forwarded to the Purchase Department with recommendations. Purchase Department further processes these quotations on the basis of the prices quoted and other terms & conditions.
    2. Verification of the I.T. Equipments
      1. The configurations of the I.T. Equipments ordered with the supplier are specified in the Purchase Order.
      2. On receipt of the I.T. Equipments from Supplier, the I.T. personnel carries out Validation to ensure that the Equipments supplied meets the specifications mentioned in the Purchase Order.
    3. Evaluation of the Supplier / Service Supplier of Annual Maintenance Contract
      1. The evaluation of the Supplier / Service Supplier shall be carried out annually in the first quarter of the year.
      2. The evaluation shall not be carried out for any purchase of I.T. Equipments from its manufacturer.
      3. If the I.T. Equipment is purchased through Dealer / Authorized Agent, then the evaluation shall be carried out. Similarly, in all cases of Annual Maintenance Contract, the evaluation shall be carried out.
      4. The evaluation shall be based on the following factors:
      5. Supplies as per the purchase order.
      6. Delivery as per the terms mentioned in the purchase order.
      7. Rejection / Rectification carried out.
      8. Response time and successful closure of the complaint in case of Annual Maintenance Contract.
      9. If the supplier’s evaluation results are satisfactory, the supplier may be continued and if the results are not satisfactory, the supplier may be issued warning letter. In case the results are below par / unsatisfactory, the supplier may be discontinued.
    4. Hardware / Software arrival
      1. Check the Hardware / Software as per specifications / version, if meets specifications / version, proceed for installation. 
      2. If Hardware / Software do not meet specifications/version, then identify the problem and take necessary action.
      3. After installation of Hardware / Software, prepare the installation report.
      4. Update the Hardware / Software list.
      5. Allot the identification label on the Hardware.
      6. Proper storage of Software licenses.
    5. Installation of Antivirus
      1. The Anti Virus software is installed on the client machines by running setup from its installer CD or other suitable means.
      2. The activity of updating Anti Virus Definitions is carried out on monthly basis or as recommended.
    6. Locally-Installed Software
      1. Trusted Source
      2. Software you install locally should be from a trusted source. Ensure that software does not contain viruses, worms or other malicious code; or may conflict with your operating system or existing software.
    7. Retain Distribution Copy
      1. The distribution copy of locally-installed software, along with installation instructions, should be retained for future reference. To be absolutely safe, you should make an archive copy of locally-installed software (copy of the software or complete disk backup) and store it off-site.
    8. Configuration
      1. Locally-installed software should be configured to store your files in the directory or directories you back up regularly.
    9. Risks
      1. File and Program Security
        1. and programs are at risk in a number of ways. The following list of precautions will help you recognize and protect against most of them:
        2. not leave your equipment physically vulnerable to unauthorized access;
        3. password-protected files and programs, choose passwords that are not dictionary words and are not easy to guess;
        4. aware that untested software (including “cute” animations attached to mail messages) can be malicious or destructive;
        5. and use virus scanning and protection software.
    10. Environmental (Heat & Humidity)
      1. Most computing equipment is designed to run in virtually any indoor environment that would be considered acceptable for human occupancy. Printers tend to be more sensitive than other equipment, so an environment suitable for a printer can be presumed suitable for other computing equipment. Typical environmental specifications are:
      2. Computer system should be place in a clean, cool & Dry area.
      3. No moisture condensation on computer components or other surfaces;
      4. No abrupt temperature or humidity changes;
      5. Protected from direct sunlight, vibration, moisture, dirt, and chemicals.
      6. Excessive heat is responsible for more electronic failures than any other single cause. Be sure the equipment is located in a well-ventilated area and that air-circulation openings in cabinets are not and do not become blocked by papers, dirt, or other obstructions.
      7. In the event environmental conditions stray outside these boundaries, you should power the equipment down gracefully and, if necessary, take appropriate precautions to protect it from moisture, chemicals, dust and dirt, etc.
      8. If it is necessary to cover the equipment, be sure to allow enough room under the covering to dissipate the heat inside the cabinets.
    11. Power Failure
      1. Power failures do not pose inordinate risk to your equipment, though they may cause loss of your current work. The least expensive protection is to save your work often. Even if power failures do not occur, this can rescue you from errors you make. When power failure does occur, it is best to switch off the power to your equipment and wait until power is restored and stable before applying power to your equipment again. If you have a critical application or just do not want to risk losing work, an UPS backup is recommended.
    12. Fire :
      1. Fire can originate in the space occupied by the equipment or, rarely, in the equipment itself. Your best protection against loss of data is a regular backup cycle with off-site storage of backup media, as outlined above.

Trainer:   Head – Information Technology 

Trainees:  All department / Sectional Head 


Controlled Copy 1 :  Head of Department – Quality Assurance

Controlled Copy 2 :  Head of Department – Information Technology 

Original Copy: Quality Assurance






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