(A) The city makes available mobile telephones to employees to facilitate the conduct of city business. Decisions regarding which employees are eligible to be issued with these devices are made based on the employee’s job functions.
(B) Employees who have been issued and who have accepted mobile telephones from the city are subject to the following requirements.
(1) Standard model mobile telephones are purchased by the city and replaced as determined by the provider’s contract. If a device is lost, stolen or is physically damaged beyond repair, the employee will be responsible for paying a replacement cost. The replacement cost will be calculated as a pro rata amount based on the amount of time remaining on the provider’s contract. Employees are responsible for the purchase of additional equipment or other accessories that are not included with the original purchase of the phone and are responsible for the full replacement cost of such items.
(2) Employees will not submit, nor will any supervisor approve, any mobile telephone expenses for reimbursement on an employee expense report.
(3) Employees who incur additional charges will be responsible for those charges and will be invoiced for the amount.
(4) All city policies including, and not limited to, safety, harassment, ethical conduct, confidentiality, protected health information and conflict of interest apply fully to electronic device usage.
(5) All devices must be protected by a password. The user agrees to never disclose his or her password to anyone. The password should be a minimum of four characters. The device will automatically be locked after a period of inactivity.
(6) Lost or stolen phones or other communication devices should be immediately reported to the human resources manager.
(7) Since mobile telephone data and locally stored data may be subject to the Open Records Act, there is no expectation of privacy. Each user is responsible and accountable for the content and use of these tools. Should a personal device be used for business purposes, the employee must comply with the Open Records Act, including archiving data.
(8) An employee issued a city telephone may keep his or her number when he or she retires from the city or when he or she terminates employment with the city, but the phone must be returned to the city. All city information stored on the phone should be removed by the last day of employment. The city reserves the right to delete information on the communication device.