400 SMART PHONE POLICY


400 SMART PHONE POLICY


401 GENERAL PROVISIONS

401.1 Scope:

This policy applies to Smart Phone use and request for use by Catholic Center employees.

401.2 Purpose:

This policy provides the guidelines for users to request, obtain, and use an Archdiocesan-owned Smart Phone

401.3 Enforcement Authority:

The Director of Information Technology shall enforce this Policy.  Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.



402 SMART PHONE ELIGIBILITY AND REQUESTS

402.1 Approval for Assignment of Smart Phone:

An employee must obtain approval from the employee’s supervisor and Executive Director before submitting a request for assignment of an Archdiocesan owned Smart Phone to the Division of Information Technology.

402.2 Smart Phone Request Form:

All Smart Phone requests must be made through an IT Smart Phone Request Form, available here.

402.3 Eligibility for Assigned Smart Phone:

Eligible employees are exempt employees who often check and respond to email outside of normal working hours, use Microsoft Outlook Calendar to track appointments and schedule meetings and events, and Contacts to store business contact information, and:

1) The employee’s job function requires substantial travel outside of the Catholic Center and near instant access to email, contacts, calendars and other Smart Phone functions; or

2) The employee participates in a large quantity of meetings within the Catholic Center which require frequent and immediate coordination with others.



403 OTHER RULES AND RESTRICTIONS

403.1 Ownership:

All Archdiocesan procured software and hardware, including Smart Phones, are the sole property of the Archdiocese.

403.2 Unapproved Software:

Employees may only install approved software on Archdiocesan Smart Phones.

403.3 Compliance with IT Policies:

Smart Phone users must read and follow the Division of Information Technology’s Computer Use and Internet Policy, available here  and Mobile Device Security Awareness and Usage Guidelines, available here.

403.4 Password Protection:

Employees must, at a minimum, enable 4-digit password protection within the Smart Phone. It is the sole responsibility of the employee to remember the password.  Employees may not disable password protection or enable automatic remembering of passwords.

403.5 Personal Smart Phones:

Employees may not connect their personal Smart Phones to the Archdiocese’s computers or network.

403.6 Sensitive Information:

Employees should not store sensitive or confidential Archdiocesan information (including files or documents) on Smart Phones.

403.7 Repairs:

The Division of Information Technology should be contacted if a Smart Phone requires repair.  Smart Phones will not be sent for repair until all user/Archdiocesan information is removed.