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THE CORPORATION OF THE TOWNSHIP OF SOUTH STORMONT
BEING
BY-LAW NO. 2022-055
a by-law to repeal By-law No. 2019-40 and to
adopt an updated Mobile Device Policy.
WHEREAS
AND WHEREAS
AND WHEREAS
AND WHEREAS
NOW THEREFORE
1.
2.
READ AND PASSED
July, 2022.
the Municipa/Act, 2001, c. 25 s. 5 (1) provides that
the powers of a municipal corporation are to be
exercised by its council;
the Municipal Act, 2001, c. 25 s. 5 (3) provides that
the powers of every council are to be exercised by
by-law;
Council did, on the 24th day of April, 2019 adopt a
Mobile Device Policy;
Council deems it advisable to adopt an updated
Mobile Device Policy for the Township of South
Stormont.
Council of the Township of South Stormont enacts
as follows:
That the Mobile Device Policy attached hereto as
Schedule "A" and forming part of this by-law be
adopted effective July 13, 2022.
That By-law No. 20219-040 is hereby repealed.
in open Council signed and sealed this 13"' day of
Q Clerk
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TOWNSHIP OF SOUTH STORMONT
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Title: Mobile Device Usage Policy -- Schedule "A" to By-law No. 2022-055
Policy Department: Corporate Services
Effective Date: July 13, 2022
i
Revision Date:
1
POLICY STATEMENT
1.1
The Township of South Stormont provides Township employees and members
of Council with access to necessary mobile device technology to effectively
undertake their roles within framework that protects Township data and
network security.
2
PURPOSE
2.1
The policy is intended to support municipal duties with mobile technology. This
policy will also:
o
enhance corporate data and network security;
o
reduce and protect against possible legal and other exposures related to
using the Township's Mobile Devices; and
o
improve management and control of mobility costs.
3
SCOPE
3.1
The policy applies to all Township employees and members of Council who are
authorized to have a Corporate-issued Mobile Device.
4
DEFINITIONS
4.1
"App" means an application, especially as downloaded by a user to a mobile
device.
4.2
"Corporate-issued Mobile device" means a deviceowned by the Township and
issued to eligible employees or members of Council for the purpose of
conducting Township business.
4.3
"Mobile Device" includes Corporate tablets and laptops, Corporate-issued
Mobile Devices.
1
4 4
"Mobile Device Management" (MDM) means a software system that enables
the Township's Corporate Services department to manage Mobile Devices
connected to the Township's network. Functionality includes provisioning,
securing, monitoring and the ability to remotely wipe Corporate-issued Mobile
Devices.
GENERAL
The Mobile Device Use Policy sets out broad principals and establishes
expected standards of behavior when using Mobile Devices and mobile device
access provided by the Township.
The Township, through the Records Management Program is committed to
establishing and maintaining record keeping practices that meet its legislative,
accountability and business obligations. Employees and members of Council
are responsible for complying with the provisions of the Corporate Records
Management Policy. For clarification, a record is information however recorded,
in textual, numeric, graphic, video, audio or electronic, etc.
Employees eligible for a Corporate-issued Mobile Device must sign the
necessary Acknowledgement Form, being Schedule "A" to this policy and meet
the following criteria:
a) spend part of their time working away from their main workspace (office);
b) job duties are in public safety, requiring immediate or emergency response;
c) job duties support round the clock business infrastructure and systems;
d) job duties are required to respond promptly to urgent business-related
email or communication needs; or
e) other reason -- where a business case has been approved by the CAO
Approved employees or Members of Council, who have signed the necessary
acknowledgement form, will be provided a Corporate-issued Mobile Device.
RESPONSIBILITY
Mayor and Council are responsible to:
a) Reinforce and support Mobile Device Usage Policy among members of
Council.
The Chief Administrative Officer (CAO) is responsible to:
a) Ensure all Directors are aware of this policy and of subsequent revisions.
2
b) Ensure compliance with these procedures and executing any necessary
disciplinary measures.
Department Directors are responsible to:
a) Ensure employees with Corporate-issued Mobile Devices are trained and
aware of provisions of the Mobile Device Usage Polices and subsequent
revisions.
Employees and members of Council are responsible to:
a) Read and understanding all training material provided to them, including
updates as they are provided.
b) Ensure they have followed the appropriate approval and request procedures
when travelling out of country with a Mobile Device.
c) Take reasonable precautions to ensure Mobile Devices are not lost, stolen or
damaged.
The Corporate Services department is responsible to:
a) Provide accurate, timely and available training material to Mobile Device
users.
b) Provide timely Mobile Device support via the Help Desk ticketing system.
c) Wipe and/or locking lost, stolen or otherwise compromised Mobile Devices
that have been reported.
d) Coordinate the purchase of Mobile Devices, associated accessories and
assisting with the activation of mobile plans on new Corporate-issued Mobile
Devices.
SECURITY
All Mobile Devices will be licenced with the Township of South Stormont MDM
system regardless of the intended use of the device.
All Mobile Devices that access the Township's network or are used to store
Township data (including email), must be protected by using a password that
meets the provisions of the Township's Password Policy.
Employees or members of Council will immediately notify Corporate Services
and their respective Director if their Mobile Device is lost, stolen or is believed
to have had its security compromised in any way.
The MDM software, including any apps it may install, must not be removed
from the Mobile Device.
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7.5
7.6
7.7
7.8
7.9
7.10
8
8.1
9
9.1
9.2
Employees and members of Council are strictly prohibited from "jail breaking",
"rooting" or performing any other changes that disables or modifies the
hardware and operating system restrictions inherent on Mobile Devices.
Users with Mobile Devices outfitted with fingerprint readers, facial recognition
or other similar option may be permitted to register this feature. Management
reserves the right to remove this element if it is proven to be an unacceptable
security risk.
The CAO, with input from Corporate Services, reserves the right to disconnect
any Mobile Device from the Township system.
Corporate Services, following consultation with the CAO, will wipe any Mobile
Device that is lost, stolen or is found to be in non-compliance with this policy.
Unless otherwise approved by the CAO, all Mobile Devices must be returned to
Corporate Services on termination / resignation / retirement, during periods of
short/ long term disability, during any other extended period of absence from
work, or if requested to do so.
End of life Corporate-issued Mobile Devices will be wiped and destroyed as
provided in the Township's Information Technology procedures.
SUPPORTED DEVICES
The Township's Corporate Services Department will maintain a list of
sanctioned Corporate-issued Mobile Devices.
DATA MANAGEMENT AND ROAMING FOR CORPORATE-ISSUED MOBILE
DEVICES
Corporate-issued Mobile Devices will be set up with the Township's standard
voice, text and data plan. This plan may change without notice, as approved
by the CAO.
Employees and members of Council who wish to travel outside of Canada with
their Corporate-issued Mobile Device (roaming) must:
a) Obtain authorization, in writing, from the CAO at least 10 business days
prior to the travel date.
b) Upon approval of the CAO, arrange a roaming package through the Finance
Department, that is required for the travel location and timeframe.
4
10
10.1
11
11.1
11.2
11.3
11.4
12
12.1
12.2
SOFTWARE ON CORPORATE-ISSUED MOBILE DEVICES
Users may install Apps on their Corporate-issued Mobile Device without the
intervention of Corporate Services, providing the following criteria are met:
a) The App is not known to cause an unacceptable security risk, as determined
by Corporate Services.
b) The App does not cause degradation in the performance of the Mobile
device, as determined by Corporate Services.
c) The App is installed from approved sources, i.e. Apple App store, Google
Play store.
REIMBURSEMENT OF COSTS
At the discretion of the CAO and in conjunction with the Corporate Services
and Finance departments, failure to properly monitor and manage voice, text
and data usage may result in the employs or member of Council to be
financially responsible for covering costs above the Township's standard Mobile
Device plan costs.
Employees and members of Council may be personally responsible for
replacing lost, stolen or damaged Corporate-issued Mobile Devices, if
reasonable care was not exercised.
The Township reserves the right to collect the costs through standard invoicing
and collection and/or payroll deductions for charges exceeding authorized use.
Reimbursement amounts are subject to change, pending reviews of corporate
Mobile Device Plans.
CON FIDENTIALITY
The Township is legally required to abide with certain confidentiality
requirements and access procedures relating to records in the Township's
custody or under its control. The requirements and procedures are set out in
the Municipal Freedom of Information and Protection of Privacy Act. The
records to which the Act related include all material stored on Township and/or
other maintained systems. Employees and members of Council shall take all
reasonable precautions to ensure compliance with the Act.
Before disclosing sensitive, confidential or proprietary information to third
parties, by any means, employees and members of Council must seek
authorization from their Director or the CAO.
5
13
13.1
13.2
14.
COMPLIANCE
Employees and members of Council must comply with the guidelines contained
with the Mobile Device Usage Policy and acknowledge receipt and
understanding of this policy by endorsement of the Policy Acknowledgement
Statement.
Failure to comply with the Township's Mobile Device Policy may lead to legal,
punitive or corrective action up to and including termination of employment
and corrective prosecution.
CONTACT
For more information on this policy, contact:
Director of Corporate Services/Clerk
Township of South Stormont
P.O. Box 84, 2 Mille Roches Road
Long Sault, ON
KOC 1P0
613-534-8889, Ext. 201
6
Employee / Member of Council Acknowledgement
I confirm that I have read and understand the Township of South Stormont Mobile Device
Usage Policy.
I agree to comply with the terms of the Mobile Device Usage Policy.
I understand that ifI violate the rules of this policy, I may face legal, punitive or corrective
action.
NAME:
POSITION:
SIG NATURE:
DATE:
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