One-Time Pass-Phrase Request

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4.3.13. One-Time Pass-Phrase Request:

1. People have the right to ask their manager for help with a One-Time Pass-Phrase Request. People must not be left waiting for support from other busy people. It is no longer acceptable to communicate private and confidential business information using telephone or email.

2. Self-service is a proven human resource method of working that eliminates delays and gives responsibility to those people that deserve it. The use of the telephone has gone the same way as the fax machine and pager. Call center costs have been eliminated, personality conflicts have been avoided and self-service used to rapidly automate all such task. Never again will anybody have to hang on a busy telephone line or wait for a telephone call back.

3. One-Time Pass-Phrase Request is shared information so managers are able to manage with evidence of who did what and when - the state of every request is known. The Request Fulfilment Manager has access to all information at their fingertips with the certainty that everything is always complete and correct. Nobody ever has to ask the status of any request, all interested parties can follow-up and see for themselves the state of every request.

4. One-Time Pass-Phrase Request infomation is classified as private, confidential and sensitive so it must never be disclosed to any other party. Every telephone call and every email will be copied by many other parties in all parts of the world - these are not suitable to communicate One-Time Pass-Phrase Request information. Online One-Time Pass-Phrase Request information is encrypted at all times and can only be viewed by approved people - company confidential information is kept confidential at all times.

Glossary of Terms:

Eliza is the name of your artificial (augmented) intelligent assistant that acts for and on behalf of the Request Fulfilment Manager and Access Control Manager.

1. Reason:

1. When a new person arrives, as part of the induction training, the manager will request that the new person is approved to sign-in. A one-time pass-phrase is assigned for the manager to give to the new person to sign in for the first time. The new person request can only be used for people who have never had an approved sign-in account.

2. The new person is shown their permanent pass-phrase when they sign-in for the first time. The new person is reminded never to disclose their permanent pass phrase with anybody.

2. One-Time Pass-Phrase Request:

1. When a person forgets their pass-phrase or their pass-phrase has expired, they may ask their manager for a new one-time pass-phrase. An approved manager in the same branch can take responsibility to request a new one-time pass-phrase that the person can use to sign-in. If a person believes that their permanent pass-phrase may have been compromised, they may request a one-time pass phrase from their manager.

2. When the person signs in with their one-time pass-phrase they are shown their new permanent pass-phrase. It is not possible for the old permanent pass-phrase to be recreated because of excessive levels of encryption.

3. If the person does not sign-off for more than one month, then the permanent pass-phrase shall expire and this request made to create a new permanent pass-phrase. A person who does not sign-off correctly may be in need of security training because they are actually compromising the security of the bespoke application service.

3. Extended Working Request:

1. When a new person is approved, they are approved to sign in only during normal business days and hours. A persons manager may request that normal business hours are extended into evening working and/or may request that normal business days are extended to include weekend working.

2. The request is applied and retained for at least one month. If the person does not sign-off during evening working hours for more than a month then the hours are reset to normal working hours. If the person does not sign-off during weekend working days for more than a month then the days are reset to normal working days.

3. Any person who signs in during normal working hours will continue to be signed in until midnight or until they sign-off. A person is automatically signed off when they do not make a request for more than one hour.

Document Control:

2016 Sep 26 : Latest edition as (public) page 160002. Part of common ITIL application service.