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HomeMy WebLinkAboutMOBILE TABLET - IPAD's 5-2012City of Santa Ana City Manager's Authorization i� Administrative Policies and Procedures Section: Administration and Operations Policy and Procedures on Date Approved: Number: Tablets May 22, 2012 900.22 PURPOSE The purpose of City of Santa Ana's (COSA) Tablet Policy is to establish guidelines for assignment and use of Tablets, to establish guidelines for approved use of personal Tablets, and to implement procedures for control and cost containment. ORGANIZATIONAL UNITS AFFECTED This policy applies to all COSA employees, appointed and elected officials who are considered 'Authorized Users'. POLICY COSA has established a policy for the purchase, use, and support of post -PC Tablets to increase the efficiency and effectiveness of its services to COSA citizens. DEFINITIONS A. Tablet - refers to a post -PC wireless portable computing device with a touch screen interface. The Tablet form factor is typically smaller than a notebook computer, but larger than a smart phone. B. Authorized Tablet — A list of authorized Tablets may be obtained from the Information Technology Personnel. C. Authorized User - refers to all COSA employees, appointed and elected officials approved for assignment of a Tablet. D. Owner - refers to the party who purchased and maintains ownership of the Tablet, e.g. COSA, another public agency, or private individual. E. Personal Tablet- any Tablet not owned by COSA, but connected to the City's network. 1 1 P PROCEDURE A. General Guidelines 1. All questions and /or problems regarding the use of a Tablet shall be reported to the agency's technical support. 2. It is mandatory that the Tablet be password protected to secure COSA information and correspondence. 3. For security reasons, the Tablet must be able to be remotely wiped or erased. 4. Tablet wipes may be performed under the following circumstances: ■ reported as lost or stolen • infected by a virus or other malware • to repair a software issue • to protect COSA data and network security • upon completion of service with COSA *It is the responsibility of each user to back up any personal data and application downloads since the remote wipe will erase all data on the Tablet. COSA bears no legal or financial responsibility for loss or effect to personal data, or for applications downloaded by the user to this device which are lost or affected as a result of this security wipe /erasure. 5. Applications required to conduct business will be determined by each agency. 6. Applications shall be updated by downloading updates when prompted. It is recommended that applications be updated to keep them running properly. 7. Repairs, updates, replacements, and changes for Personal Tablets shall be handled by the owner of the Tablet. 8. Users with Tablets synced to a COSA email account must comply with COSA's Mobile Electronic Device Security Policy. This policy requires users to have their devices password protected. 9. Tablet users must comply with current California legislation in regards to use of wireless devices and vehicles. Text -based communications while driving is prohibited. The law prohibits writing, sending, or reading text - based communication — including text messaging, instant messaging, and e -mail, on a wireless device or cell phone while driving. 2 IP 10. The Tablets fall under the COSA Mobile Electronic Device Security Policy. Users shall be familiar with the policy which shall be strictly adhered to. B. COSA Owned Tablet Guidelines 1. The Tablet is provided for the purpose of conducting COSA business. 2. The COSA Internet Acceptable Use Policy shall apply to Tablet usage and shall be strictly adhered to. Subject to the restriction of the Internet Acceptable Use Policy, some occasional and limited personal use of the Tablet is allowed as long as it does not interfere with conducting COSA business. 3. COSA may issue a Tablet device to elected officials who currently receive hardcopy Council packet/agendas. a. A Tablet may be used by elected officials primarily as a replacement for paper in the distribution of Council packet and agendas. Good business judgment will be used when utilizing the Tablet for other business purposes. b. All questions and /or problems regarding the use of a Tablet for COSA City Council packet/agendas shall be reported to Tech Support at 714 647 -6952. Support will be offered during normal City Hall business hours. C. Elected officials may use their own ID to obtain additional applications. They are responsible to back up these applications. COSA may restore the original image during trouble shooting of issues, which may wipe out applications installed by the elected official using their own ID. The Elected official will be responsible for restoring their own applications. 4. Approval for assignment of a COSA provided Tablet is contingent upon advance approval by the City Manager. The Information Technology Personnel will be notified of such approval to initiate the purchase of the Tablet. 5. A Tablet must be assigned to a specific person who is then responsible for the equipment and usage. Upon completion of service to COSA, the Tablet must be returned to COSA's Information Technology Personnel immediately. 3 1 P 6. Repairs and /or replacements of COSA Tablets due to negligence or misuse must be paid for by the Authorized User who was issued the device. Defective, lost or stolen equipment should be immediately reported to the agency's technical support. 7. Activation and use of the cellular data network will be set up by the agency's technical support. 8. Tablet purchases, repairs, iOS updates, replacements, and changes will be handled by the agency's technical support. COST SHARING POLICY (APPLICATION COSTS) A. Application purchases for elected officials' Tablet will be the under the direction of the City Manager's Office. A standard application suite will be installed on each Tablet by the Information Technology Personnel for these designated users. B. Application purchases for all others will be reimbursed by the Authorized user's agency. RELATED DOCUMENTS • COSA's Mobile Electronic Device Security Policy #900.20 • COSA's Internet Acceptable Use Policy #900.21 APPROVgD AS TO FORM: 1 Page