HomeMy WebLinkAboutResolution No. 521-10 of
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• RESOLUTION
BE IT RESOLVED by the Common Council of the City of Rochester that the City adopt a
personnel policy regarding Mobile Electronic Device. A copy of the policy is attached.
PASSED AND ADOPTED BY THE COMMON COUNCIL OF THE CITY OF
ROCHESTER, MINNESOTA, THIS ad �,V) DA OF ¢/Uyn Lam. , 2010.
P ESIDENT OF SAID COMMON COUNCIL
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APPROVED THIS o�)S� DAY OF )]XU YA btA- , 2010.
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• MAYOR OF SAID CITY
(Seal of the City of
Rochester, Minnesota)
Res l O W dopt.PersPolicy.MobileElecDevice
•
CITY OF ROCHESTER
ORGANIZATIONAL POLICY
• MOBILE ELECTRONIC DEVICE
Purpose
Cellular telephones, personal digital assistants (PDAs) — such as the Blackberry, Windows Mobile
Smartphone, Palm Treo and other small mobile electronic devices — enable fast communications,
remote wireless network connectivity, fast data transfer and more productive, mobile employees.
However, such devices create additional security concerns and have the potential to add significant
operating expenses for the City. As such, the City maintains and enforces this policy to help it
maximize security, manage costs, and protect devices from theft.
Use of such devices while driving a motor vehicle presents concerns for the safety and health of our
employees and the general public. This policy is meant to provide guidance for the safe use of
mobile electronic devices, and will supplement and not supplant the City's technology policy.
Scope
Every officer, manager, employee, temporary worker, authorized agent and volunteer is subject to
the terms of the City's Mobile Electronic Device Policy and applies to all cell phones, PDA's, mobile
data drives, MP3 players, etc.
The prohibited uses under this policy applies to all mobile electronic devices specified above
(excluding City supplied two-way radios) in use while on City business or utilizing a City-owned or
leased vehicle or equipment. Public Safety personnel are excluded while in the official course of
their duties.
Prohibited Use
In accordance with Minnesota law and federal Department of Transportation (DOT) requirements,
no employee may drive a motor vehicle or operate a piece of equipment for City business, while
using a wireless communications device to compose, read or send an electronic message, when
the vehicle is in motion or a part of traffic. This ban does not apply to devices that are permanently
affixed to the vehicle, global positioning systems or navigation systems.
In addition, no employee may use cell phone communications devices for personal or work-related
voice communications when (a) driving a City-owned motor vehicle or (b) operating equipment
while on City business except for a personal or work-related emergency.
Acceptable Use
The City will provide cellular telephones and/or mobile devices complete with PDA features and/or
monthly voice and data service for employees or will allow wireless synchronization to the City's
mail server(s) when management deems it prudent to the productivity of the City to do so and the
device is restricted to business use only (di miniumus personal use). Alternatively, the City may
provide a monthly taxable stipend for the same purposes when an employee desires one device for
both personal and business use. Employees may request these and other devices or connections
that assist in their productivity under one or more of the arrangements listed below.
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CITY OF ROCHESTER
ORGANIZATIONAL POLICY
Authorization
All requests must provide written business justification for need, outline approximate costs and
expectations of who would pay which costs. Written approval, including funding plan, must be
provided by the employee's direct supervisor and signed off by their department head for all plans.
The requesting manager must allocate funds from his/her department's operating budget to cover
costs arising from the cellular telephone/PDA request. Any plan requiring City-paid voice and data
service or any personal use stipend plan must also receive approval of the City Administrator.
All requests and approvals remain contingent upon the IS division's (Central City, Library, or RPU)
ability to support and provide appropriate security for the device.
Restrictions
Employees are prohibited from installing unapproved and unauthorized software on City-provided
cellular telephones and PDAs. Employees shall refrain from downloading additional software and
services, including distinctive ring tones, games and other messaging services to City-provided
cellular telephones and PDAs.
No employee may connect, dock or otherwise synchronize any unapproved cellular telephone or
PDA, whether owned personally by the employee or provided by the City, with any City computer,
laptop, server, system or network, without the prior written consent of the Information Systems
department manager.
Non-exempt employees must agree to utilize devices for work-related activity only during "work
• hours".
Security
Employees assigned City-provided cellular telephones and PDAs are responsible for the security of
those devices. Employees are to keep the devices on their person when traveling or store in a
secure place. Employees should avoid storing sensitive/private/confidential data on these devices,
but if it must be stored then it must be done so securely. Automatic shut-off, password protection at
device turn on, encrypted data files, etc. must be used whenever possible to protect data in the
event of device theft or loss.
In the event a cellular telephone, smartphone, or PDA is lost, stolen or misplaced, with City data on
the device the Information Systems department manager should be notified at the next available
opportunity so that appropriate steps can be taken to remotely trigger the timely deletion of all
sensitive data contained on the device.
The City will replace the first City-provided device that is lost or stolen when under an employee's
care. Additional loss must be reviewed by department head and City Administrator for re-
authorization.
Acknowledgement
All employees must sign an acknowledgement form outlining their responsibilities and
understanding of this policy under any of the plans noted below.
CITY OF ROCHESTER
ORGANIZATIONAL POLICY
• Violations and Penalties
Any violation of this policy must be immediately reported to the employee's supervisor and the
Information Systems department manager which may result in disciplinary action leading up to and
including termination of employment and civil and/or criminal prosecution under local, state and
federal laws.
Summary of Plan Types
The following outlines various plan types either in use or available upon approval. This listing is not
all inclusive and will be amended from time to time as approved by the City Administrator as
technology and retail markets evolve.
1. City-Provided Cell Phone 2. Employee-Provided Phone/PDA
—wireless sync to email allowed
• City purchases device
• City pays for voice service • Employee purchases device
• Only de minimis personal use allowed • Employee pays for voice and data
services
• Employee allowed to wirelessly sync to
City email server(s)
• City department funds one-time email
• connection license fee, if any
• Employee has option to fund license
fee if department rejects request.
• Virus software must be maintained.
• No USB usb syncing allowed
• Non-exempt employees use limited to
"work hours"
3. City-Provided Phone / PDA w/ Data 4. City-Provided Check-Out
Service Phone/PDA Devices
• City purchases device • City purchases device
• City pays monthly data and voice plan • Device maintained by IS division
• Only di minimis personal use allowed • Employee requests use of device with
• Software and virus protection 48-hour notice for specific meeting or
controlled by City IS division conference (not exceeding one week)
• Requires Approval of City Administrator • IS division syncs device to employee's
email box and provides training
• Employee returns device at end of trip
5. City-Provided PDA with no Data 6. Employee-Provided Devices—no data
Service service
. • City purchases device No USB connection to City computers
0 Voice or data wireless service, if any, or network allowed.
CITY OF ROCHESTER
ORGANIZATIONAL POLICY
• funded completely by employee . Violators will have their computer ports
• Software and virus software controlled locked down completely
by City IS division • Examples include: MP3 players, USB
• USB syncing to City computer/ flash memory cards, iPods, etc.
network allowed
•
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CITY OF ROCHESTER
ORGANIZATIONAL POLICY
Acknowledgment of Mobile Electronic Device Policy
This form is used to acknowledge receipt of, and compliance with, the Mobile Electronic Device Policy.
Procedure
Complete the following steps:
1. Read the Mobile Electronic Device Policy.
2. Sign and date in the spaces provided below.
3. Return a copy of this signed document to the Information Technology department manager.
Signature
Your signature attests that you agree to the following terms:
(i) I have received and read a copy of the Mobile Electronic Device Policy and understand and
agree to the same;
(ii) I understand and agree that I will not use any City-provided cellular telephone or.PDA for any
activities other than those necessary for fulfilling the City's business activities unless provided
for in my plan or deemed de minimus use as allowed in plan. Said personal use will be
"acceptable" as outlined in the City's technology policy.
(iii) I understand and agree that any costs or charges to the City that might result from more than de
minimus use or in excess of my plan authorization will be reimbursed by me and may be
grounds for revocation of my device and/or authorization to connect.
(iv) I understand that any City-provided cellular telephones, smartphones and PDAs remain the
property of the City regardless of the status of a given phone service plan;
(v) I understand and agree that no cellular telephones and/or PDAs are to be connected to City-
provided computers, laptops, servers, systems or networks without the prior written
authorization of the Information Systems department manager;
(vi) I understand and agree to appropriate care in assuring that no sensitive, proprietary or
confidential data stored on cellular telephones and/or PDA ends up in the wrong hands.
(vii) I understand and agree that the security and requirements for virus protection of any device that
connects to City IT resources becomes my responsibility; I understand that any loss or theft of a
City-provided cellular telephone and/or PDA must be reported to the City's IS division at the
next possible opportunity for possible location and /or deletion of data.
(viii) If I am providing the device and data or phone service plan under a taxable stipend plan, I
understand that the same terms of security, data protection, and notification of loss (sections iv
v_-vii) apply to my use and device as well;
(ix) If I am a non-exempt employee, I agree to utilize device for work-related activity only during
work hours.
(x) I understand and agree that any violation of the Mobile Electronic Device Policy could result in
termination of my employment and civil and criminal penalties.
(xi) I understand and agree that I must contact IS prior to mobile device purchases to ensure the
availability of IS support for planned device.
Employee Signature Date
Employee Name Employee Title
• Department/Location
Modified 12/20/10