Governance
Board-Issued Device Use Policy

Policy No: 02/15

Date Approved: June 24, 2015

Policy Statement

The Regional Municipality of York Police Services Board (“the Board”) supports using Technology and Technology supports to increase the productivity of the Board office while conducting Board business.

Board-issued equipment is the property of the Board. This is a policy relating to the acceptable use of Board Devices.

The policy requirements set out in this document shall form part of the Police Services Board Policy Manual.

1.    Purpose

This Policy sets out guidelines for use of Board-issued equipment.

2.    Definitions

Technology is defined as a tool that supports and promotes efficient and effective services through electronic data (text, graphics, images, voice and video) capture, manipulation, retrieval and transmission. 

Devices are portable Board-issued Technology provided for the use of the Board and includes all data and voice processing and communications hardware and software including personal computers, telephones, tablet devices, peripherals, keyboards, cases, covers, styluses or any other equipment necessary for optimal use of electronic devices or tools.

Mobile Applications or “Apps” is defined as a computer program designed to run on smartphones, tablet computers, and other mobile devices.

Phishing is defined as the activity of defrauding an online account holder of financial or personal account information by posing as a legitimate company.

Malware is defined as a category of malicious code that includes viruses, worms and Trojan horses.

Virus is defined as a piece of code capable of copying itself and typically has detrimental effects, such as corrupting a system or destroying data.

3.    Application and Scope

This Policy applies to all members of the Board and Board staff.

4.    Policy Guidelines

4.1    Devices shall be used for conducting Board business and shall follow the appropriate internet usage guidelines as outlined in this document.

4.2    Devices shall be returned to Board staff at the end of a member’s term. This includes all Technology, back-ups, cases/keyboards, chargers, keyboard chargers and boxes.

4.3    Devices shall be assessed on return for upgrade, replacement or disposal. If deemed to be in fair condition, they will be re-distributed to new Board members or disposed of appropriately.

5.    Internet Usage

5.1    Use of a Device constitutes acceptance of this policy and confirms the understanding that the Device is to be used for business purposes.

5.2    Information contributed to or retrieved from these Devices must be protected against disclosure to unauthorized agencies or persons.

5.3    Before releasing information, ensure that the requestor is an authorized person, if uncertain please verify with Board staff.

5.4    Board Technology will not be used for any activity from which the user will benefit financially for any purpose that might be considered offensive or violate Board policy.

6.    Usage and Security of Devices

6.1    Board members and staff are responsible for the security of the Device and its software. Board members are required to keep their Devices updated through software updates to ensure all security patches are current. 

6.2    Board members and staff are responsible for the security of Devices by being cognizant of phishing, malware, viruses and/or avoiding websites which might compromise the software on their Devices, being mindful of the following:

  • Do not click on pop-up screens, spam, advertisements or suspicious links that come from unrecognized senders. These may try to cause you to act quickly through threats of security breaches, unauthorized account usage etc.
  • Do not download files or open attachments from unknown senders on the Device.
  • Do not communicate personal information, such as usernames, ID’s, passwords, or credit card information through a link in an email even if it appears to be authentic. 
  • Do not share your usernames, ID’s and/or passwords as this can be used to compromise your account.

6.3    Board members are asked to report any suspicion of viruses or phishing to Board staff as soon as possible.

6.4    Board members are asked to report damaged or lost Devices to Board staff as soon as possible.

6.5    Nothing should be accepted or sent through Bluetooth or other wireless sharing services unless the third party is known and is the intended sender/recipient.

6.6    Lock the Device when not in use. This can be done by closing the case, which locks automatically or by pressing the lock button or lock command on the Device.

7.    Costing and Downloading Applications

7.1    Costs associated with the downloading of applications are the responsibility of the member and staff unless it is related to Board business.

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