Okaloosa County BOCC — January 7, 2014 — Policy Communications Mobile Device Revisions 1-14 — reading text

CHAPTER XXIX – COMMUNICATIONS POLICY Section A – Purpose The purpose of this policy is to establish the Information Systems Department as the responsible authority for directing technology and data management for the Okaloosa County Board of County Commissioners. This policy specifies or outlines the responsibilities of the Information Systems Department and of authorized users. The purpose of the Information Systems Department is to provide and maintain an organized, shared information infrastructure that enables our County to share data, services and reduce duplication of effort. The management of technology and data in a coherent, organized county- wide effort is necessary to ensure limited money, resources, and time are wisely allocated and efficiently utilized to provide effective, efficient government in Okaloosa County. A centralized Information Systems Department ensures users the maximum benefit of technology without having to acquire the expertise to setup, configure and maintain networks, operating systems, application software and databases. Therefore, employees are allowed to use computer equipment to do their jobs in the most efficient manner possible. Section B – Scope and Applicability All County employees, contract employees, contingent workers, volunteers, interns and vendors using County computer equipment shall use the equipment for authorized business purposes and in accordance with this policy. This policy does not cover the use of office automation equipment such as calculators, typewriters, radios or televisions unless these devices are attached to County computer equipment or the County network. All employees using computer equipment are required to read and comply with this policy. By using any item of computer equipment, County employees consent to all provisions of this policy. Section C – Policy The Information Systems Department is responsible for directing the management of all technology and data for the County. This policy defines the responsibilities of Information Systems Department personnel and of authorized users. Just as Information Systems Department personnel are not required to perform authorized users’ jobs, authorized users are not required to perform Information Systems Department personnel jobs. Therefore, all employees can use computer equipment to do their jobs in the most efficient manner possible. The Okaloosa County Board of County Commissioners’ networks will be protected by one (1) or more firewalls which are controlled exclusively by the Information Systems Director. There will be no access to the County networks except through these firewalls without the expressed, written approval of the Information Systems Director. Conversely, there will be no access from within the County networks to resources outside the networks except through these firewalls or with the expressed, written approval of the Information Systems Director. The objective is to ensure that the Information Systems Department controls all access that exists either into or out of the network and to ensure that the Information Systems Department has the opportunity to enact acceptable solutions that are consistent with security objectives of the County. Any network equipment utilized on County’s networks must be configured by Information Systems Department personnel. County employees will not access another network, (e.g. Public Patron Internet or wireless networks) with County equipment or on County time. Computer equipment, networks and data must be protected from internal sources as well as external sources. It is the responsibility of the Information Systems Director and each department director to ensure that each individual is given the access to the computer equipment and data that he/she needs to do his/her job. Department director approval is required, with the documented need for “at home” or off-site use. A current list of equipment at employees’ residences must be kept by the respective department directors and submitted to the Information Systems Director. Conversely, it is the Information Systems Director and each department director’s responsibility to allow employees access to only the computer equipment, networks and data that he/she needs to do his/her job. Therefore, only authorized computer equipment and peripherals purchased and/or supported by the County and approved by the Information Systems Department will be allowed to connect to County networks. For example, but not limited to, no Universal Serial Bus (USB) thumb drives, portable drives, cameras, video, telephones or wireless devices of any type are to be purchased or connected by any means without the Information Systems Department’s approval. County users with “Aircards” or access to other wireless devices of this type (including when traveling) must be used for official County business only. Non-County devices must follow the guidelines and procedures established by the Information Systems Department. It is the policy of the County that the use of the Internet by County employees is permitted and encouraged where such use is suitable for business purposes and supports the goals and objectives of the County and its departments. Employee access to the Internet must be with a browser installed by the Information Systems Department. The Internet is to be used in a manner that is consistent with the normal execution of an employee’s job responsibilities. Computer networks designed for public use, such as wireless, the Library Cooperative, Conference Center and Airport patron Internets, are not for County employees’ use on County time. Internet traffic must pass through firewall and filtering software. Exceptions are made for County employees travel with prior approval from the Information Systems Department. Section D - Cellular and Mobile Devices 1) An employee may be provided a mobile device or other wireless communication service if it is determined to be necessary under one or more of the following criteria: a) Availability of device and service is integral to the performance of specific duties within the employee's job description. b) A substantial portion of the employee's work is conducted outside of the building or buildings where the employee is assigned to work. c) The employee does not have an assigned office or workspace and needs to be contacted on a regular basis by the department or division for assigned services or to provide needed information. d) It is a job requirement that the employer be able to reach the employee outside of the employee's normal work hours. 2) To be approved for a mobile device and associated service plan, the following procedures are applicable:  a) The supervisor of an employee requesting the device and/or plan must determine if the employee meets the eligibility requirements. b) Documentation to support the decision to issue the device and plan must be provided on an Okaloosa County Mobile Device Request Form, approved by the department director and forwarded to the Human Resources Department. c) All procurement of mobile devices and approval of designated rate plans are made by Purchasing with input from department directors. d) Usage of mobile devices must be in accordance with the county’s current personal use policy. 3) Personal use of mobile devices is permitted if it: a) Does not interfere with existing departmental rules, policies or protocols. b) Does not disrupt or distract the conduct of Okaloosa County business due to the volume or frequency of calls; or involve or support illegal activities. c) Is compliant with county policy. d) Is authorized by the department director on an Okaloosa County Mobile Device Request Form with a payroll deduction to offset the cost of personal use. e) All mobile devices used for county business are subject to monitoring. 4) Restrictions: a) Access to Board of County Commissioners’ network data is prohibited. b) The county is not supporting or authorizing the use of any personal devices for business purposes. c) Access and use of MiFi hotspots are allowed only if approved by the Information Systems Director. d) Employees driving county vehicles are required to comply with all laws regarding the use of mobile devices while driving. Texting and email use while driving are prohibited. e) Commercial drivers covered by the Department of Transportation (DOT) regulations are prohibited from using hand-held mobile devices while driving. Employees operating non-commercial vehicles should keep mobile device use to a minimum while driving and use hands free if possible. f) Motor vehicle operators on Eglin and Hurlburt Air Force Bases are prohibited from using cell phones while operating a vehicle on base (unless there is imminent danger or to report an accident). 5) Operational and administrative procedures:  a) Department directors will provide a copy of the communications policy to all employees who are assigned a mobile device. b) Employees must read and abide by the communications policy. c) Department directors are responsible for enforcing the communications policy and monitoring the usage of all electronic equipment used in the department to include usage of minutes and personal use. d) Mobile device group leaders may be designated by department directors to manage electronic equipment within departments and divisions. e) Employees must return mobile device equipment to their supervisors upon termination of employment, transfer to a position that does not require a mobile device, or upon request. f) Employees must report to their supervisors, lost, stolen or damaged devices as soon as possible. Section D – E Text Messaging All Okaloosa County electronic business communication should be completed primarily through County e-mail. Due to the County’s obligation to comply with Florida’s Public Records law and its technology limitations, County employees may only communicate by text message when the message being sent and/or received is considered transitory in nature and has no archival value as defined by the Department of State, Division of Archives, Bureau of Records Management. “Transitory” refers to short-term value based upon the content and purpose of the message, not the format or technology used to transmit it. Examples of transitory messages include, but are not limited to, reminders to employees about scheduled meetings or appointments; most telephone messages (whether in paper, voice mail, or other electronic form); announcements of office events such as holiday parties or group lunches; and recipient copies of announcements of agency-sponsored events such as exhibits, lectures, workshops, etc. Transitory messages are not intended to formalize or perpetuate knowledge and do not set policy, establish guidelines or procedures, certify a transaction, or become a receipt. Using a wireless communication device to text while driving presents an unsafe condition and employees shall not compose, read or send text or e-mail messages while driving. Furthermore, County employees should have no reasonable expectation of privacy when texting from a County issued wireless device. Section E F– Use of Equipment Telephones, cellular phones, voicemail systems, fax machines, and computers, including electronic mail systems (e-mail) and Internet are provided for county business use and personal use of these devices is generally prohibited except as expressly authorized. (See “Personal Use Defined” below). Also prohibited is the use of any of these systems to transmit or receive