Professional Documents
Culture Documents
CONTACT
ARCADIS IT
Beaulieustraat 22, 6814 DV, Arnhem
PO Box 33, 6800 LE, Arnhem
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Arcadis IT GUIDE
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FOREWORD
This guide contains everything you need to know about IT at
Arcadis. It contains a number of components. For example,
you can find out how IT at Arcadis is organized as well as how
to use the various services including IT support. In addition,
many practical issues are explained, including applications
and settings for PCs and the network, how to deal with
documents, how backups are made and how to work when
you are away from your usual locations. The first chapter
deals with what you need to get started.
The effectiveness of IT within Arcadis is created by finding the right
balance between users taking responsibility for their own IT tasks,
knowledge and activities, and the central IT systems and facilities. Once
you have finished reading the guide you will be able to get started with
IT at Arcadis at full speed.
The Arcadis IT department is responsible for all the IT services required
by the company. The department consists of several different sections.
The Infrastructure section focuses specifically on the so-called
infrastructure part of IT. This includes all central and individual
computer systems (from servers through to PCs), network connections
including Wi-Fi, email facilities and other IT system hardware or
software. User support for PCs is provided by the Support section, who
also run the help desk. The Business Applications and Engineering
Applications sections are responsible for the administration and
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Arcadis IT GUIDE
CONTENTS
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USER FACILITIES
Wireless connections (Wi-Fi)
Wired network
Guest network
Non corporate network
Desktop As A Service (DAAS)
Using Office 365
Webmail
Email retention times
Arcadis corporate identity
Email Signature
Connecting to network printers
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COLLABORATING ON DOCUMENTS
Collaborating with individuals
Collaborating with a group of colleagues
Advanced collaboration
Collaborating with external partners
Mobile collaboration
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SETTINGS
Your password
Password quality
How to change your password?
Saving passwords locally
Power-On password for laptops
BitLocker
Permanent PC settings
Corporate identity
Management
Firewall
Email addresses
Email settings
Emailing more than 500 people at Arcadis
Email SPAM filtering
Internet usage settings
Standard language on PCs
Antivirus settings
Ransomware
PC power consumption
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Printers
Network printers
Personal printers
Supplies (consumables)
Mobile phones and/or smartphones
Tablets (iPads, etc.)
Other issues concerning PCs, printers and
ancillary equipment
Disposal
Ordering IT Equipment
Data & software transition rules when replacing
PCs
Settings
Data
Software
PC Go
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There are a few different usernames/account names that you will need to be aware of, if you need
assistance please contact the IT Service desk. The password for each of these accounts is the same.
NAME
FORMAT EXAMPLE
WHEN TO USE
Primary login
firstname.surname@arcadis.com
Email basics
The standard, global email environment used is
Office 365, http://office.arcadis.com. To logon
to your mailbox in the cloud, use your email
address and domain password. The Outlook
Global Address Book (accessed top-right of the
Outlook Home tab) contains email details, like
telephone numbers and their base location, of
all Arcadis staff and Business Groups, details are
updated daily.
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Arcadis IT GUIDE
ADMINISTRATION
& SUPPORT
This chapter deals with how the various services
linked to IT are provided.
IT Service Desk
The IT Service desk is always the initial point of contact (1st line) for all
IT services, problems and requests within the Arcadis organization. The
Arcadis IT Service desk staff are 1st line IT specialists who know everything
about the daily operational activities in the branches. IT Service desk
staff is available each day at the larger offices and provides the following
services:
IT SERVICE DESK SECTIONS
FORMAT EXAMPLE
System administration
and maintenance
-----
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LOCATION
) + SERVICE AVAILABILITY
Central Europe
+31 88 4261111
08.00-17.00 hrs. GMT+1 Monday
to Friday (excl. Bank Holidays)
United
Kingdom
Middle East
Intranet
On the Arcadis Intranet, you will find all sorts of
relevant user information. This applies to both
information about IT resources and business
applications.
Computer names
Every computer has its own, unique computer
name. The computer is also registered under that
name at the IT Service Desk and can be found
via Start button > Computer > Right Click >
Properties.
An example of the information about your
computer, the computer name is highlighted.
Global IT Setup
The IT at Arcadis is set up and designed
globally and uses English for messages and
communications. Work instructions, procedures
and guidelines in the native language will
be gradually replaced by uniform English
documents. Contact the IT Services Desk to
discuss which IT services and products are still
available, or can be set specifically in your native
language.
Accessibility
IT Support Limitations
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Arcadis IT GUIDE
Service availability
Please plan your activities carefully taking
into account these maintenance windows. For
awareness, IT services are available 24/7, but the
guaranteed service levels are of course not equal
to 100%. With an expected service delivery
target around 99.8% you can have 5 minutes
of downtime every day, 2 hours of downtime
every month or even a service disruption lasting
for a complete business day. If your customer
related targets are fixed, plan for contingency
and maintenance related to your IT services
need. Within this IT guide, a complete paragraph
is dedicated to possible personal planning for
contingency in case of service disruptions.
Preventive maintenance
When immediate corrective or preventive
maintenance needs to be carried out, servers
and networks can be unavailable outside office
hours for a short period.
Maintenance reports are always sent by email to
those affected. The email describes the type of
maintenance, the IT systems affected and where
you can obtain more information.
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Leaving Arcadis
It goes without saying that when terminating
employment with Arcadis, the IT support
ceases as well. Your account will be deleted
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Arcadis IT GUIDE
USER FACILITIES
Wireless connections (Wi-Fi)
Wired network
For equipment that does not have wireless
capability every Arcadis location has wired
network connections (wall sockets) available.
You are not permitted to connect hardware
other than PCs and/or laptops, which must
always go via the IT Service desk.
Guest network
In addition to the normal Arcadis network, all
offices also have an Arcadis guest Wi-Fi network
with the name Arcadis Guest. To guarantee that
Arcadis is protected from any potential security
issues caused by external visitors connecting to
the internet, the guest network is completely
separate from the Arcadis network. The guest
network is primarily aimed at offering visitors
access to the internet. This includes guests,
clients, freelancers, facility services, etc., in our
offices who simply want access to the internet.
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Webmail
CENTRAL EUROPE
Central Europe uses the eFormity Document
Builder as a standard application supporting
the Arcadis corporate identity. There are two
ways of opening the tool: enter arcadis.eformity.
net in your browser and then select the right
template, or, open Word or PowerPoint and
then click the Start-icon at top left on the screen
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UNITED KINGDOM
UNITED KINGDOM
MIDDLE EAST
MIDDLE EAST
Connecting to network
printers
Arcadis is using network printers to provide
CENTRAL EUROPE
In Central Europe a printing service is used called
Follow Me Printing. You send your print job to
a country specific print queue and this can be
printed on any printer in Central Europe. To print
your print job you must identify yourself using a
badge or a pin code.
All printing related actions can be accessed using
http://printers.arcadis.com. Here you can create
your personal pin code, access scanned files and
connect to the Follow Me Print queues.
Email Signature
Arcadis has implemented a standardized email
signature, which must be applied to all email
messages and consists of two parts:
1. signature: this information consists of contact
information like the Name, Title, Address,
company name, phone numbers, etc.
2. disclaimer: the remainder of the disclaimer
text, which refers to content confidentially,
virus checks and our website.
CENTRAL EUROPE
1. The signature is created by using eFormity.
2. The disclaimer is added to all email
automatically.
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UNITED KINGDOM
To be able to print your files, follow the following
procedure.
Locate the printer you want to print from
Note the printer name displayed on the printer
e.g. MAN53RICOHMPC2503 or UKR_CA_RIC.
MIDDLE EAST
To be able to print your files, follow the following
procedure
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Arcadis IT GUIDE
Software installation
On your PC you will find all necessary software
to compose mail and documents. If you need
extra software specific to your role or function,
it is possible to add this to your computer
configuration. The following general rules for
software installation apply:
Installing software onto your PC is not
permitted, unless done through the IT Service
Desk or using the Arcadis AppStore. So never
manually install software yourself!
There must always be an official license
available for installing software. The user
remains responsible for having a valid license
for the software.
All the Arcadis rules and regulations as stated
in the Declaration of Computer Use apply
to all the software installed on your own
personal computer. You can view a copy of this
declaration in the Intranet.
You can also install software onto your Arcadis
personal computer using the Arcadis AppStore.
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Arcadis IT GUIDE
Network drives
WORKSPACE DESCRIPTION
EXTRA INFORMATION
SharePoint
Document Management
system
Personal Archive
Confidentiality
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SharePoint
You can manage Team or Project sites with
SharePoint. SharePoint sites help you share files,
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Arcadis IT GUIDE
File lifespan
In accordance with a board decision, Arcadis files
and documents saved digitally that are older
than 10 years are no longer kept online. They are
automatically (without warning) removed and
then saved for a maximum of two years. Legal
and/or country specific legislations can have
impact on this policy, more information can be
found by contacting your local service desk.
USB sticks
USB media may be used when required.
However, they should never be used for storing
confidential data. If there is no other option
available for data storage, then Microsoft
BitLocker software must be applied. You can
easily install it yourself (right mouse click on
the selected USB stick > Turn on BitLocker).
Try never to reuse USB sticks received from
others, but instead use new ones. USB sticks
are regularly used for spreading viruses and
malware. Always first carry out a virus scan on
USB sticks received from others that you intend
to connect to your PC. This is easy to do (right
mouse click on the selected USB stick > Scan
with System Centre Endpoint Protection). If
there is a need to transfer sensitive data by USB
or any other unsafe device, please contact the IT
Service Desk.
WETRANSFER
Fortunately, for sending large files an external
service is available at no costs: WeTransfer,
access using the following URL: https://arcadis.
wetransfer.com/. There is no need to register
before using WeTransfer. You can send up to 2
GB at a time. Your files will be stored for 4 weeks
after you have sent your message. WeTransfer
is an external service. Security, reliability and
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Confidential information on
your PCs C: Drive
Many people think that documents saved to
the C:-Drive on your computer are secure. This
is mainly the case, but there are circumstances
that you should be aware of. In case of theft,
data can be accessed by third parties and you
lose the data. When the computer damages all
is lost. Therefore, no confidential information
must be stored on the C:-Drive.
PDFCreator
In case an application does not provide PDF
creation facilities, you need a special program on
your PC. You can install PDFCreator yourself by
selecting PDFCreator in the Arcadis AppStore
(available in the Internet Explorer Favourites),
the software is installed in no more than 15
minutes. Creating a PDF file is done as follows:
Open the file in its original application. Select
Print and choose PDFCreator as printer, then
select Print.
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Arcadis IT GUIDE
COLLABORATING
ON DOCUMENTS
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Advanced collaboration
Mobile collaboration
All your documents can be accessed from a
mobile device via http://office.arcadis.com.
Click the waffle icon (the small squares on
the top left corner) to access all online services
for OneDrive, Groups, SharePoint and more.
Additionally, mobile apps are available via the
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Arcadis IT GUIDE
WORKING OUTSIDE
THE OFFICE
Home and mobile use
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DEVICE
FACILITY
FUNCTION
Arcadis network
All Services
VPN Connect
All Services
Home or client PC
Workplace.arcadis.com
All Services
Home or client PC
Office.arcadis.com
Smartphone
Any device
Thesource.arcadissource.com
Corporate intranet
Home PC security
It is assumed that from time to time you will work with
Arcadis data at home on your own PC. For example, data
you have saved to Arcadis Workplace, or data on a USB
stick that you have put onto your private computer. In
such cases you must also ensure that your private home
PC is properly and adequately protected:
Always have up-to-date antivirus software installed.
Always use a password to get access to your PC.
Never turn off the Firewall installed as standard.
Never use an unsecured Wi-Fi connection.
If possible, ensure that the directory where you have
saved the Arcadis data is encrypted (read the chapter
about encryption within this guide).
Understand the security classification and any data
usage rules and protect the confidentiality of the data
used.
Always erase the hard disk (use low level formatting)
when disposing of a PC.
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Live backup
Backup to disk.
For the most important server data a shadow copy is constantly being
updated.
Live backup data is always stored outside the Arcadis offices.
Aim: server data is immediately available in the event of an emergency.
This way the server can be recovered within 24 hours of a crash.
Historical backup
Backup to an archive.
Aim: data is kept for longer periods. This allows historical data to
be retrieved. This is essential when files become corrupted or are
accidentally deleted.
The maximum consecutive holding time for historical backups is two
years. In the first month a backup is available on a weekly level, thereafter
only on a monthly level.
Archive data is safely stored at a location outside the Arcadis offices.
available. Deleted files end up in the recycle bin where they remain for
another 93 days.
Save data yourself using CDs, DVDs or memory sticks.
In all cases when saving data outside the Arcadis backup structure,
always encrypt the data.
Backing up PC data
The PC user is responsible for backing up data on their PC. This applies
to all data (data and software) on all local drives (C; D:, etc.). If you use
OneDrive for Business, then all your data is automatically synchronized in
the cloud. Therefore, you always have a copy of your data. Because the
data is stored in the cloud, you can also access it via another computer,
or on your smartphone or tablet. This means you can still access your
data even when there are problems with your laptop.The data stored in
OneDrive is also automatically returned to you when you acquire a new
laptop and make the connection to the cloud again.
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SETTINGS
Your password
Password quality
What is the quality of your password and how
difficult is it to crack a password? It is much easier
than you think thanks to the calculating power of
current computers! TIP: enter your password at http://
howsecureismypassword.net/ and then decide whether
you have made a good choice. By experimenting with
various passwords you can find out how to create a
strong password.
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BitLocker
In addition to the Power-On password, the data on the disk drive is also
protected by Microsoft BitLocker. This service is used to encrypt the hard
drive(s) to protect your data in the event the computer is lost or stolen.
BitLocker protects your hard drive from offline attack, it will not protect
the computers contents while Windows is running. This is the type of
attack where a malicious user will take the hard drive from your mobile
machine and connect it to another machine so they can harvest your
data. BitLocker also protects your data if a malicious user boots from
an alternate Operating System. With either attack method, BitLocker
encrypts the hard drive so that when someone has physical access to
the drive, the drive is unreadable. It is also possible to encrypt removable
drives, like USB drives, using BitLocker to Go. If the BIOS is compromised,
BitLocker will ask for a BitLocker recovery password, which can be
obtained from the IT Service Desk. It is not allowed to disable BitLocker,
because it will make your data more vulnerable to theft.
Permanent PC settings
In being able to guarantee proper and uniform operation of PCs, specific,
permanent settings have been applied to Arcadis PCs. It is not allowed to
modify these settings. The settings are divided into three groups according
to functionality.
CORPORATE IDENTITY
Settings to guarantee the uniformity (look & feel) of the PCs at Arcadis,
including screensaver, screensaver time-out and wallpaper.
MANAGEMENT
Settings to guarantee system integrity and proper operation of the PCs
(network settings).
FIREWALL
Settings to protect PCs against threats from unwanted, external
connections. The above settings can conflict or even be obstructive
towards your activities. It is therefore possible to make exceptions/
deviations. Any exceptions have to be authorized by the manager.
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Email addresses
Email settings
Many rules and settings are deployed in order
to keep the email traffic at Arcadis running
smoothly. It is therefore sometimes not clear
when and how email is sent. Below you can
find out more about the rules and settings,
the aim of these rules and also the practical
consequences.
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ANTIVIRUS RULES
Emails containing viruses are not forwarded.
Neither the senders nor the recipients receive
notice of the action.
Email attachments with potentially dangerous
file types are blocked.
The sender receives a notice from Arcadis
when the file type is rejected.
Incoming email attachments are monitored to
see whether they contain programs.
If they do, they are immediately blocked. The
sender is sent a notice.
Incoming ZIP files are monitored to see
whether they contain a program (executable
content).
If they do, the message is immediately blocked.
The sender is sent a notice.
When sending ZIP files to external recipients,
it is permitted for the ZIP file to contain a
program (executable content). The email is not
blocked. The recipient receives the message
including the program.
What are you either informed or not informed
about? You will be informed if:
The attachment includes a file type that is not
permitted with email.
The attachment includes a program in the ZIP
file.
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out in error as SPAM. You can still receive any wrongly labelled SPAM into
your Arcadis mailbox. Just click on release to IN mailbox. SPAM messages
saved in your external mailbox for longer than 15 days are automatically
deleted. You can look into your external SPAM mailbox whenever you
want. You do this by surfing to https://admin.protection.outlook.com/
quarantine. Your login details are your personal Arcadis email address
and your Arcadis password. You are then taken to the SPAM quarantine
overview. You may also find SPAM messages in Outlook on your PC. These
are placed in the Junk email or Clutter folder. You can make your own
settings on the Outlook SPAM filter, which also includes turning it off
altogether. The total process regarding SPAM filtering therefore has two
steps: externally at the provider, and internally on your own PC. The SPAM
settings at the provider cannot be altered by Arcadis. You can however,
alter the SPAM settings on your own PC. N.B.: you can view your external
SPAM mailbox anywhere via the internet. You can find more information
on SPAM filtering on the Intranet.
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Antivirus settings
All Arcadis PCs have antivirus software installed
as standard to protect against computer
viruses. This software is automatically kept upto-date. The hard drives on every PC are also
scanned for viruses periodically. This takes place
completely in the background with a low priority
level in order not to negatively influence the
performance of the PC during scanning. The IT
department can carry out additional scans or
change the scanning method depending on the
actual threat level of computer viruses. It is not
allowed to alter the settings or make changes to
this.
If your PC is infected by a virus, disconnect
the pc from the network, cable and Wi-Fi and
telephone the IT Service Desk for immediate
assistance.
Ransomware
Ransomware is a type of malware that restricts
access to the infected computer unless a
ransom is paid. The ransom demanded involves
money. Ransomware is a program that blocks
a computer (or data stored on it) and then
demands that the user pays money to have it
released. But often the payment does not lead
to the computer being released. Ransomware is
normally spread via emails.
Never open an email with an attachment if you
have the slightest doubt about the sender! In
such cases please send the email in question to
reportemailabuse@arcadis.com by adding it to
your own email as an attachment.
Never turn on the macro-facility when opening
email attachments. Auto-execution of macros
is turned off as standard at Arcadis as part of
the security policy. Ransomware will try to
persuade you to turn on the macro-facility,
but you must never do this.
If Ransomware has infected your PC, you must
immediately disconnect from the network >
pull out the network plug on the PC and/or
turn off the Wi-Fi. This helps to prevent further
contamination within Arcadis.
PC power consumption
Sustainability takes priority at Arcadis, with the
sustainability of business processes forming part
of this priority. Arcadis therefore also endeavors
to further reduce the power consumption of
personal computers. All Arcadis computers
and monitors have Energy Star certification
as they comply with energy efficiency criteria
(http://www.energystar.gov). All new computer
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PURCHASE,
INSTALLATION
& MAINTENANCE
Pcs
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Printers
The default way of printing is by using network
connected printers. These printers are acquired
and maintained by Facility Management. The
policy is to not use department or even user
based printers.
Network printers
Network printers are Multi-Functional printing
devices that are made available to all Arcadis
users to print/scan/copy.
Hardware installation is done by the Vendor
Hardware defects should be reported to
Facility Management. If necessary, they will
engage a repair technician.
Software defects should be reported to the IT
Service Desk.
The replacement of toner and ink cartridges
should be done by Facility Management.
Personal printers
Personal printers e.g. home printers are printers
acquired by the user.
Installed by the user.
Always managed by the user (user is
responsible).
Hardware defects are the user responsibility
Costs related to repairs are paid by the user.
Printers are supplied within the budget of the
business units, including all the consumables
(toner, ink cartridges, paper).
Supplies (consumables)
Supplies belong to Facility Management.
Supplies are ordered by Facility Management
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Ordering IT Equipment
Ordering IT equipment (PC, Laptop, mobile
phones or smartphones) is done via the IT
Service Desk. All (additional) accessories, office
articles and non-standard equipment, such as
special and ergonomic keyboards or mouse,
special bags, privacy screens, SD cards, memory
sticks, headphones, Bluetooth kits for cars,
cameras, label printers, external hard drives,
NAS (Network Attached Storage) devices, laptop
Disposal
All old, defective, written-down, surplus and outof-use IT equipment must always be returned
to the IT Service Desk. The IT Service Desk is
responsible for cleaning all data carriers and
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SETTINGS
The standard settings are applied to both new
and existing PCs for software installation, for
example Microsoft Office settings. The user
can then make their own adjustments to the
settings. If you make radical changes to the
settings, please make a note of these. This
means that your next PC can be set up more
quickly.
Internet Explorer Favourites will need to be
transferred manually.
DATA
In exceptional cases it is possible that the
IT Service Desk can provide assistance with
transferring data. In this case, the PC user should
state exactly which data should be transferred.
The user remains responsible for ensuring this
is carried out properly. Data should always be
stored in OneDrive for Business as standard so
the stored data is available again for automatic
SOFTWARE
The IT Service Desk installs new PCs in
accordance with the Arcadis standards
(including standard software).
The IT Service Desk installs extra software
under the following conditions:
-- The software is of a business nature (tools
for ease of use, embellishment of the PC,
etc., are not included).
-- A valid license for the software is available.
-- The media for the PC is provided by the user.
-- Only software that was installed on the old
PC via the Arcadis AppStore or by the IT
Service Desk can be reinstalled.
Further installations must follow the IT
procurement process.
PC Go
Your PC is one of the most essential parts of
your day-to-day work. It provides the foundation
for collaborating with clients and colleagues,
and access to the resources that keep our
business running. This means our PCs must
always have the newest capabilities and upto-date software. To ensure we meet your
expectations, we are introducing PC Go as the
way we deliver and configure (and if needed,
repair) your Arcadis PC. Within Arcadis we will
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IT FOR
PRIVATE USE
Discount on products and
software
Arcadis has agreements with various suppliers
for the delivery and use of IT products. Part
of these agreements often allows the people
at Arcadis to purchase software or hardware
for their own use at a discount. There are such
agreements with Microsoft (private use of
Arcadis Office 365 license is allowed and you
can install the software up to 5 devices ), dell
(equipment discounts) and Telecom provider
subscriptions. Check the Intranet for more
information.
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Privacy
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COLOFON
Arcadis IT Guide is published by Arcadis IT for
use within the United Kingdom, Continental
Europe and the Middle East. This guide is also
online available on the Intranet and on your PC
(click the icon on your desktop).
EDITING:
Editor in Chief: Rob Gijsberts
Managing Editor: Heidi van den Broeck
Editors: Remco van Amerongen, Mark Elshout,
Melanie Wigham, Jan Klooster
Version 21 - August 2016
DESIGN AND PRINTING:
Canon Business Services,
Studio Arnhem
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