Dear Colleagues in Accounting Department,

Patch management is a process executed in organizations to manage system enhancements, updates, incremental fixes and it includes activities like system upgrades (applications, operating systems, databases) or change of infrastructure. All with an attempt to reduce risk of fraud and other errors (GTAG, 2012). Patch management is a collective effort, which means the security group interacts with staff whose systems are being maintained (Fontana, 2003). 

In that respect, the Company is scheduled to implement patch management (software maintenance). The software maintenances of the bank will involve migrating all the data in the system to an SQL Database and run an update of the newer version. This is being done to create a secure environment against vulnerabilities in the operating system and application software. In order to carry out a successful patch management, a change management system will be implemented concurrently during the software maintenance. For example, the enterprise patch that hosts all customer details will be integrated with the change management system. 

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Furthermore, while running the patch management, we have created backout contingency plan that is tailored for recovery purposes in case something goes wrong during the process. In addition, information on risk mitigation is included in the documentation of the change management solution (Alvaka Networks, n.d.). 

All accounting staff operating desktops will be maintained in phases and on different schedules to prevent mass outages and support overload. You will notice that when patch management is successful, there is a procedure that will guide the verification of patches’ success. Please note that during the patch management process, there is likely to be some level of interruption where you might not be able to access your data for a while, and there will be changes on how the information in your system is displayed. 

For security updates, we have scheduled timelines that all the systems will be updated. Some of the updates will be done at times when you are out of your workstations to prevent outages and inconveniences (Common Web Platform, n.d.). 

There a controls put in place to ensure compliance, for example, all administrators and users will not apply the updates on their own, but it is system-scheduled and controlled. Therefore, during this process, there will restricted user rights for system updates and network-based access controls.

Remember that the process of patch management will be supported by guidelines, requirements and an oversight by the technical team from the IT department.

While we apologize for any inconvenience, we look forward to your cooperation.

Yours sincerely,

Chief Information Service Officer

References

Alvaka Networks (n.d.). Why are Patch Management and Change Management Important? Retrieved https://www.alvaka.net/why-are-patch-management-and-change-management-important/

Common Web Platform (n.d.). Patching, Upgrades and Change Management. Retrieved https://www.cwp.govt.nz/working-with-cwp/procedures/change-management/

Fontana, J. (2003). How to Handle Patch Management. Retrieved https://www.networkworld.com/article/2328741/lan-wan/how-to-handle-patch-management.html

GTAG (2012). Change and Patch Management Control: Critical for Organizational Success. Retrieved https://chapters.theiia.org/montreal/ChapterDocuments/GTAG%202%20-%20Change%20and%20Patch%20Management%20Controls%20Critical%20for%20Organizational%20Success_2nd%20ed.pdf

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