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Town of Truro - Policy & Procedure Manual
Subject:
Policy Number:
Approval Date:
Amended Date:
Amended Date:
Amended Date:
Departments:
Mobile Device Policy
P100-012
April 3, 2006
April 7, 2008
May 4, 2009
June 10, 2013
All Departments
This policy is intended to provide guidelines for the assignment and proper use of mobile
devices. The general intent of this policy is to ensure that the costs associated with the use of
mobile devices is managed appropriately, and that all stakeholders maintain efforts to control
ongoing operating costs.
DEFINITIONS:
User: Any employee, member of Town Council, volunteer or committee member, or anyone
assigned a mobile device on a permanent or temporary basis, consuming voice and/or data
services provided through a Town of Truro wireless contract.
Official Business Use: Town business, which relates to the official Town duties of the User.
Personal Use: Any Mobile Device use that does not relate to the official Town duties of the
User.
Cell Phone: A portable wireless phone which uses a local service provider contracted by the
Town of Truro.
Smart Phone: A device that, in addition to providing access to cell phone service, provides the
User with access to Town of Truro corporate email and calendaring system. The Blackberry is
currently the only supported Smart Phone for the Town of Truro.
Wireless Internet Device: A device often referred to as an "Air Card" or "Internet Stick", which
is intended to interface a personal computer or laptop to the internet through a wireless service
provider's cell network.
Mobile Device: Generalization for any of the three device types listed above.
Tether: Use of a cell or smart phone as a modem to provide internet access to another device,
such as a laptop computer.
POLICY
The Town of Truro supports the use of mobile devices for Users when there is a compelling
business interest. Mobile devices can enhance the operational effectiveness and efficiency of
staff while away from the office as a means of placing and receiving telephone calls, accessing
corporate electronic mail and calendaring services, and in some cases providing mobile access to
corporate computer applications.
While the value of mobile devices is recognized, they are costly to operate and expenditures need
to be controlled. Authorization to purchase and use mobile devices is limited to circumstances
where substantial use of the device will be for Town of Truro purposes, and they are the most
appropriate, practical and cost effective solution to meet the User's needs.
No element of this policy shall limit a department from applying mobile devices to new or
changing business needs. New applications for mobile devices should be discussed with the
Information Technology (IT) Manager, to assess the impact from a technology and contractual
perspective.
ELIGIBILITY
Provision of a mobile device is not considered an entitlement or granted as a perk. Mobile
devices shall be issued only to those employees with a demonstrated need for their use. Senior
Staff will justify mobile devices to the Chief Administrative Officer or Director of Finance
before approval is given. Senior Staff will justify to the Chief Administrative Officer or Director
of Finance, the need for any staff to take their mobile device home after hours.
Mobile devices are an important compliment to the existing land phone lines and radio
equipment being used, more effectively providing immediate communications, resulting in better
efficiency on the job, and a better service to taxpayers and citizens. In approving use of a mobile
device, consideration should be given to the User's total communications environment and
whether the mobile device is warranted.
The following criteria, as well as any criteria defined by a particular department, should be
considered when approving a mobile device request:
1. User frequently works out of the office as part of their regular duties.
2. User is required to be "on call"
3. User requires immediate access to email, calendar and/or data services to respond to
emergency incidents or facilitate work assignments and scheduling.
4. In the case of Smart Phones and Wireless Internet Devices, the decision is influenced by
reducing risk or increasing service/productivity that helps to offset the increased cost of
the service.
5. The concept of redundancy for business processes is encouraged, especially where public
safety is involved.
6. User is a member of a Town Department providing 24/7 service to the public
7. Members of the Town Emergency Measures Committee or Regional Emergency
Measures Committee may be provided with a mobile device, as necessary.
Mobile Devices
Cell phones are less costly to operate than Smart Phones, and therefore should be the preferred
device to meet the department's requirements. Due to the integrated nature of mobile devices
with Town of Truro corporate systems, hardware specifications for mobile devices will be
established by the Town of Truro IT Department to ensure compatibility and security standards
are met.
GENERAL USAGE GUIDELINES
Wireless Voice Services
The Town of Truro mobility contract has been constructed to provide Town of Truro preferred
rates through the pooling or sharing of cellular minutes and data packets amongst all Town of
Truro mobile devices. The plan is not an unlimited plan. Users who consume less minutes serve
to offset those who have higher usage requirements. All minutes are counted, and all Users
should limit the amount of time spent on cell phones by placing or receiving calls on land lines
where possible and practical
Text Messaging
The provision of text messaging services comes at a cost to the Town of Truro. Incoming text
messages sent by other mobile users are received at no cost, and can be received regardless of the
ability to send text messages, there are costs associated with exceeding Town of Truro overall
outgoing text message limits. All Users using text messaging are requested to limit outgoing text
messages to 100 per month or less.
Use Outside Canada
Complying with the legislative requirements of the Personal Information International Disclosure
Protection Act (PIIPDA), as well as the cost of international roaming charges, dictate that Users
will not be authorized to travel outside of Canada with their Town of Truro mobile device.
Alternatives are:
A basic laptop computer accessing a free hotel internet connection can be used for email
or internet connection. The laptop will be verified to be free of any data containing
personal information, and provided by the Town of Truro IT Department.
RESPONSIBILITIES
Mobile Device User:
Users have the responsibility to use all Town equipment, or Town leased equipment, with
prudence and reasonable care. Town of Truro will replace devices damaged in the course of
conducting Town business. All other loss or damage, including water damage, is the
responsibility of the User of the device and replacement costs will be recovered from the User.
Users may be requested to review the invoices for the cell phone assigned to them and be
prepared to verify the calls listed on the invoice. Use of cell phones shall be for official business
use.
In recognition of the need for most Users to take care of occasional personal matters, limited
personal use of Cell Phones and Smart Phones is permitted, provided it does not interfere with
Town of Truro business or incur additional costs to the Town. Users should be aware that there is
no expectation of privacy of such personal use, and that detailed phone records exist for all calls,
texts and emails placed to and from Town of Truro mobile devices. In the event that personal use
incurs additional expense to the Town of Truro, Users will be expected to reimburse the Town
for such usage. Due to the high cost and potential for large data volumes, personal use of
Wireless Internet Devices is not permitted.
Sr Staff:
Sr Staff shall be provided with copies of monthly bills to be reviewed to insure that cell phones
are used appropriately and the Town is being reimbursed for any use that cannot be identified as
official business use, that results in additional expense to the Town. Any extra charges on the
monthly billing that are for business use shall be signed off as such by the user. Any misuse of
cell phones assigned to their department should be addressed immediately upon discovery. The
contract provides for some mobile device upgrades after eighteen months. There will be a charge
to upgrade some phones. Other than that, only the Chief Administrative Officer or Director of
Finance can approve the purchase, exchange or upgrade of mobile devices. Cost of repair or
replacement of damaged mobile devices is the responsibility of each department, with the
Director of Finance and IT Manager to be notified. Loaner devices may be available.
Users who use a Town issued mobile device agree to the following rules of use:
(1)
Users shall reimburse the Town for any costs associated with personal use, that results in
additional charges to the Town. Personal use must be clearly incidental to official
business use. Reimbursements shall be made within 30 days of notice by the department.
This includes, but is not limited to, long distance, text and picture messaging, data use,
directory assistance.
Fulltime employees who use a Town issued cell phone may take advantage of free
evenings (6:00pm to 8:00am) and weekends for personal use, by paying $10.00 monthly,
by payroll deduction.
Employee initials for evenings/weekend personal use option. ____
(2)
(3)
All incoming text messages and the first 100 outgoing text messages, monthly, are free.
Users have the option of paying $5.00 monthly, by payroll deduction, for unlimited
outgoing text messages.
Employee initials for unlimited outgoing text messaging option. ____
Unless specified otherwise, the first 100 minutes of long distance within Canada monthly
for each line is free.
Although many cell phones have the capability of being connected or "tethered" to a
computer to serve as a modem to provide internet access, such usage is in violation of our
mobility contract and is prohibited under this policy. The cost of doing this can be
substantial and will be the responsibility of the User to pay all associated charges.
Users shall promptly notify their Department Head and the IT Department if any Town
mobile device is damaged or stolen. If a Town issued mobile device is stolen, the User
responsible for the device shall also file a police report.
Users shall exercise extreme caution when driving and talking on a cell phone. Unless
utilizing a speakerphone or handsfree option, users shall stop their vehicle as soon as
safely possible, before using cell phones. Users shall comply with Section 100D of the
Motor Vehicle Act: "It is an offence for a person to use a hand-held cellular telephone
or engage in text messaging on any communications device while operating a vehicle on
a highway". Users in violation of that section shall be held personally responsible for any
charges or damage that may occur.
When a user no longer has a demonstrated need for the mobile device, or when
employment with the Town is terminated, that user shall return any mobile device and
accessories to the Director of Finance.
Any employee who demonstrates a large amount of personal use may be subject to an
audit for the previous 12 month period. Excessive personal use and/or personal use costs
that are not reimbursed by the employee, may be considered fraud and will result in
appropriate corrective action.
Repeated non-compliance with this policy shall result in progressive discipline and will
result in loss of cell phone.
(4)
(5)
(6)
(7)
(8)
(9)
(10)
Freedom of Information and Protection Of Privacy (FOIPOP)
Employees are advised that records related to calls and texts made on Municipal owned cell
phones are municipal information. As such, information related to telephone numbers, length of
call, time and date of call or text, as well as any downloadable data recorded on the mobile
device, such as digital images (pictures), text messages or phone book entries, are subject to, and
may be obtained under the provisions of FOIPOP legislation. Employees are advised, and should
be aware of the fact that cell phone calls are not secure and can be monitored. It is a crime for a
third party to intentionally monitor cell phone conversations without the consent of one of the
parties to the conversation. A party to the conversation can legally monitor or record the
conversation. Although it is technically difficult, inadvertent monitoring of private cell phone
conversations is possible. Caution should be used whenever confidential or sensitive
information must be discussed.
I have read the above Policy regarding cell phones and hereby agree to adhere to these
guidelines.
____________________________________
Employee Name
_________________
Cell phone number
____________________________________
Employee signature
_________________
Date
____________________________________
Sr Staff signature
_________________
Date