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Trinity College Dublin - Anti-Virus and Spam Policy

Approved: 9th July 2003
Last updated: February 2007


1 General Policy
1.1 Introduction
1.2 Scope

2 User Responsibilities
2.1 Desktop Anti-Virus Protection
2.2 Responding to Virus Infections
2.3 Unsolicited Email (Spam)

3 Administration Responsibilities
3.1 Anti-virus and Anti-spam Measures
3.2 Desktop Anti-virus protection
3.3 Gateway Virus Protection
3.4 Information systems Services, User Support group



General policy



Computer viruses (and similar devices) impact productivity, incur financial costs and can result in the compromise or loss of data and reputation.

Viruses can originate from a range of sources, spread rapidly, and require a comprehensive approach to ensure the risk they pose is effectively managed. This comprehensive approach requires the full co-operation of all Trinity College Staff and Students.

This document is the College's Anti-Virus and Anti-Spam Policy and outlines the overall approach adopted by the college as well as individual responsibilities.



This policy applies to all College Staff, Students or Third parties using devices connected to the College network.

Third parties are defined as any individual, group contractor, vendor or agent not registered as a College staff member or student.

Third party Access is defined as all local or remote access to the College Network or devices attached to the College Network for any purpose.


User Responsibilities


All Trinity College network users have a responsibility to protect their systems from virus infection and follow the guidelines on spam email as outlined below:

Desktop Anti-Virus Protection


•  All users have a responsibility to protect any device, which they use which connects to the College network by ensuring that they have the installed the correct anti-virus product for their area and that it is up-to-date. This relates to College owned machines and users private machines where the machines are used to access the College network.

•  Users must not try to install an unapproved anti-virus product, or try to alter the configuration or disable the existing anti-virus product.

•  Users must install when requested by Information Systems Services or their network administrator any software, which is for the prevention of or monitoring of virus infections.

•  Users must ensure that all relevant software security updates are applied to their computer. Users are advised to use the Windows update service for all Microsoft operating systems, and the equivalent update service for other types of operating system.

•  Users must scan their hard drives regularly for viruses.

•  Users should not open suspicious emails or attachments whether solicited or unsolicited from unknown or unusual sources.

•  Users should scan all software or other content that they download from the Internet for viruses.

•  Users should exercise caution when downloading software from the Internet and only install software from reputable Internet sites.

•  Users should exercise caution when accessing web based E-mail including but not limited to Hotmail, and Yahoo. Users should be aware that email accessed on these sites has not been scanned by the College email gateway and may contain viruses.

Responding to Virus Infections


•  All users must respond to any virus infection detection indicated by their anti-virus software.

•  In the event that a user is unable to clean or remove an infected file they should disconnect their PC from the College network by removing the network cable and inform their area network manager/Administrator or the Information Systems Services Helpdesk of the problem immediately.

•  All users should be alert to the possibility of a virus and report any suspicious behaviour to their area Network manager/Administrator or the Information Systems Services Helpdesk immediately.

Unsolicited Email (Spam)


•  Users should exercise caution when divulging their College Email account to third parties. Some organisations may provide your email address to parties involved in sending unsolicited emails (Spam), which may result in increased volumes of spam email being sent to your account.

•  Users should utilise the Spam Assassin service provided by Information Systems Services to filter the spam email that they receive.

•  It is strictly prohibited for any user to use College network resources to distribute unsolicited email (E.G. Spam)

Administration Responsibilities

Information Systems Services and all network managers and administrators have a responsibility to protect College systems and infrastructure from virus infection and to filter spam email where possible.

Anti-virus and Anti-spam Measures

Information Systems Services, Network Managers and System Administrators will:

•  Evaluate, select and deploy anti-virus software on file servers, desktops and laptops to scan for viruses from sources such as Inbound and Outbound E-mail, Floppy disks. E-mails and attachments (inbound). CD-ROMs. Software downloaded from the Internet.

•  Provide users with a method to reduce the impact of unsolicited or SPAM email in their College inbox.

Desktop Anti-virus protection

Information Systems Services and network managers must:

•  Select an effective desktop anti-virus product. This product must be licensed and made available to all users connecting to the College network.

•  Monitor systems regularly for devices that do not have anti-virus software installed or have incorrect anti-virus products or settings.

•  Provide a central point of contact to College users for anti-virus matters.

•  Keep abreast of potential viruses that may affect the College.

•  Promote awareness of anti-virus issues amongst users.

Gateway Virus Protection


•  Information Systems Services will provide and maintain effective virus scanning and anti-spam measures at the College gateway.

•  All inbound and outbound email from the College network and all autonomous managed networks must be routed through the central College MX in order to ensure that uniform gateway virus scanning and spam filtering measures are applied.

Information systems Services, User Support group

The User Support Group will be responsible for

•  Monitoring desktop systems for indications of virus infection using available tools (E.G the Epol administration console.)

•  User support will follow up on and evaluate any virus reports from users and make recommendations which may include informing users of the problem by email alert, intranet, etc

•  During a virus outbreak incident, user support will provide whatever assistance is required to disinfect the virus and prevent propagation.

•  In the event of an incident the official source of updated information will be the Information Systems Services website.


Contact: | Sitemap | Last Updated: August 27, 2007