ensure that all users understand how mobile phones supplied by the council should and should not be used.

Transcription

1 Mbile Phne Plicy & Guidance Intrductin This plicy is designed t safeguard bth the cuncil and users f mbile phnes supplied by Angus Cuncil. It aims t ensure that these are used effectively, fr their intended purpses and withut infringing legal requirements r creating unnecessary business risk. This plicy sets ut general principles and specific rules. Its aims are t: Scpe prmte the effective use f mbile phne facilities. ensure that all users understand hw mbile phnes supplied by the cuncil shuld and shuld nt be used. prtect bth the cuncil and individuals frm the pssibility f legal actin. prtect the cuncil's infrmatin technlgy systems against damage frm mbile phnes which have and internet facilities. This plicy applies t all persns granted use f mbile phnes supplied by the cuncil. This includes cuncil emplyees, staff secnded t the cuncil frm ther rganisatins and elected members, whether lcated within r ut with cuncil premises. It als includes cuncil staff cnnecting t cuncil resurces using mbile phnes which have and internet access. General Principles Mbile phnes are prvided primarily fr the fllwing circumstances the need fr the emplyee t be cntactable and t cntact thers. if the jb requires ut f hurs cntact. if fllwing a risk assessment, a risk t persnal safety exists which in part may be addressed by access t a mbile phne. In determining whether a mbile phne is required, the fllwing factrs will be cnsidered whether the emplyee has ther cmmunicatins facilities which wuld suffice. whether the emplyee culd share a mbile phne with ther emplyees. whether anther mechanism wuld satisfy the cmmunicatins requirement. revenue budget cnsideratins. Eligibility fr a cuncil prvided mbile phne is determined as an peratinal matter fr managers. Yu must use the cuncil's mbile phne respnsibly, lawfully and in accrdance with the terms f this plicy.

2 Yu must nt use the mbile phne in any way which is incnsistent with carrying ut yur jb r might cnflict with the cuncil's interests. Yu must nt use the mbile phne t access, use r distribute any material, r t participate in any activity, which is, r might reasnably be regarded as, distasteful, ffensive r indecent r harmful t ther users. The fllwing list gives examples f the srt f material r activities will be regarded as unacceptable. It is nt exhaustive. bullying r harassment. persnal insults, attacks r abuse. racist r sexist activity. chain letters r games. prngraphy. yu must nt use the mbile phne t: participate in internet chat rms r grups etc. place rders fr gds r services (unless authrised t d s). carry ut any business activity either fr yurself r n behalf f smene else. uplad, dwnlad r therwise transmit cmmercial sftware r ther material, in vilatin f its cpyright. if yu identify any abuse r misuse f the mbile phne yu must reprt it t yur manager. Breaches f the Plicy Emplyees wh d nt fllw the terms f this plicy will be liable t disciplinary actin and, depending n the nature f the breach, may als be liable t legal prceedings. Nn emplyee users f the facilities wh breach the plicy may have their access t the facilities withdrawn and, depending n the nature f the breach, may be liable t legal prceedings. Persnal Use The cuncil prvides mbile phnes t help yu t carry ut yur jb. Hwever yu are allwed persnal use f the mbile phne as lng as yu adhere t the terms f this plicy. While cmpsing, sending r reading SMS messages r using the cuncil supplied mbile phne fr persnal vice calls ccasinally during wrking hurs is allwed, excessive use during nrmal wrking hurs is nt. The general requirement is that yur persnal use f the mbile phne must nt interfere with ding yur jb.

3 Dwnlads f any materials such as applicatins r ring-tnes are nt permitted as viruses can ften be embedded in these materials, hence rendering the mbile phne prvided by the cuncil inperable. Reimbursement fr Persnal Use The mbile phne user must reimburse the Cuncil fr all persnal calls, SMS/MMS messages and fr persnal brwsing inclusive f VAT. The Cuncil has arrangements in place fr the recvery f the cst f persnal use f these facilities. This is in accrdance with prcedures determined by the Head f Finance. Mnitring The cuncil cntinuusly mnitrs the use f mbile phnes. It des this t: identify unauthrised, imprper r criminal use f the facilities. identify breaches f this plicy. where mbiles have internet/ access, maintain the security and cnfidentiality f its infrmatin technlgy systems. help maintain the effective peratin f these systems. check service standards. allw managers t cntrl revenue spend. T achieve these purpses the cuncil mnitrs: call recrds via invices & management reprts. internet dwnlads, data vlumes, and times and dates. Fr Mbile phnes which have internet r functinality, the existing plicy available n the intranet and Internet Plicy assciated dcuments 'Using ' and the Cuncil's Infrmatin Security Plicy and guidelines apply and must be adhered t. The cuncil's preferred supplier via the OGC Catalist framewrk makes every effrt t restrict access t internet sites cntaining inapprpriate material; this hwever cannt be guaranteed due t the cnstantly changing nature f the internet. GENERAL GUIDELINES These guidelines shuld be read in cnjunctin with the plicy. They are designed bth t explain the backgrund t the plicy and t utline apprpriate use and gd practice. Preferred Supplier Crprate Services administer the cntract fr the supplies and services f mbile prvisin thrugh the Office f Gvernment Cmmerce's Catalist framewrk fr mbile phnes. Therefre mbile

4 phnes must nly be bught frm the framewrk and mechanisms agreed by Crprate Services, and departments must nt prcure handsets directly ut with this cntract arrangement. At present the Cuncil utilises netwrk carrier services f Vdafne and O2. Cverage N mbile phne can prvide cverage all the time, therefre users shuld bear in mind that calls can nly be made/received apprximately tw thirds f the time due t the fllwing factrs - lcatin f nearest transmitter, the lcal envirnment, battery strength, type f handset, prevailing weather cnditins, netwrk capacity/cncurrency, netwrk prblems, busy destinatin etc. Vic is available fr incming calls in this situatin. These factrs shuld als be cnsidered by line managers when cnducting a risk assessment fr persnal safety. Mbile Phne Security Relevant care shuld be taken t ensure that mbile phnes are kept securely and nt left n display in cars etc. Security lck cdes shuld be used where available t prevent misuse f cuncil mbiles. Line managers shuld keep a recrd f individuals' mbile lcking cdes, shuld the user frget their cde. Vic Users shuld ensure their vic is set-up as detailed in their handbk supplied with their mbile. Nt nly is this cnvenient, it is essential t have this set up in advance in case a call shuld cme in while the mbile phne user is driving. Use while driving Mbile phnes must nt be used while driving. Vic shuld be relied upn t answer the call whilst driving. The user can then take the message when safe and legal t d s. The advice frm the Ryal Sciety fr the Preventin f Accidents' advice can be viewed at Driving fr Wrk: Mbile phnes. RSPA's advice als states that car handsfree kits shuld nt be used while driving as it nly slightly reduces the risk t the driver. As a result f this recmmendatin, n further car hands free kits will be issued by the cuncil. Dwnlading Sftware Mbile phne users shuld nt dwnlad sftware nt their phnes. Dwnlads can cntain viruses which renders the phne useless and irreparable.

5 Lst r Stlen Mbiles Mbile phne users shuld reprt phnes directly t the service prvider t limit the cuncil's liability fr calls made frm the handset. These cntact numbers are Vdafne O And fr legacy cntracts, Orange T-Mbile In additin t reprting this directly with the netwrk prvider, a missing mbile phne recrd must be cmpleted. These are available frm the IT Service Desk (n r via at [email protected]) Redundant r Surplus Mbile Phnes Once a mbile phne has been replaced r upgraded due t age, r where a mbile phne becmes surplus, mbile phnes shuld be labelled fr recycling and returned t the IT Service Desk at Angus Huse. The cuncil participates in the OGC's Fnebak system which reuses r recycles surplus mbile handsets in accrdance with the Envirnment Agency's Waste Electrical and Electrnic Equipment directive detailed at