HomeMy WebLinkAboutResolution No. 054-07 a 5
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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 city employee use of small mobile electronic devices. A copy of the
policy is attached. _
PASSED AND ADOPTED BY THE COMMON COUNCIL OF THE CITY OF
ROCHESTER, MINNESOTA, THIS C I DAY OF -P%i2Llft q , 2007.
41
PRESIDENT OF SAID COMMON COUNCIL
ATTEST: Z J
CI CLERK
APPROVED THIS DAY OF ��ICl�9�.y , 2007.
MAYOR OF SAID CITY
(Seal'of:the City of
Rochester, Minnesota)
Res05�Ad6pt.PersPolicy,.ElectDevices
•
-�� Mobile Electronic Device Policy
Purpose
Cellular telephones, personal digital assistants (PDAs)—such as Blackberry, Smartphone and Treo devices
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. Employees may request these and
other devices or connections that assist in their productivity under one or more of the arrangements 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 must also receive approval of
the City Administrator.
All requests and approvals remain contingent upon the IS division's 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 City-provided cellular telephone or PDA is lost, stolen or misplaced, 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.
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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 4. 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 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"
2.City-Provided Phone/PDA w/Data Service 5. City-Provided Check-Out Phone/PDA Devices
• City purchases device • City purchases device
• City pays monthly data and voice plan • Device maintained by IS division
• Employee reimburses City for taxes and • Employee requests use of device with 48-
personal use at set rate (currently$20/mo) hour notice for specific meeting or
• Personal use allowed conference (not exceeding one week)
• Software and virus protection controlled by • IS division syncs device to employee's
City IS division email box and provides training
• Requires Approval of City Administrator • Employee returns device at end of trip
3. City-Provided PDA with no Data Service 6. Employee-Provided Devices—no data service
• City purchases device • No USB connection to City computers or
• Voice or data wireless service, if any, network allowed.
funded completely by employee • Violators will have their computer ports
• Software and virus software controlled by locked down completely
City IS division • Examples include: MP3 players, USB flash
• USB syncing to City computer/network memory cards, Rods, etc.
allowed
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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 and reimbursed by me 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 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;
(v) 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.
(vi) I understand and agree that the security of any City-provided cellular telephone and/or PDA awarded
to me becomes my responsibility and that City-provided cellular telephones and PDAs remain the
property of the City;
(vii) 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 a non-exempt employee, I agree to utilize device for work-related activity only during work
hours.
(ix) 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.
Employee Signature
Employee Name
Employee Title
Date
Department/Location
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