HomeMy WebLinkAboutF12.0 Mobile Computing and Storage Devices �'l3llRl�ll `Y 111CJ-
1' E A S
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT: MOBILE COMPUTING & SECTION: F NUMBER: 12.0
STORAGE DEVISES
PREPARED BY: Information Technology REVISED DATE: 02/01/2014
PAGE: 1 of 3
PURPOSE
12.1 The purpose of the Mobile Computing and Mobile Storage Devises policy is to
establish an authorized method for controlling mobile computing and storage
devices that contain or access information resources at the City of Grapevine. With
advances in computer technology, mobile computing and storage devices have
become useful tools to meet the business needs for the City. These devises are
especially susceptible to loss, theft, hacking, and can be used anywhere. As mobile
computing becomes more widely used, it is necessary to address security to protect
information resources at the City.
POLICY
12.2 This policy includes City of Grapevine employees, consultants, vendors, contractors,
students, and others who use mobile computing and storage devices on the network
for the City.
12.3 It is the policy of the City of Grapevine IT department that mobile computing and
storage devices containing or accessing the information resources at the City of
Grapevine must be approved prior to connecting to the City network. This pertains to
all devices connecting to the City's network, regardless of ownership.
12.4 Mobile computing and storage devices include, but are not limited to:
o Laptop computers
o Personal digital assistants (PDAs)
o Plug-ins
o Universal serial bus (USB) port devices
o Compact discs (CDs)
o Digital versatile discs (DVDs)
o Flash drives
o Modems
o Handheld wireless devices
o Wireless networking cards
o Smart phones
o PC tablets
�'l3llRl�ll `Y 111CJ-
1' E A S
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT: MOBILE COMPUTING & SECTION: F NUMBER: 12.0
STORAGE DEVISES
PREPARED BY: Information Technology REVISED DATE: 02/01/2014
PAGE: 2 of 3
12.5 Any other existing or future mobile computing or storage devices, either personally
owned or City owned, that may connect to or access the information systems at the
City of Grapevine must have prior approval before connecting to the City network.
12.6 Mobile computing and storage devices are easily lost or stolen, presenting a high risk
for unauthorized access and introduction of malicious software to the network at the
City of Grapevine. These risks must be mitigated to acceptable levels.
12.7 SENSITIVE DATA
City of Grapevine information that is considered sensitive may not ever be copied
to any mobile computing or mobile storage device for any reason. Sensitive
information includes but not limited to any personal account information that is
useable for identity purposes, all information that falls under the jurisdiction of the
HIPPA regulations, all Police information that falls under the jurisdiction of Texas
DPS and federal criminal justice information regulations. When necessary remote
access to sensitive data will be done through a VPN tunnel and remote desktop
techniques where the data never leaves the City network. Sensitive data is never
to reside on a mobile computing or mobile storage device under any circumstances.
12.8 PASSWORDS AND SYSTEM INFORMATION
Employee Password information is not allowed to be copied to any mobile computing
or mobile storage device. Unless stored in a password protected fully encrypted
format where the password is a minimum of eight characters and contains at least
one numeric and one special character.
12.9 DATABASE INFORMATION
Unless written approval has been obtained from the IT Director, databases or
portions thereof, which reside on the network at the City, must not be copied to
mobile computing or mobile storage devices.
12.10 VIRUS PROTECTION
All laptop computers must have a current Virus scanning engine and current pattern
�'l3llRl�ll `Y 111CJ-
1' E A S
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT: MOBILE COMPUTING & SECTION: F NUMBER: 12.0
STORAGE DEVISES
PREPARED BY: Information Technology REVISED DATE: 02/01/2014
PAGE: 3 of 3
file before ever connecting to the City of Grapevine network. This includes direct
connections and VPN connections.
12.11 LOSS OR THEFT REPORTING
Any loss or stolen mobile computing or mobile storage device should be reported to
IT immediately. Include an inventory of any significant data that was residing on the
device.
12.12 USING WIFI
Personal laptop computers are not to be connected to City Public WIFI in City
buildings.
12.13 RETURN OF CITY EQUIPMENT (PROPERTY)
12.13.1 Any City employee with a City paid mobile device (cellular, smart
phone, laptop, tablet, etc) leaving the City must turn in all such related
equipment to their respective City supervisor. Those desiring to keep
their City paid cellular telephone number may keep it provided they fill
out the City's Transfer of Financial Responsibility form from the IT
department.
12.13.2 Public Safety employees desiring to keep their City paid cellular
telephone number may keep it provided they fill out the City's Transfer
of Financial Responsibility form from Police Technical Services.
12.14 CONNECTION STORAGE DEVISES
12.14.1 When connecting a storage devise; i.e. thumb drives, to a computerthe
device must be immediately virus scanned before any data is accessed.