3.11. SR 05-02-2011 - Laserfiche WebLink

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I. Responsibilities All Department Heads or designees should: 1. Insure that Justification and Acknowledgement form has been filled out and presented to City Administrator. 2. Insure that all persons assigned acity-issued mobile phone or who agree to be compensated for business usage of their personal mobile phone is provided access to a copy of this policy. 3. Conduct monthly review of mobile phone invoices within their respective departments to insure accountability. 4. Conduct annual reviews of assigned devices to determine if such assignments continue to be justified. 5. Inform the IT Manager or designee of all reassignments of mobile phones. 6. Inform the IT Manager of any break in service whereby the expense for the mobile phone can be eliminated. J. Responsibilities of Employees All employees who are authorized to use city-issued or their own private mobile phones are responsible for the following: 1. Signing the Justification/Acknowledgement form as a confirmation that they have received and understand the directives of this policy. 2. Must have the feature phone turned on and with them during working or on-call hours. 3. It is the employee's responsibility to notify the IT Department immediately if their phone is lost or stolen. 4. Insuring the physical security of the city-issued mobile phone. 5. Insuring that all communications are kept to the briefest duration possible. 6. Keeping personal communications to a minimum. 7. Insuring that any personal use does not detract from the employee's availability for completion of assigned duties. 8. Employees may be financially responsible for the assigned feature phone if: • Equipment is lost or damaged while in the care of employee, as a result of the employee's negligence. K. Use of Electronic Communications Devices and Safe Driving All city employees are expected to drive with safety as the first consideration. This includes driving safely while operating a mobile phone. Recommendations for safe handling of vehicle- based calling from the wireless communications industry include the following: 1. When driving, use voice-activated dialing, or have frequently called numbers pre- programmed into the device, or consider pulling off the road to dial (or ask a passenger to dial). 2. If the job duties do not require it, do not use any wireless communications device while driving if there are hazardous road or traffic conditions. 3. Avoid multiple tasks when driving, such as trying to take notes while using a wireless communications device. 4. As a reminder, it is illegal to text-message, email or access the Web on a wireless device while driving in Minnesota (including while stopped in traffic). Employees are responsible for, and will be held accountable for, safe driving at all times.