Technology

Mobile Device Policy Case Study: Society of American Florists

By / Jun 1, 2014 (iStock/Thinkstock)

How one association handles its mobile device policy for staff, including details about carriers, security, and what the association can do in the case of an employee’s resignation.

Editor’s note: Below is the text of the mobile device policy for the Society of American Florists (SAF), published verbatim with minor edits.

Mobile devices are defined as any cellular or WiFi hand-held technology that connects to the internet, including smartphones such as Apple’s iPhone, Android OS powered devices, Blackberry, and Windows 8 phones; tablets including Apple’s iPad, Android tablets, and Windows Surface tablets; cellular “hotspot” cards, and USB sticks.

SAF will, at its discretion and in accordance with this policy, provide employees with mobile devices and telecom carrier services, at SAF’s pre-determined expense, for the primary purpose of conducting SAF business. All mobile devices that are paid for—partially or fully by SAF, are the property of SAF and the employee is responsible for ensuring the appropriate use of the mobile device, as well as the security and safe keeping of the mobile device as outlined in this policy.

This policy shall

  • support employees’ job duties with mobile communications
  • promote employee safety when using mobile communications
  • limit corporate liability
  • improve management of mobility costs
  • enhance corporate data security and network security

This policy outlines the mobile device options supported by SAF, guidelines for acceptable use, and other administrative issues relating to mobile device acquisitions and reimbursements.

SAF-Provided Devices

If an SAF employee requires a mobile device for business purposes, the employee must speak to their immediate supervisor, who will then discuss the request with SAF’s CIO and decide whether the scope of SAF-related work that would be conducted using the device justify SAF purchasing it.

SAF purchases devices running Apple iOS. SAF will provide reimbursement for the base model price for both iPhone and iPad. The employee requiring the device can opt to purchase a more powerful device at their own expense beyond the allowance. All mobile devices either purchased in full or partially by SAF remain the property of SAF.

Hotspot cards are devices that facilitate wireless connectivity for laptop computers through a wireless carrier’s network. SAF provides hotspots on a very limited basis. Where applicable, only SAF-provided hotspots are allowed for employee use.

SAF-Preferred Wireless Carrier

AT&T Wireless is the carrier for SAF-issued iPhones, which will be managed under the SAF corporate account. SAF-issued iPads with optional cellular connectivity can be purchased preconfigured for another wireless provider such as Verizon or Sprint. The employee is responsible for optional cellular charges for these iPads.

Mobile data plans are provided in select packages. Sending and receiving email, photographs, web browsing, GPS, and software applications all use data when employees are using the carrier’s network. Employees must never use any public WiFi networks while using their mobile device.

Apple iTunes Account

Employees are requested to establish their own Apple iTunes accounts and are free to purchase apps for personal use. Apps required for business are eligible for reimbursement with receipt from the iTunes store.

SAF Mobile Device Management

For all mobile devices, SAF reserves the right to manage the device remotely and apply the following conditions:

  • The device is submitted to SAF IT to be included as SAF inventory and managed as part of the SAF mobile device management system managed by SAF’s system administrator.
  • SAF email is installed.
  • The device is password protected.
  • The device can be tracked.
  • The device can be remotely wiped—restored to factory settings.
  • SAF can install required apps and security features as needed or requested.

In case of employee termination or resignation, the employee can choose to purchase the device from SAF at the current market value as determined by generally accepted industry standards with the condition the device is restored to factory settings, which will clear all data and apps.

Note: Because the iTunes account is owned by the employee, an employee either terminated or who resigns can restore all apps purchased either for work or personal purposes to the mobile device if they choose to purchase it from SAF.

Porting of Existing CellPhone Numbers

SAF will not transfer (“port”) personal cellphone numbers to a SAF mobile device. In addition, SAF cellphone numbers will not be ported to personal cellphone devices.

Bring Your Own Device (BYOD)

If it is agreed the employee needs a mobile device but opts to choose a device other than what is recommended, such as an Android or Blackberry or Windows Phone, SAF will not provide an allowance but the employee is required to submit the device to the SAF mobile device management rights and conditions mentioned earlier. In addition, the employee is requested to manage support and technical issues with the original device manufacturer.

Employees who do not require an iPhone or iPad for work purposes but opt to use their personal mobile device for SAF email can request this feature be installed. Their device is not subject to SAF mobile device management.

Acceptable Use

Mobile devices owned by SAF and used to conduct business must be used appropriately, responsibly, and ethically. The following must be observed:

  • SAF fully and partially owned mobile devices are the property of SAF and must be treated, used, and safeguarded as such.
  • No employee is to use company-owned devices for the purpose of illegal transactions, harassment, or obscene behavior, in accordance with other existing employee policies.
  • Employees are prohibited from using a company-issued mobile devices while operating a motor vehicle unless utilizing a hands-free device. Further, if state or local laws are more restrictive, the employee must follow the appropriate law.
  • Mobile devices must not be loaned to, or used by, others.
  • All employees with a company issued device will utilize # dialing where available.

Use While Operating a Motor Vehicle

The safety of SAF employees is critical to our ongoing success. Therefore, SAF requires all employees with a company-issued mobile device to utilize hands-free equipment when using the mobile device while operating a vehicle, personal or rental vehicle, for business.

Only voice calling with hands-free equipment is permitted. When dialing a number, employees should pull over to the side of the road for safety. Employees may also use voice-activated calling or pre-programmed numbers providing it does not distract from safe driving. Any other mobile-device-enabled activity that prevents an employee from focusing on driving, such as surfing the internet, text messaging, checking email, use of applications, or other activities, is prohibited.

SAF requires its employees to adhere to all federal and state laws and regulations regarding the use of mobile devices.

Personal Use

Charges associated with using a company-provided mobile device for personal communications, including text messages, email, and voice calling, will count toward the monthly consumption limit. Therefore, personal use of a company-provided mobile device should be minimized.

Mobile Device Loss

In the event the mobile device is damaged beyond repair or lost, the employee is required to immediately notify SAF IT staff, who will initiate the following procedure:

  1. Assess extent of damage, and repair if possible.
  2. Attempt to locate the device if lost.
  3. Remotely wipe data if unrecoverable.

The employee will be responsible for purchasing a replacement device at their own expense.

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