COMPUTER USE - ONTARIO COUNTY - Ed Hemminger

OVERVIEW: The County provides a variety of computer resources to its officers and employees, including personal computers, local and wide area networks, software, internet and email services, etc. Use of these resources should be guided by common sense, and the purpose of this policy is to define the acceptable limits within which users may exercise their discretion.

PRINCIPLES:

1. All existing county policies and practices apply to computer use, especially those that deal with intellectual property protection, privacy, misuse of county resources, sexual harassment, information and data security, confidentiality, solicitation on county premises, records retention, open meetings, and freedom of information.

2. Users should have no expectation of privacy in their use of county computer resources. Our equipment and connections are county property, provided for county purposes. Software and systems that can monitor use will be utilized. Use of county computer systems and networks constitutes consent to such monitoring.

3. Users shall not apply county resources to personal gain, such as marketing, sales or solicitation, nor the advancement of any personal belief or creed, religious or political; to illegal activities of any sort, including but not limited to sexual harassment, prohibited discriminatory activity, or copyright infringement; to threatening, obscene, defamatory or harassing activities; to disruptive, unethical or unprofessional behavior. Users shall not apply county resources to intentionally interfere with the performance of the resources, especially networks; to access data on any network computer without the owner's permission; to interfere with the legitimate work of other users; to conduct inappropriate communication; to spread computer viruses, Trojan horses, worms or any other program designed to violate security, interfere with proper operation of any computer system or destroy another user's data; to communicate in the name of the county, or when it may reasonably be assumed that the user is communicating on behalf of the county, without authorization to do so. Solicitation for non-profit and charitable causes (except for the annual United Way fund drive) may only be conducted with the approval of the Board of Supervisors. Users shall apply county resources only to activities which are directly related to the operation and conduct of county government, including users may, outside their normal work hours or on break time, use county resources for reasonable personal activities, including casual email and internet research, provided that all other usage policies are followed and further provided that the Director of Information Services may restrict such personal use if necessary to conserve system resources for county purposes.



4. All data, information, records and software on county resources are the property of the county.



5. Resource security must be maintained, and users shall take all reasonable precautions, including: safeguarding their passwords; maintaining reasonable physical security around county equipment; insuring that virus protection is enabled and in place; regularly backing up essential records; and logging off unattended work stations. Users shall only install software authorized by the Director of Information Services. All incidents potentially affecting system security will be reported to the Director of Information Services.



6. Emails created in the normal course of official County business and retained as evidence of official County policies, actions, decisions or transactions are records subject to records management requirements under the New York Arts and Cultural Affairs Law, and may be subject to specific program retention requirements. Such records include but are not limited to policies and directives, correspondence or memoranda related to official business, work schedules and assignments, agendas and minutes of meeting, any document that initiates, authorizes, or completes a business transaction, final reports or recommendations; but do not include personal messages and announcements, copies of extracts of documents distributed for convenience or reference, phone message slips, announcements of social events.



7. Records communicated or transmitted by email shall be identified, managed, protected, and retained as long as they are needed to meet operational, legal, audit, research or other requirements; retained, managed, and accessible in an existing filing system outside the email system in accordance with the appropriate departmental standard practices as may be recommended by the Information Systems Department and Records Management Officer; and disposed of within the record keeping system in which they have been filed in accordance with a Records Disposition Authorization (RDA) approved by the New York State Archives and Records Administration (SARA), and implemented by the Records Management Officer;



8. Except for bulk emails authorized by the Director of Information Services for systems purposes, email shall not be sent to all county users nor to all users within a department without the authorization of the County Administrator or Department Head, respectively. Such "broadcasts" generate a burden on system resources and may interrupt the work of a substantial number of people. Similarly, no large files, in excess of 1.5MB will be mailed to Internet mail without the approval of the Director of Information Services.



9. All county employees will use their county provided e-mail address for official correspondence. This ensures official correspondence is retained appropriately. Any requirement to use other than the county standard requires approval by the Director of Information Services.



10. Courtesy and etiquette are important.



ACKNOWLEDGEMENT:



I acknowledge that I have received a written copy of the Computer Use Policy, and I understand the terms of the policy and agree to abide by them. I realize that the county's security software may record and store for management use the electronic email messages I send and receive, the internet address of any site that I visit, and any network activity in which I transmit or receive any kind of file. I understand that I may load only software owned by Ontario County, on any county computer. I understand that any violation of this policy could lead to disciplinary action or criminal prosecution, or both.



Date: ___________________________________

Signature



___________________________________

Name (printed)

Top of Page

Internet Policy Rockland Rich Caunitz

Internet Policy
ROCKLAND COUNTY EXECUTIVE ORDER NO. 99-6

I: Introduction

Technology should be used to help government serve people. The Internet is a significant tool in that it can allow citizens and business to access information, and receive goods and services in ways that are better, cheaper and faster. It provides for resources such as electronic mail, Usenet, file transfer, remote login, gophers, and web sites. The fastest growing technology are World Wide Web servers or "Web Sites," which have the capability for text, graphical, and audio presentation of information.

The employees of the County of Rockland should use the Internet to help carry out their program missions. The Internet can facilitate communications and disseminate knowledge; encourage collaborative projects, resource sharing, and service provision; aid technological transfer to New York State business; foster innovation and competition within New York; and build a broader infrastructure to support the performance of professional, work-related activities.

II: Security

Since the Internet and its tools adhere to open and documented standards and specifications, it is inherently an unsecured network that has no built-in security controls. Confidential and sensitive information must not reside on Internet servers or systems, or be included in electronic communication available for public access unless, proper, formalized security precautions have been established to protect privacy. Inappropriate or accidental disclosure of the information might expose the County or an individual to loss or harm. Departments must guard against even the perception that that information given willingly by an individual to his or her government is in any way used inappropriately or without respect for the citizen’s privacy. Internet resources are governed by existing privacy protection and confidentiality statutes, the same way other County information is governed.

III: Acceptable Use Policy

It is the responsibility of each County of Rockland department to promulgate and insure compliance with this policy document governing the acceptable and unacceptable uses of the Internet. The County of Rockland hereby acknowledges that the Internet is a valuable and useful resource for the conduct of County business, but it also maybe subject to inappropriate use. The County of Rockland will endeavor to permit appropriate access to the Internet for employees, but some restrictions are necessary and appropriate.

Access to the Internet for an employee will only be approved upon the written recommendation of the Commissioner or Department Head and approval of the County Executive’s Office. The recommendation should give the name of the employee and the reason for needing such access, i.e., research, filing reports, etc.

Once access is approved, the employee shall use the access granted only for the purpose stated in the approved request. Use of the Internet will be monitored by the Department Head or appropriate supervisor on behalf of the Department Head. Any accessing of sites on the Internet for non-County business, personal, or entertainment use, will result in appropriate disciplinary action.

It is not acceptable to use the Rockland County Internet:

For activities unrelated to the department’s mission;

For activities unrelated to official assignments and/or job responsibilities;

For any illegal purpose;

To transmit threatening, obscene or harassing materials or correspondence;

For unauthorized distribution of County of Rockland data and information;

To interfere with or disrupt network user, services or equipment;

For private purposes such as marketing or business transactions;

For solicitation for religious and political causes;

For unauthorized not-for-profit business activities;

For private advertising of products or service; and

For any activity meant to foster personal gain.


IV: County of Rockland Rights

Pursuant to the Electronic Communications Privacy Act of 1986 (18 USC 2510 et seq.), notice is hereby given that there are NO facilities provided by this system for sending or receiving private or confidential electronic communications. System administrators have access to all mail and user access requests, and will monitor messages as necessary to assure efficient performance and appropriate use upon the request of the Department Head or supervisor. Messages relating to or in support of illegal activities will be reported to the appropriate authorities.

The County of Rockland reserves the right to log network use and monitor file server space utilization by users and assumes no responsibility or liability for files deleted due to violation of file server space allotments.

The County of Rockland reserves the right to remove a user account from the network.

The County of Rockland will not be responsible for any damages. This includes the loss of data resulting from delays, non-deliveries, or service interruption caused by negligence, errors or omissions. Use of any information obtained is at the user’s risk. Any computer connected to a network should have anti-virus software installed. The County of Rockland makes no warranties, either expressed or implied, with regard to software obtained from this system.

The County of Rockland makes no warranties (expressed or implied) with respect to Internet service, and it specifically assumes no responsibilities for:

The content of any advice or information received by a user outside the County of Rockland or any costs or charges incurred as a result of seeking such advice.

Any costs liabilities or damages caused by the way the user choose to use his/her County of Rockland Internet access.

Any consequences of service interruptions or changes even if these disruptions arise from circumstances under the control of the County of Rockland. The County of Rockland Internet services are provided on an as is, as available, basis.

The County of Rockland reserves the right to change these policies and rules at any time.


V: Enforcement and Violations

This policy is intended to be illustrative of the range of acceptable and unacceptable uses of the Internet facilities and is not necessarily exhaustive. Questions about specific uses related to security issues not enumerated in this policy statement and reports of specific unacceptable uses should be directed to the County Executive’s Office. Other questions about appropriate use should be directed to your supervisor.

The County of Rockland will review alleged violations of the Internet Acceptable Use Policy on a case-by-case basis. Clear violations of the policy which are not promptly remedied will result in termination of Internet service for the person(s) at fault, and referral for disciplinary action as appropriate.

 

E-mail Policy Rockland RIch Caunitz

E-Mail Policy
ROCKLAND COUNTY EXECUTIVE ORDER NO. 99-5

I: Introduction

Electronic mail (e-mail) refers to the electronic transfer of information typically in the form of electronic messages, memoranda, and attached documents from a sending party to one or more receiving parties via an intermediate telecommunications system. E-mail is meant to help our County of Rockland department’s improve the way they conduct business by providing a quick and cost-effective means to create, transmit, and respond to messages and documents electronically. Well-designed and properly managed e-mail systems expedite business communications, reduce paperwork, and automate routine office tacks thereby increasing productivity and reducing costs. These opportunities are, however, at risk if e-mail systems are not managed effectively.

II: Purpose and Goals

E-mail is one of the County of Rockland’s core internal and external communication methods. The purpose of this policy is to ensure that e-mail systems used by department employee’s support department business functions to their fullest capacity. This policy advises employees and management of their responsibilities and provides guidance in managing information communicated by e-mail.

III: Access to E-mail Services

Access to the e-mail services for an employee will only be approved upon the written request of the Commissioner or Department Head to the County Executive’s Office. The request should give the name of the employee and the reason for needing such access, i.e., research, filing reports, etc.

IV: Use of E-mail

E-mail services, like other means of communication, are to be used to support the County of Rockland department business. Employees may use e-mail to communicate informally with others in the department so long as the communication meets professional standards of conduct. Employees may use e-mail to communicate outside of the department when such communications are related to legitimate business activities and within their job assignments or responsibilities. Employees will not use e-mail for illegal, disruptive, unethical or unprofessional activities, or for personal gain, or for any purpose that would jeopardize the legitimate interests of the County of Rockland.

V: Privacy and Access

E-mail massages are not personal and private. An employee member is prohibited from accessing another user’s e-mail without his or her permission. E-mail system administrators will not routinely monitor individual employee’s e-mail and will take reasonable precautions to protect the privacy of email. However, program managers and technical employees may access an employee’s email:

For a legitimate business purpose (e.g., the need to access information when an employee is absent for an extended period of time);

To diagnose and resolve technical problems involving system hardware, software, or communication; and/or

To investigate possible misuse of e-mail when reasonable suspicion of abuse exists or in conjunction with an approved investigation.


E-mail messages sent or received in conjunction with County of Rockland department business may:

Be releasable to the public under the Freedom of Information Law;

Require special measures to comply with the Personal Privacy Protection Law.

E-mail may be subject to discovery proceedings in legal actions.


VI: Security

E-mail security is a joint responsibility of the County of Rockland department technical employee’s and e-mail users. Users must take all reasonable precautions, including safeguarding and changing passwords, to prevent the use of the account by unauthorized individuals.

II: Management and Retention of E-mail Communications

Since e-mail is a communications system, messages should not be retained for extended periods of time. Users should remove all e-mail communications in a timely fashion. If a user needs to retain information in an e-mail message for an extended period, he or she should transfer it from the e-mail system to an appropriate electronic or other filing system. E-mail administrators are authorized to remove any information retained in e-mail system that is more than 180 days old.

E-mail created in the normal course of official business and retained as evidence of official policies, actions, decisions or transactions are records subject to record's management requirements.

Example of messages sent by e-mail that typically are records include:

Policies and directives,

Correspondence or memoranda related to official business

Work schedules and assignments,

Agendas and minutes of meetings,

Drafts of documents that are circulated for comment or approval,

Any document that initiates, authorizes, or completes a business transaction,

Final reports or recommendations.


Some examples of messages that typically do not constitute records are:

Personal messages and announcements

Copies or extracts of documents distributed for convenience or reference,

Phone message slips,

Announcements of social events.


Records communicated using e-mail need to be identified, managed, protected, and retained as long as they are needed to meet operational, legal, audit, research or other requirements. Records needed to support program functions should be retained, managed, and accessible in existing filing system outside the e-mail system in accordance with the appropriate program unit’s standard practices.

Users should:

Dispose of copies of records in e-mail after they have been filed in a record keeping system;

Delete records of transitory or little value that are not normally retained in record keeping systems as evidence of employee’s activity.


VIII: Roles and Responsibilities

Department Heads will insure that policies are implemented by program unit management and unit supervisors. Program unit managers and supervisors will develop and/or publicize record keeping practices in their area of responsibility including routing, format, and filing of records communicated via e-mail. They will train employees in appropriate use and be responsible for ensuring the security of physical devices, passwords, and proper usage.

The County of Rockland department network administrators and internal control (and/or internal audit) employees are responsible for e-mail security, backup, and disaster recovery.

All e-mail users should:

Be courteous and follow accepted standards of etiquette.

Protect others’ privacy and confidentiality.

Consider organizational access before sending, filing, or destroying e-mail messages.

Protect their passwords.

Remove personal messages, transient records, and reference copies in a timely manner.

Comply with the County of Rockland department and unit policies, procedures, and standards.


IX: Policy Review and Update

The County of Rockland or designee will periodically review and update this policy as new technologies and organizational changes are planned and implemented. Questions concerning this policy should be directed to County Executive’s Office.

County of Rockland Lap Top Computer Policy - Rich Caunitz
EXECUTIVE ORDER NO. 99-3
I: Purpose and Goals

Lap top computers are used by County of Rockland employees for internal and external communication and to support County business functions to their fullest capacity. This policy advises employees and department heads of their responsibilities and provides guidance in managing distribution and usage.

II: Access to Lap Tops Computers

Lap top computers are to be provided to employees based on demonstrated need and job function as approved by the Department Head. This includes but is not limited to employees whose positions involve on-call duties, employees who during the normal course of employment perform their duties away from their assigned work space, and employees who have demonstrated a need to be in contact with their office via e-mail and communication interfaces.

III: Use of Lap Tops Computers

Lap top computers, like other means of communication, are to be used to support County government business only. Employees may use lap top computers to communicate informally with others in the County so long as the communication meets professional standards of conduct. Employees may use lap top computers to communicate outside of the County government when such communications are related to legitimate business activities and are within their job assignments or responsibilities. Employees will not use lap top computers for illegal, disruptive, unethical or unprofessional activities, or for personal gain, or for any purpose, that would jeopardize the legitimate interests of the County of Rockland.

Lap top computers should not be used while operating a motor vehicle. Employees must take every effort to insure the safe usage of lap top computers.

IV: Privacy and Access

Lap top computer contents are not personal and private. Department heads will routinely monitor an individual employee’s lap top computer. Department heads will take reasonable precautions to prevent possible misuse of lap top computers. Department heads are to investigate possible misuse of lap top computers when a reasonable suspicion of abuse exists or in conjunction with an approved investigation.

An employee is prohibited from accessing another user’s lap top computer without his or her permission.

Lap top computer contents may:

Be releasable to the public under the Freedom of Information Law.
Be subject to discovery proceeding in legal actions.

V: Roles and Responsibilities

Department heads will insure that policies are implemented by management and supervisors. They will train staff in appropriate use and be responsible for ensuring the security of lap top computer devices and proper usage.

Employees must take every effort to insure the security, safety and maintenance of the lap top computer. Any misuse of lap top computer will result in appropriate disciplinary action in accordance with appropriate collective bargaining agreements in effect.

VI: Policy Review and Update

The County of Rockland or designee will periodically review and update this policy as new technologies and organizational changes are planned and implemented. Questions concerning this policy should be directed to County Executive’s Office.

______________________________
C. Scott Vanderhoef
COUNTY EXECUTIVE
Distribution: All Departments
Legislators

Cellular Phone Policy Rockland   - Rich Caunitz

County of Rockland Cellular Phone Policy
EXECUTIVE ORDER No. 99-2

I: Purpose and Goals

Cellular telephones are used by County of Rockland employees for internal and external communication. The purpose of this policy is to ensure that cellular telephones used by County of Rockland employees support County business functions to their fullest capacity. This policy advises employees and department heads of their responsibilities and provides guidance in managing distribution and usage.

II: Access to Cellular Phones

Cellular phone services are provided to all employees deemed to require cellular phones based on demonstrated need and job function. This includes but is not limited to employees whose duties involve public safety issues, on call duties, employees who during the normal course of employment perform their duties away from their assigned work space, and employees who have demonstrated a need to be in contact with their office.

III: Use of Cellular Phones

Cellular telephone services, like other means of communication, are to be used to support County business. Employees may use cellular telephones to communicate informally with others in the County government so long as the communication meets professional standards of conduct. Employees may use cellular telephones to communicate outside of the County government when such communications are related to legitimate business activities and are within their job assignments or responsibilities. Employees will not use cellular telephones for illegal, disruptive, unethical or unprofessional activities, or for personal gain, or for any purpose that would jeopardize the legitimate interests of the County of Rockland.

Cellular telephones should not be used while operating a motor vehicle. Employees must take every effort to insure the safe usage of cellular telephones.

IV: Privacy and Access

Department heads will routinely monitor an individual employee’s cellular telephone statements. Department heads will take reasonable precautions to prevent possible misuse of cellular telephones. Department heads are to investigate possible misuse of cellular telephones when a reasonable suspicion of abuse exists or in conjunction with an approved investigation.

An employee is prohibited from accessing another user’s cellular telephone without his or her permission.

Cellular telephone statements or summaries are public documents, which in certain circumstances may be disclosed.

V: Roles and Responsibilities

Department heads will insure that policies are implemented by management and supervisors. They will train staff in appropriate use and be responsible for ensuring the security of cellular telephone devices and proper usage.

Use of the County cellular telephones is monitored on an ongoing basis by the Department Head or a designated supervisor. Monthly cellular telephone statements will be provided to each cellular telephone user. These detailed reports are to be reviewed and justified each month and returned to the employee’s immediate supervisor.

Any personal calls made by an employee should be reimbursed to the County each month, if it results in an excess charge to the County, by check or money order made payable to the Commissioner of Finance. All checks or money orders should be attached to the reports and forwarded to the immediate supervisor. The supervisor shall deliver a copy to the Department Head and will forward all checks or money orders to the Commissioner of Finance. In the event of a family emergency, an employee may use the cellular telephone without charge.

Employees must take every effort to insure the security, safety and maintenance of the cellular telephone. Any misuse of cellular telephone will result in appropriate disciplinary action in accordance with the appropriate collective bargaining agreements in effect and may result in the employee being responsible for any necessary repairs.

VI: Policy Review and Update

The County of Rockland or designee will periodically review and update this policy as new technologies and organizational changes are planned and implemented. Questions concerning this policy should be directed to County Executive’s Office.

__________________
C. Scott Vanderhoef
COUNTY EXECUTIVE
Distribution: All County Departments
Legislators

Laptop Computer Rockland Rich Caunitz
County of Rockland Lap Top Computer Policy
EXECUTIVE ORDER NO. 99-3


I: Purpose and Goals

Lap top computers are used by County of Rockland employees for internal and external communication and to support County business functions to their fullest capacity. This policy advises employees and department heads of their responsibilities and provides guidance in managing distribution and usage.

II: Access to Lap Tops Computers

Lap top computers are to be provided to employees based on demonstrated need and job function as approved by the Department Head. This includes but is not limited to employees whose positions involve on-call duties, employees who during the normal course of employment perform their duties away from their assigned work space, and employees who have demonstrated a need to be in contact with their office via e-mail and communication interfaces.

III: Use of Lap Tops Computers

Lap top computers, like other means of communication, are to be used to support County government business only. Employees may use lap top computers to communicate informally with others in the County so long as the communication meets professional standards of conduct. Employees may use lap top computers to communicate outside of the County government when such communications are related to legitimate business activities and are within their job assignments or responsibilities. Employees will not use lap top computers for illegal, disruptive, unethical or unprofessional activities, or for personal gain, or for any purpose, that would jeopardize the legitimate interests of the County of Rockland.

Lap top computers should not be used while operating a motor vehicle. Employees must take every effort to insure the safe usage of lap top computers.

IV: Privacy and Access

Lap top computer contents are not personal and private. Department heads will routinely monitor an individual employee’s lap top computer. Department heads will take reasonable precautions to prevent possible misuse of lap top computers. Department heads are to investigate possible misuse of lap top computers when a reasonable suspicion of abuse exists or in conjunction with an approved investigation.

An employee is prohibited from accessing another user’s lap top computer without his or her permission.

Lap top computer contents may:

Be releasable to the public under the Freedom of Information Law.
Be subject to discovery proceeding in legal actions.

V: Roles and Responsibilities

Department heads will insure that policies are implemented by management and supervisors. They will train staff in appropriate use and be responsible for ensuring the security of lap top computer devices and proper usage.

Employees must take every effort to insure the security, safety and maintenance of the lap top computer. Any misuse of lap top computer will result in appropriate disciplinary action in accordance with appropriate collective bargaining agreements in effect.

VI: Policy Review and Update

The County of Rockland or designee will periodically review and update this policy as new technologies and organizational changes are planned and implemented. Questions concerning this policy should be directed to County Executive’s Office.

______________________________
C. Scott Vanderhoef
COUNTY EXECUTIVE
Distribution: All Departments
Legislators

 

CELLULAR TELEPHONES - Ontario County Ed Heminger

POLICY
Cellular telephones purchased by Ontario County will be used under the guidelines set forth by this document. Telephones will be used in the most economic way to maximize the County’s gain from a consistent usage plan.

PROCEDURE
1. Purchase of Cellular Telephone:

1.1 Identification of Need

Staff requires a cellular telephone if:
 It is essential that they be reachable at any time; or
 The department provides a support service that requires quick response.

Identification of need should include the monitoring of occasions where a cellular telephone would have been used. Use of pool phones for temporary requirements can be arranged through Information Services.

1.2 Approval and Purchase

Steps for approval of cellular telephone:

1. Approval by Department Head then forward to Information Services.
2. Director of Information Services reviews and forwards recommendation to County Administrator.
3. County Administrator notifies Director of Information Services and Department Head of determination.
4. Upon approval by the County Administrator, the Department Head will forward a standard telecommunications request form to the Director of Information Services. The Director of Information Services will then make arrangements for service with a recommended supplier for a telephone and a service plan. Information Services will make arrangements for delivery of the cellular telephone to the Department Head.

Cellular telephone accessories are determined by the Department Head. A listing of those accessories should be forwarded to the Director of Information Services.

2. Costs

2.1 Costs associated with the purchase of a cellular telephone, monthly rental fees, and toll calls are the responsibility of the department.
2.2 Direct payment will be made by the county to the cellular service supplier for any monthly use charge associated with cellular telephone equipment purchased with county funds.
2.3 In the event an employee uses his/her own cellular telephone for a county business call, the county will reimburse the individual for the specific call(s). Requests for reimbursement must be submitted on a travel voucher with supported documentation attached (copy of cellular telephone bill with specific call highlighted) and details of/or purpose for the call indicated on the documentation. Reimbursement of this type requires Department Head approval.
2.4 In the event an employee uses a county cellular telephone for personal business, the call must be identified on the monthly bill received by the department. Cellular telephone charges for personal calls are due and must be reimbursed to the authorizing office when the cellular phone user accumulates $5 or more, or at least quarterly, in reimbursable charges.

3 Ownership

Cellular telephones that are purchased with county funds are the property of the county. Upon separation from county employment, the Department Head is responsible for ensuring the telephone is returned to the department for future use, or to be turned back to the service provider. If the telephone is to be turned back to the cellular service provider, Information Services should be contacted beforehand.

4 Usage

Cellular telephones acquired by the county are for official use.

Personal use (both incoming and outgoing) of all county telephones, including cellular telephones, is limited to infrequent, incidental, and emergency use.

Department Heads will establish official cellular telephone usage standards that meet their department needs. Use of the existing county phone system to include voice mail for incoming calls should be considered first before the use of cellular telephones.

Alphanumeric paging should also be considered as it significantly decreases cellular telephone usage.

5. Management

The County Administrator and the Director of Information Services will periodically review all cellular telephone usage.

The Department Head is responsible for monitoring compliance with this policy. The Department Head shall monitor accounts with regard to ongoing costs against the department budget and personal calls as noted under Section 2, 2.3.
 

Cellular Phone - Monroe County Tim Bortree

CELLULAR PHONES
POLICIES AND PROCEDURES

September 20, 1996
Revised October 21, 2001


XXXXXXXXXXX
County Executive

POLICY

It is XXXXXX County’s policy to have employees use cellular phones as an effective communication tool which enhances the personal safety/security of field employees and carries the potential to enhance employee productivity by providing another communications link with County employees and customers.

PROCEDURES

A. GENERAL COUNTY ADMINISTRATIVE GUIDELINES

1. Assignment of cellular phones is the responsibility of Department heads.

2. Each department must have a cellular phone liaison(s) responsible for the following:

 Ordering phones and accessories
 Ensuring employees are properly trained on cellular phone use
 Verifying charges for accountability
 Ensuring employees receive a copy of the policies and procedures

3. Requests for the purchase of cellular phones must be directed to I.S. Telephony Analyst, Information Services, XXXXXXXXX. Request forms are available from this office by calling XXX-XXXX.

4. Emergency requests for cellular phones (defined as an unforeseen occurrence whereby circumstances affecting the safety of individuals require immediate attention) can be processed directly by calling the cellular contractor. However, the department liaison must still submit the required work order form to Information Services within 24 hours after the emergency call to the cellular contractor.

5. Repairs of cellular phones should be handled through the department liaison. The liaison can call the cellular contractor directly.

6. To reduce County costs, departments must attempt to balance cost vs. convenience when deciding to make use of cellular phones as opposed to (or in conjunction with) other communication devices (i.e., pagers, radios).

7. To reduce County costs, all employees must attempt to use conventional land-line phones for out-going calls, instead of cellular phones, whenever feasible.


B. EMPLOYEE USAGE GUIDELINES

1. Cellular phones should be used for business and emergency use only. Personal calls should be kept to a minimum. Employees must reimburse the County (Controller’s Office) for personal calls.

2. Employees are responsible for their cellular phone and must take the following steps to ensure its safety and security:

a. Cellular phones must be locked at all times when not in use to avoid unauthorized use.

b. Cellular phone batteries must be kept charged.

c. Cellular phones must be kept with you at all times (do not leave it unattended on your desk or in your car).

d. Report stolen, lost or non-working phones immediately to the department telephony liaison.

e. Cellular phones should be programmed with a Personal Number Identification (PIN) code to prevent unauthorized use in the event the phone is lost or stolen.


3. When using a cellular phone employees must take the following steps to ensure their safety, security and to meet the requirements of the New York State law:

a. All cellular phone users must adhere to applicable State and/or local laws restricting such use in a vehicle. The New York State Vehicle and Traffic Law and Monroe County prohibits the use of a mobile telephone by anyone who operates a motor vehicle unless a hands-free mobile telephone is used. The only exception is when a person operating a motor vehicle is engaged in making an emergency call or a 911 call. If hands-free capability is not being used then the driver must pull off the road or park the vehicle before using the cellular phone.

b. Be aware that (analog) cellular phone conversations are not private and can be monitored.

c. Program phone numbers, using speed dialing capabilities.


d. Be aware of the reception your cellular phone receives in certain areas of the County. Report any interference problems you encounter to your telephony liaison. Changes in location may improve performance.

e. Make sure your home base and your supervisor know your cellular phone number.


C. DEPARTMENT GUIDELINES (DISCRETIONARY)

Keeping in mind overall County policies, departments must set their own guidelines, with regard to the following, to meet their specific needs:

1. Establishing financial means, ensuring funds are available.

2. Out of town use (roaming).

3. Using cellular phones for (County) voice mail message retrieval.

4. Assigning cellular phones (i.e., who should be allowed to get one?) and accessories.

5. Educating and training.

6. Logging calls; tracking unusual cellular telephone usage (i.e., incoming calls, extended duration calls, personal calls, long distance calls).

7. Establishing a mechanism for reviewing bills for personal calls and obtaining reimbursement.

8. Sharing of cellular phones.

9. Selecting cellular phone liaison(s) to handle administrative functions (i.e., ordering, training, billing, verifying charges).

10. Telephony costs - effective use.

Given the department operational objectives, the department can utilize different forms of telephony tools (i.e., cellular phones, pagers, radios) in the most cost effective way. Departments can expand operational use of a cellular phone network to tap opportunities of an advancing technology (i.e., facsimile, PC modems).


Cellular Phone Ordering Procedures

1) Request for:
New Service
Cancel Service
Replacement/Upgrade

2) Complete Telephone Work Order Form (cellular section).

3) Send or fax (not both) form(s) to Information Services.

4) Information Services will assign a “Request Number” and forward form to cellular provider.

5) Work will be completed within 2 business days from date when form was received by cellular provider.

6) Department liaison will receive a signature form to authorize and validate request, to be signed and faxed back to cellular provider. This also serves to verify that request was received by cellular provider.

7) Stolen or lost phones must be reported to department liaison immediately; liaison will in turn contact I.S. Telephony Analyst or cellular provider customer service representative to “suspend” the service, rendering the cell phone unusable. Arrangements can then be made to replace the missing cell phone.

8) If the cellular phone is at least one year old, the phone may be upgraded to a new free available model at no charge. This also applies to lost or stolen cell phones. In the case where a cellular phone is less than one year old, the cellular provider will charge the current rate for the replacement/upgrade. This request should be made on a Telephone Work Order form through the department cellular liaison.

9) Additional accessories may be ordered by department liaisons, directly through the cellular provider’s customer service representative. These requests do not require a Telephone Work Order through Information Services, however liaisons are encouraged to develop or adhere to their respective department’s policies regarding such purchases.

10) Repairs should be handled by calling the cellular provider’s customer service directly, or by bringing the unit to the cellular provider’s service center(s).

11) To cancel service, submit a Telephone Work Order form to Information Services.