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HomeMy WebLinkAboutResolution No. 029-09 i RESOLUTION BE IT RESOLVED by the Common Council of the City of Rochester that the City amend its personnel policy regarding mobile devices. A copy of the policy is attached. PASSED AND ADOPTED BY THE COMMON COUNCIL OF THE CITY OF ROCHESTER, MINNESOTA, THIS DAY OF L I `U -l) , 2009. i PRESIDENT OF SAID COMMON COUNCIL ATTEST: CITY CLERK APPROVED THIS ?mod DAY OF 12009. MAYOR OF SAID CITY (Seal of the City of .Rochester, Minnesota) Res05W dopt.PersPolicy.MobileDevice • Mobile Electronic Device Policy 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. This policy is meant to supplement and not supplant the City's technology policy. Scope Every officer, manager, employee, contractor, 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. 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. • 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 RPLI) 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 awarded 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 Page 1 of 4 tTiat a._ ro riate steps can be taken to remote) ti i er the-timel deletion of-all sensitive data containea on--- the - PP P P Y 99 Y • 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. Violations and Penalties Any violation of the Mobile Electronic Device Policy must be immediately reported to the Information Systems department manager. Violating the Mobile Electronic Device Policy, or any of its tenets, could 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(currently one-time$75 license for Blackberry devices only) Employee has option to fund license fee if department rejects request. Virus software must be maintained. • No usb syncing allowed • Non-exempt employees use limited to "work hours" 3. City-Provided Phone/PDA w/Data Service 4. City-Provided Check-Out Phone/PDA Devices • City purchases device • City pays monthly data and voice plan City purchases device • Only di minimis personal use allowed • Device maintained by IS division • Software and virus protection controlled by G Employee requests use of device with 48- City IS division hour notice for specific meeting or • Requires Approval of City Administrator conference (not exceeding one week) IS division syncs device to employee's email box and provides training • Employee returns device at end of trip • Plans Continued on following page Page 2 of 4 • 6 Employee-Provided Devices—no data service 5.City-Provided PDA with no Data Service • No USB connection to City computers or • City purchases device network allowed. • Voice or data wireless service, if any, • Violators will have their computer ports funded completely by employee locked down completely • Software and virus software controlled by • Examples include: MP3 players, USB flash City IS division memory cards, iPods, etc. • USB syncing to City computer/network allowed 7. City-Paid Stipend for Employee-Provided 8. City-Paid Stipend for Employee Provided Cell Smartphone Phone • Employee Purchases Smartphone Device • Employee Purchases Cell Phone Device • Employee Pays for Phone/Date Service • Employee Pays for Phone Service Plan Plan • Device is utilized for both business and • Employee allowed to wirelessly sync to personal communications City email server(s) • City pays monthy taxable stipend to • Device is utilized for both business and employee—currently$30 per month personal communications • Employee provides phone number and • City pays monthy taxable stipend to remains available during business hours employee—currently$97 per month through device • Employee provides phone number and • Requires Approval of City Administrator remains available during business hours through device . Software and virus protection controlled by City IS division • Requires Approval of City Administrator Page 3 of 4 Acknowleagme-- nt ofi obile Electronic vice�oricy 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 l 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—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 Page 4 of 4