The IT Declaration Form is a crucial document used in New Zealand organizations to establish clear accountability and compliance in IT system usage. This declaration is typically required when new employees or contractors join an organization, when significant system access changes occur, or during annual policy review processes. The form encompasses declarations regarding system access, security responsibilities, and compliance with organizational IT policies, while ensuring alignment with New Zealand legislation including the Privacy Act 2020 and Electronic Transactions Act 2002. It serves as a formal record of the user's understanding and acceptance of their IT-related responsibilities and forms part of the organization's risk management and compliance framework.
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1. User Information: Basic details of the declarant including name, position, department, and employee/contractor ID
2. Purpose of Declaration: Brief explanation of why this declaration is required and its importance
3. Acknowledgment of IT Policies: Confirmation that the user has read and understood the organization's IT policies
4. System Access Declaration: Declaration of systems and resources the user requires access to
5. Security Responsibilities: Key security obligations including password management and data protection
6. Acceptable Use Statement: Declaration of understanding regarding acceptable use of IT resources
7. Confidentiality Commitment: Agreement to maintain confidentiality of information accessed through IT systems
8. Incident Reporting: Acknowledgment of responsibility to report security incidents and breaches
9. Declaration Statement: Formal statement of truth and signature block
1. Remote Access Requirements: Additional declarations required for users needing remote access to systems
2. Administrator Privileges: Special declarations for users requiring elevated system privileges
3. Personal Device Usage: Declarations regarding use of personal devices for work purposes (BYOD)
4. Third-Party Access: Additional declarations for contractors or third-party users
5. Data Privacy Officer Role: Special declarations for users designated as Data Privacy Officers
6. Cloud Services Usage: Specific declarations regarding use of cloud services and storage
7. International Data Handling: Additional declarations for users handling international data transfers
1. Schedule A - Approved Systems List: List of IT systems and resources the user is authorized to access
2. Schedule B - Applicable IT Policies: Reference list of all IT policies that the declaration covers
3. Schedule C - Security Requirements: Detailed security requirements and procedures
4. Appendix 1 - Glossary: Definitions of technical terms used in the declaration
5. Appendix 2 - Contact Information: List of IT support contacts and incident reporting procedures
Authors
Relevant legal definitions
Clauses
Relevant Industries
Technology
Financial Services
Healthcare
Government
Education
Professional Services
Manufacturing
Retail
Telecommunications
Insurance
Banking
Legal Services
Construction
Non-profit
Energy
Relevant Teams
Information Technology
Human Resources
Finance
Operations
Legal
Compliance
Risk Management
Customer Service
Sales
Marketing
Research and Development
Quality Assurance
Administration
Executive Office
Security
Relevant Roles
Chief Information Officer
IT Manager
Systems Administrator
Software Developer
Data Analyst
Business Analyst
Office Administrator
Human Resources Manager
Financial Controller
Customer Service Representative
Sales Manager
Project Manager
Executive Assistant
Research Scientist
Marketing Coordinator
Operations Manager
Legal Counsel
Quality Assurance Specialist
Department Head
Remote Worker
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