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HomeMy WebLinkAboutF202-Use of Handheld Electronic DevicesClarbgton Corporate Policy POLICY TYPE: SUBSECTION: POLICY TITLE: POLICY #: POLICY APPROVED BY: EFFECTIVE DATE: REVISED DATE: APPLICABLE TO: 1. Purpose: Operational Technology Use of Handheld Electronic Devices F202 Chief Administrative Officer November 12, 2009 June 13, 2017 All Employees a) This policy outlines the rules of provision, legislation and appropriate use for mobile communication devices. b) In order to enhance the productivity and efficiency mobile communication devices may be approved by the Department Head for certain positions. 2. Policy: a) The safety of Municipal employees and the general public is of prime importance and to that end users are required to comply with all applicable laws related to mobile communication devices. b) Mobile devices are provided and intended for business use and may be revoked at any time based on change of assignment and responsibilities, misuse, value versus cost analysis or Corporate Policy change. c) No use of personal or municipally issued communications device when driving except as follows: i) The device is being operated in "hands-free mode" (utilizing speaker phone mode, ear bud or remote speaker e.g. Bluetooth) or ii) The vehicle is safely parked on the side of the roadway iii) The driver is attempting to contact police, fire or ambulance services iv) The driver is operating an emergency vehicle as defined by legislation d) Any penalty for violation under any applicable law is directed at the driver, not the Municipality. Policy F202 — Use of Handheld Devices Page 1 of 5 Clarbgton Corporate Policy 3. Procurement, Activation and Operation of a Device a) All mobile communication devices shall be procured through the Purchasing Division in accordance with the corporate equipment standards, contracts and rate plans, and allocated to the requisitioning Department, as appropriate. b) Devices Issued by the Municipality Employees who are assigned mobile devices are expected to take all necessary precautions to protect the device and the data from damage, loss or theft. Employees are to ensure that the device is kept in an appropriate protective case. Employees must ensure the device's security controls are not subverted via jail breaks, rooting, security software changes and/or security setting changes. Devices are setup with a device lock password or passcode. This password/passcode must not be removed from the device and must not be shared or disclosed to others. Devices are also subject to any device management policy the Municipality deems necessary to implement. Employees shall not have any expectation to privacy when using devices issued by the Municipality. Usage records (i.e. e-mail, internet, text messages and/or phone records), and any document, picture and/or video stored, is subject to review without prior notification and/or permission should such review be necessary for employment related purposes. Employees shall also refer to the Internet, E -Mail, Intranet Use Policy (F201) to ensure they are in compliance. Devices are subject to audits by the Municipality as well as to the legal requirements of the Municipal Freedom of Information and Protection of Privacy Act. Inappropriate use of Municipal mobile devices may be subject to disciplinary action. Employees must not tether or hotspot their Municipal devices unless strictly for business related purposes. Only apps that are necessary for business reasons shall be installed, and must be in accordance with the Internet, E -Mail, Intranet Use Policy (F201). Policy F202 — Use of Handheld Devices Page 2 of 5 Clarbgton Corporate Policy c) Personal Devices Personal devices are not to be connected to the "Clarington Secure" wireless access, or access corporate resources in any other manner. Personal devices may use the "Public Access" wireless only. d) USB sticks and Corporate Laptops All USB sticks must be encrypted and will require a password to access the data on the stick. Employees who are using corporate laptops or tablets are expected to take all necessary precautions to protect the device and the data from damage, loss or theft. Departmental laptops will be fully encrypted where possible and will require a password to access. Devices that are lost or stolen must be reported to IT immediately. Password and other login credentials must not be affixed to the devices or displayed in plain sight. e) IT Support for Municipality issued devices includes: i) Device setup ii) Basic hardware troubleshooting iii) Returns for repair iv) Access to corporate email and calendar 4. Text Messaging or Email a) Each device acquired by the Municipality shall have the standard equipment package and standard usage plan that will suit normal business requirements. As plans are changed, changes to the plans will be communicated to employees. b) Users are prohibited from sending text messages or emails, as well as viewing text messages or emails on a mobile communication device while operating a motor vehicle. 5. Usage Guidelines and Reimbursement for Personal Use a) Employees who use the device for unapproved personal use shall be required to reimburse the Municipality for usage fees and applicable taxes (the exception Policy F202 — Use of Handheld Devices Page 3 of 5 Clarbgton Corporate Policy being where a call is made in response to a family related emergency or unforeseen work schedule changes). b) Unusual mobile invoices will be forwarded to the Department Head for review with the employee for verification of business use. c) A summary of usage will be provided to the Department Head for their review/information. d) Use of mobile devices while travelling outside of Canada is not recommended due to roaming charges. Should a user require the use of their device for business purposes while traveling outside Canada or outside of Clarington, arrangements are to be made with Purchasing to upgrade service for the travel period to ensure minimal cost to the Municipality. 6. Back-up of Data and Content a) The Information Technology Division (IT) will be responsible for the back-up of Corporate Documents contained within email, calendar and/or Notes. b) Employees are responsible for ensuring that all other Corporate Documents contained on the device are backed -up to a Corporate file. All photos and/or videos, which are Corporate Records, are to be saved within the appropriate file. c) Corporate data must not be backed up to personal storage systems. d) Forwarding of Corporate email to any personal email account is not allowed. 7. Accessories, Lost, Damaged and Decommissioned Equipment a) Lost or stolen devices must be immediately reported to the IT and the Purchasing Division, for device disabling and service cancellation if necessary. b) IT will attempt to erase all data from the device in case of theft, loss, employment termination and/or security risk. c) The Municipality of Clarington is not responsible for loss of any personal data or content on the device. d) Damaged devices shall be reported immediately to either the Purchasing Division or the Information Technology Division to ensure that the repairs are completed in accordance to the agreement thus ensuring warranty is not voided. Policy F202 — Use of Handheld Devices Page 4 of 5 Clarbgton Corporate Policy e) Devices of any kind which are no longer required by a department or employee shall be returned to IT for proper device disposal. 8. Non Secure Communications a) Mobile cellular devices are not as secure as traditional land line phones. Employees should use discretion in relaying confidential information via cellular devices and also be aware of their surroundings when communicating on their device. Policy F202 — Use of Handheld Devices Page 5 of 5