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HomeMy WebLinkAboutADM 080-001 Use of Blackberry and Smartphone DevicesCitq c1 PICKERING City Procedure Procedure Title: Use of Blackberry and Smartphone Devices Procedure Number: ADM 080-001 Reference: Bill 118, City Policy ADM 080 Date Originated: January 28, 2010 Date Revised: December 15, 2010 Approval: Chief Administra 've Officer Point of Contact: Director, Corporate Services & Treasurer Procedure Objective Mobile devices empower their users with instant communications and improved management of corporate information. Blackberry and Smartphone (BBSP) devices have shown themselves to be useful tools to improve communications and to manage emails, calendars, and contacts. This procedure is supplemental to the Mobile Electronic Devices Policy, the terms and conditions of which are hereby incorporated into this procedure by this reference. Purpose: The purpose of this procedure is to define standards, procedures, and restrictions for connecting to the computer network via BBSP devices. The overriding goal of this procedure is to protect the computer network from unauthorized use and/or malicious attack that could result in loss of information, damage to critical applications, loss of revenue, and damage to the City's public image. Therefore, all employees who use BBSP devices to access the computer network must adhere to the terms and conditions set forth in this procedure. Given the speed in which the technology associated with the design and use of BBSP devices has been evolving, the City cannot anticipate every possible situation relative to the usage in this procedure. Therefore, the employee is to contact IT if a situation arises regarding the use of a BBSP that is not addressed within this procedure. Scope Access to the computer network is a privilege, not a right. Consequently, the issuance of a BBSP does not automatically guarantee the granting of uninterrupted computer network access privileges. BBSP devices are in reality mobile computers affording access to the computer network. All BBSP devices authorized for use in accessing the City's computer network are to be managed as a city -owned resource. Unless prior approval is granted from the Director, Corporate Services & Treasurer, all City provided BBSP devices are to be purchased or contracted from Bell Canada through Supply & Services. Index 01 Definitions 02 Responsibilities 03 Security 04 Authorized Usage for City Provided BBSP 05 Requesting a City Provided Blackberry or Smartphone 06 Requesting an Employee Owned BBSP to be connected to the City's Computer Network 07 Employee Departure 01 Definitions 01.01 Blackberry — supports push email, mobile telephone, text messaging, internet faxing, web browsing, and other wireless information services. It is an example of a convergent device. Developed by Research in Motion (RIM), it delivers information over the wireless data networks of mobile phone service companies. While a Smartphone, the Blackberry will be treated as a distinct device. 01.02 Smartphone — a mobile phone offering advanced capabilities, often with PC -like functionality. Smartphones will not be authorized to access the computer network wirelessly, but they will be permitted access via a cabled connection with a network -attached PC or laptop. A Smartphone that is to be purchased must possess the following features: voice dialing, Bluetooth, and Active Synchronization. Procedure Title: Use of Blackberry and Smartphone Devices Page 2 of 6 Procedure Number: ADM 080-001 01.03 User — employee that accesses the City's computer network by means of a Blackberry or Smartphone. 01.04 Computer Network — Connection between two or more computers through a cable or wireless connection. It enables users to share information and devices between computers and other employees within the network. On the network, data and devices installed on other computers can be shared. 01,.05 Mobile Computing Device — a pocket -sized computing device, typically having a display screen with touch input or a miniature keyboard. 02 Responsibilities 02.01 Chief Administrative Officer to: a) approve any amendments to this procedure. 02.02 Directors/Division Heads/Managers to: a) actively support and administer this procedure; and b) recommend amendments to this procedure for the consideration of the Chief Administrative Officer. 02.03 Users to: a) adhere to the requirements of this procedure. 03 Security 03.01 Users are responsible for the security and maintenance of the BBSP devices. 03.02 Each device must be password protected for its power -on sequence, as well as having a password protecting the SIM card (where available). The password(s) must have a length not less than five characters and contain a combination of numeric and alpha characters. 03.03 On a Blackberry the password will be required after thirty minutes of inactivity in order to access the device's functions. The same requirement applies for a Smartphone providing the option is offered. 03.04 The number of password attempts is limited to ten on the Blackberry. After ten unsuccessful attempts to enter a correct password, all data stored on the device will be erased, and the device will be disabled. If this should happen, contact IT. Procedure Title: Use of Blackberry and Smartphone Devices Page 3 of 6 Procedure Number: ADM 080-001 03.05 Users agree to never disclose passwords unless requested to do so by a verified IT employee. 03.06 Should a City provided BBSP device be lost or stolen, both IT and Supply & Services must be notified immediately. If the BBSP is a personal device, only IT needs to be contacted. If the lost device is a Blackberry, IT will issue a wireless command to erase all data stored on the device. 03.07 A BBSP may not be used to enter or store City related passwords (other than for the device itself), safe/door combinations, personal identification numbers, or sensitive or confidential information. 03.08 Users must ensure that the opening screen for their City provided Blackberry indicates that the device is the property of the City of Pickering. It must also set forth contact information for the user so that the device can be returned if found. The 'information' field must include name, City address, and the user's office phone number. The same requirements apply to the City provided Smartphone providing the option is offered. The initial setup will be performed by IT. 04 Authorized Usage for City Provided BBSP 04.01 Under no circumstances should the assigned BBSP be used as a replacement for a personal cell phone or residential landline phone; however, incidental personal use of the BBSP device will be permitted. 04.02 The usage of a BBSP device will be subject to the same monitoring as any other resource. 04.03 Text and PIN -to -PIN messaging are discouraged due to the limited business application unless prior authorization received. 04.04 The City will install the Blackberry Enterprise Server (BES) software on the BBSP. Emails, calendar updates, and contact updates are transmitted immediately between the City and the Blackberry device allowing the two devices to be always synchronized. 04.05 As the Blackberry is to be used primarily for City business, the device will not be assigned a Blackberry email address. Emails received and sent from a Blackberry will utilize the City's MS -Exchange server; thus, the outgoing emails will be identified as being sent from the City. IT will be excluded from this dictate to permit the receiving of network alerts. 04.06 Users are responsible for returning the BBSP to the City when it no longer needed to perform work assignments or if requested by their Director. The user is responsible for the replacement and any related Procedure Title: Use of Blackberry and Smartphone Devices Page 4 of 6 Procedure Number: ADM 080-001 costs as determined by the City should the BBSP not be returned when requested. 04.07 Questions relating to this procedure should be directed to the Director, Corporate Services & Treasurer. 05 Requesting a City Provided Blackberry or Smartphone 05.01 The Director or CAO will submit an email request to Supply & Services for either a Blackberry or a Smartphone. The user to whom the device is to be assigned must be identified within the email. 05.02 Supply & Services is responsible for identifying the make and model of the BBSP to be ordered. Preference will be given to low-cost models. If a specific device is requested, Supply & Services is to be provided with the reasoning. 05.03 If a Blackberry is requested with the `Mike' feature, Supply & Services is to be provided with details of the requirement. 05.04 If the BBSP is replacing a current cell phone, the email must include the cell number of the current cell phone. 05.05 A data plan can only be requested for a Blackberry. The City's standard data plan will be contracted. If additional features are requested, they must be specified at time of request. 05.06 Smartphones are to be ordered with only a voice plan. Data plans are not authorized for smartphones. 05.07 Supply & Services will release the Smartphone to IT as synchronization software will be required to be loaded onto the user's PC or laptop. IT will release the Smartphone to the user once the software has been installed, and will provide initial training, if required. 05.08 Supply & Services will release the Blackberry to IT so that it can be setup on the Blackberry Enterprise Server (BES). Once the setup has been completed, IT will release the Blackberry to the user and will provide initial training, if required. The setup will have calendars, contacts, and emails synchronized between the Blackberry and MS - Exchange. 06 Requesting an Employee Owned BBSP to be connected to the City's Computer Network 06.01 The Director or CAO will submit a Help Desk request identifying the user and whether the request pertains to a Blackberry or a Smartphone. If the request is for a Blackberry, IT will determine if sufficient BES licences are available to fulfill the request. Procedure Title: Use of Blackberry and Smartphone Devices Page 5 of 6 Procedure Number: ADM 080-001 06.02 If the request pertains to a Blackberry, it is the responsibility of the user to ensure their data plan accommodates a BES connection. 06.03 Providing a licensing or technical issue does not exist, both the Director and the user will be requested to sign the appropriate Usage Agreement. 06.04 Upon IT taking receipt of the signed Usage Agreement, IT will schedule the connection. Both the Director and user will be notified once the request has been fulfilled. 06.05 Should IT be unable to fulfill the request, an explanation will be provided to the Director. 07 Employee Departure Should a user cease to be a City employee, the user's immediate supervisor is responsible for returning the City provided BBSP to Supply & Services. Procedure Title: Use of Blackberry and Smartphone Devices Page 6 of 6 Procedure Number: ADM 080-001