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Portable Devices

We are driven by our demand for information, from anywhere, at any time. The ways in which we do business are changing, and we need to be at the forefront of the change to ensure our continuous improvement.

Whilst we need to make use of mobile technology to enables us to better our way of working and drive our performance, we must also ensure we deliver good information governance.

This guidance aims to support officers in providing safe and secure access to the information they need. This guidance should be read in conjunction with our Portable Device Usage policy.

Which devices does this policy apply to?

  • Smartphones
  • Laptops
  • Tablets
  • Digital camera
  • Voice recorders
  • Smart watches

Why can't I use my own personal device for work purposes?

We don't maintain personal devices and they are therefore classed as unmanaged, whereas Council owned and provided devices are fully managed by us. We are not obliged under law (Data Protection Act 1998) to maintain the confidentiality, integrity or availability of personal data it holds, which we cannot do on an unmanaged device.

We have the ability to enforce security controls on devices under its management which help mitigate the risks above, for example:

  • A staff member’s work provided tablet is stolen whilst on a train journey. They contact the IT Service Desk, who are able to remotely block access and securely erase all the data on the device.

What else do I need to know?

DO:

  • Contact the IT Services Desk to discuss your requirements for mobile working.
  • Keep your mobile device in a secure manner at all times e.g. locked in a draw if you’re away from your desk.
  • Contact the IT Service Desk if you have a business need to use an “app” on your device.
  • Make use of the Council’s applications which have been published and are available on your mobile device
  • Contact the IT Service Desk if your device is lost or stolen. They can remotely secure your device.
  • Check with your Head of Service if you plan on using your device abroad for business purposes. Changes will need to be made to the SIM contract.

DON'T

  • Go and purchase a mobile device from a store with the expectation to use it for mobile working.
  • Leave mobile devices in visible locations which could increase the likelihood of theft e.g. seat of car.
  • Install “apps” on your device. Some do not store information in a secure manner and need to be checked by I.T.
  • Expect to be able to access everything you can from your desktop PC / Laptop on your smartphone or tablet device.
  • Allow anyone else to have access to your device .
  • Travel to countries outside of the EEA without prior discussion with the IT Security Officer. There are data protection and device encryption issues which need to be considered when travelling outside of the EEA.

Page updated: 22/05/2020 09:40:24