Mobile Device Usage

POLICY

The WSSB recognizes that appropriate use of mobile devices promotes organizational effectiveness, mobility and customer service. This policy establishes the framework for assignment, use, and management of mobile devices while protecting public records, privacy, and security.

Definitions:

• Active Sync: Mobile application that synchronizes emails, calendar items, contacts and tasks between the mail client on a mobile device and the Exchange Server.
• Bring Your Own Device (BYOD):  This refers to a personal mobile device that the agency has approved for the employee to use for business rather than carry a separate agency-issued mobile device. The employee receives a stipend to reimburse approved business use of their personal device.
• WSSB Business: Any work duties, transactions, and communications conducted on behalf of, representing, or under WSSB’s authority and in compliance with WSSB and state policy.
• WSSB-owned Mobile Device: Any mobile device provided by WSSB for business use.
• Mobile Device: Any communication, computing, or digital storage device that is not installed in a WSSB facility. This includes: Pagers, Cell phones, Smartphones, Tablet computers (includes iPads), Mobile or laptop computers, Memory and digital storage devices, Mobile Hot Spots.
• Mobile Device Management (MDM): Software for administering mobile devices in an enterprise to ensure agency adherence to policies and standards.
• Personal Mobile Device: Any mobile device paid for by the employee.

Framework:

1. Data/information on mobile devices is considered a state resource and is subject to state public disclosure laws. To ensure the security and integrity of the state’s resources and to protect employees’ personal mobile devices from potential public records requests, data deletion, and litigation holds, employees may not download or save any original data (including files, emails, calendar entries or attachments) to a personal mobile device or any external storage device.
2. Employees may not use a personal mobile device to conduct WSSB business, with these exceptions:
   (a.) WSSB employees may use their personal mobile device to access agency resources through secure means such as employee remote access (VPN) or Outlook Web Access but must comply with number 1 above. This also applies to Board members.
   (b.) WSSB employees may use personal mobile devices for incidental, transitory communications on a limited basis. If an employee uses a personal mobile device for business, even if they choose not to seek agency approval and reimbursement, they are expected to comply with this policy.
3. WSSB employees who are issued a WSSB-owned device or are authorized for BYOD must use Active Sync and ensure their device and Outlook app require login and password protections that meet agency security requirements.
4. Mobile devices are approved by appropriate delegated authority and purchased in accordance with WSSB procurement processes.
5. Effective July 1, 2019, all mobile devices used for state business must be equipped with current Mobile Device Management (MDM) software that allows for devices to be encrypted, tracked, and remotely wiped in order to access WSSB networks.
6. To ensure appropriate use of resources, including compliance with public records retention and disclosure laws, WSSB has the right to access, inspect, and/or monitor any mobile device used to conduct agency business.
   (a.) All call records, communications, texts, documents, data, photos, etc. used to conduct WSSB business are subject to review and records retention requirements and public records laws, rules, and policies.
   (b.) It is a best practice to limit the use of texting as an official form of business communication from a records management standpoint because text messages are not currently captured as an original record.
7. If a mobile device used for agency business is damaged or misplaced, the employee must notify the IT supervisor the next business day, so agency information may be wiped from the device.