3.11. SR 05-02-2011 - Laserfiche WebLink

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C. City-Issued Smartphones Eligibility Criteria Functions or employees who are eligible for assignment of city-issued smartphones are those designated by the City Administrator as requested by their Department Head. These criteria will be in addition to the criteria required for feature phones. General criteria to be used when allocating smartphones include: Email -Employees who have critical City business that will be delayed without timely responses to email. a. When they are out of the office b. As part of a response to an emergency 2. Applications -Employees who are required by their department to run smartphone applications D. Smartphone Requirements Because of the technical nature of these smartphones, the following additional conditions must apply when a city provided smartphone is given to a staff member: 1. Because the smartphone is really a handheld computer, the employee agrees to adhere to all of the proper use conditions as spelled out in the Personnel Policy Manual. The smartphone will be viewed no different than any other computer owned by the City of Elk River and as such any inappropriate usage of the smartphone may result in disciplinary action up to and including dismissal. 2. If confidential or security sensitive data is to be stored or received on the smartphone, the employee will take steps to password lock the phone after a period of inactivity and to store data in an encrypted format on the smartphone. The IT Department will provide information regarding the need to protect the smartphone and can assist with the method to protect information on the smartphone. 3. The employee will not add any additional software on their desktop/laptop computer or request network modifications to support the usage of a specific smartphone device. All City of Elk River smartphones will be configured to securely synchronize with the city's Microsoft Exchange email system. The IT Department will support the setup and ongoing operation of approved smartphones. 4. The City of Elk River has no general expectation fox employees to check or respond to emails during non-work hours unless explicitly requested by the employee's supervisor. Employees shall have no expectation of overtime or comp time for checking emails during non-work hours. E. Feature phone Eligibility Criteria. -Employee Owned Employees who qualify for an individually issued feature phone may request to use their personal feature phone for city business and be reimbursed on a fixed monthly basis if approved by department head and provided they agree to the following conditions: 1. Employee agrees to accept the fixed, monthly reimbursement. 2. The employee agrees to make available to appropriate city staff and outside contacts the direct dial number and any direct-connect contact information (if that service is applicable) just as they would if it were acity-issued feature phone. 3. Employees will take responsibility for maintaining and providing their own feature phone. If the employee should lose or damage the feature phone, even on work hours, the city will not replace the feature phone.