BlackBerry Usage Policy. Government of Newfoundland and Labrador (GNL)

Transcription

1 Document Title: BlackBerry Usage Policy No. Of Pages Document Type: Policy 8 Scope: Government of Newfoundland and Labrador (GNL) Trim ( # ) DOC00517/2007 Revision ( # ) 12 Treasury Board Approval ( # ) TBM Colin Tibbo Jean Tilley Secretary Implementation Date TB Approval Date Expiry Date (yyyy-mm-dd) Application Development Corporate Operations & Client Services Treasury Board Approval (2 years from approval date) Authority Name

2 Blackberry Usage Policy Table of Contents 1.0 Introduction Purpose Scope Eligible Users Appropriate Use Approval Process Change Policy References...6 Appendix A: Features of BlackBerry Enterprise Server...7 Appendix B: BlackBerry Enterprise Server Password Guidelines...8 DOC00517/2007 Page 2 of 8

3 1.0 Introduction This Document provides a policy on the usage of BlackBerry within the Government of Newfoundland and Labrador. The information is derived from the Office of the Chief Information Officer (OCIO) research into the BlackBerry Enterprise Server (BES) and the associated BlackBerry handhelds. 2.0 Purpose The purpose of this policy is to define the standards, procedures and restrictions for the procurement and ongoing use of Blackberry devices intended for use with the Government of Newfoundland and Labrador s (GNL) networked resources. This policy addresses all of the components that make up the Blackberry support within the Provincial Government, including (but may not be limited to): Blackberry- branded and / or licensed handhelds. Blackberry Enterprise Server software. Blackberry Desktop Manager software. Wireless voice services associated with Blackberry devices. Any third-party hardware, software, processes, or services used to provide connectivity to the above. The policy applies to any Blackberry and/or Research In Motion (RIM)-manufactured or licensed hardware and software that could be used to access GNL resources in a secure and cost effective manner while protecting Government systems and data from unauthorized use or exposure. 3.0 Scope This policy applies to all GNL staff that are currently using, or wishing to use, Blackberrybased technology to access the Government s data and networks via wireless means. All new hardware, software, and/or related components that provide Blackberry-related connectivity and services for users will be managed by The Office of the Chief Information Officer (OCIO). The installation and/or use of Blackberry related hardware, software, and/or related components not approved by OCIO, will not be allowed. In order to provide reliable and secure service, OCIO will support and provide access and redirection from the Blackberry Enterprise Server. This policy is complementary to any previously implemented policies dealing specifically with network access, wireless access, and remote access to the enterprise network. DOC00517/2007 Page 3 of 8

4 4.0 Eligible Users All GNL staff requesting a Blackberry device or Blackberry service that will be paid for with Government funds must follow the most current Treasury Board Directive (currently Directive number: ) in relation to the purchase of a cell phone/blackberry. OCIO has no direct involvement in the process of purchasing a BlackBerry/Cell Phone. All expense forms for the reimbursement of costs incurred for the use of Blackberrybranded access for business purposes must be submitted to the appropriate unit. Financial reimbursement for Blackberry-branded access is not the responsibility of OCIO. Only Government owned Blackberry devices will be allowed to access the GNL s and data networks via the Blackberry Enterprise Server. 5.0 Appropriate Use Responsibilities of Blackberry Users Ensure compliance to GNL Policy. Ensure they are aware of the built-in functionality of a Blackberry connected to a Blackberry Enterprise Server. (See Appendix A ) Ensure that any wireless connection included, but not limited to Blackberry class devices and service, used to conduct Government business be utilized appropriately, responsibly, and ethically. Register all Blackberry-branded and licensed hardware, software and related services with the OCIO prior to initial use or connecting to the GNL network. No GNL Staff or contractors will make modifications of any kind to Governmentowned and installed wireless hardware or software without the express approval of OCIO. Ensure that all components of the wireless connection remain as secure as his/her network access within the office. Ensure that Blackberry-branded devices and services used for remote wireless access will, without exception, use secure remote access procedures. This will be enforced through a password policy implemented on the Blackberry Enterprise Server (See Appendix B). Ensure compliance to the password policy. Never disclose set passwords to anyone. Secure all handhelds or related devices used for business activity whether or not they are actually in use and/or being carried. DOC00517/2007 Page 4 of 8

5 User agrees to immediately report to his/her manager and OCIO any incident or suspected incidents of unauthorized access and/or disclosure of company resources, databases, networks, etc, as well as lost or stolen Blackberry-branded devices. Responsibilities of OCIO Ensure that the Blackberry Enterprise Server is backed up on a daily basis. Ensure that all patches and updates are applied to the Blackberry Enterprise Server in a timely manner. Ensure that device data not already stored on the server is automatically backed up from the Blackberry to the server (i.e. font settings, message options, browser bookmarks, phone call logs, etc ) OCIO reserves the right to turn off without notice any access to the network that puts the GNL s systems, data, users, and clients at risk 6.0 Approval Process Treasury Board Office of the Chief Information Officer - Executive Director - Infrastructure Services 7.0 Change Policy This policy will be changed as necessary in order to appropriately reflect current software and hardware standards. Reviews will take place on a biennial basis. Substantial changes will be made available to employees at the earliest possible convenience. DOC00517/2007 Page 5 of 8

6 8.0 References Government of Newfoundland and Labrador Usage Policy (TRIM # Doc0026/2006) Treasury Board Directive General Policies for Cellular Phones (Including BlackBerry Units) (Directive Number: ) DOC00517/2007 Page 6 of 8

7 Appendix A: Features of BlackBerry Enterprise Server The implementation of Blackberry Enterprise Server for systems provides the opportunity to integrate a user s account and their Blackberry. It allows us to take advantage of all the features built-in to the Blackberry. Wireless message reconciliation If you move or mark messages read or unread, from the handheld or from your system, the changes are reconciled wirelessly between the handheld and the computer. You will still have to delete messages from both your Blackberry and your GroupWise mailbox. You can create, edit, and modify filters that define an action to perform if an incoming message matches the filter criteria. You can define whether messages sent from your Blackberry are copied to the Sent items folder in your system. You can modify the auto-signature that is appended to messages sent from your Blackberry. Wireless Personal Information Management (PIM) You can synchronize PIM items such as calendar entries, tasks, memos, and contracts wirelessly so that the entries on your Blackberry and your system are consistent. PIM items are synchronized over the wireless network automatically. With wireless PIM synchronization and wireless message reconciliation, you no longer have to connect the handheld to your computer to synchronize and reconcile messaging and PIM data. You can create or edit meeting invitations or accept or decline invitations on your Blackberry or from system. Automatic wireless backup - Settings and data that are not stored on the server are backed up on the Blackberry Enterprise Server automatically. Attachments The Blackberry Attachment Service enables Blackberry Wireless Handhelds to open attachments. The Attachment Service supports files created in Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Corel WordPerfect, Adobe Acrobat,.html and.zip files, and ASCII documents, the Attachment Service also supports.jpeg,.gif,.bmp,.png, and.tif file formats. Remote address lookup Remote address lookup will enable you to search for a recipient in the Government s global e- mail address book, when you compose a message on your Blackberry. DOC00517/2007 Page 7 of 8

8 Appendix B: BlackBerry Enterprise Server Password Guidelines In ongoing efforts to protect our user s data from potential security vulnerabilities, OCIO has researched and developed a security policy for Blackberry handhelds. This policy will be enabled to protect your and the data on your handheld device should it be lost or stolen. We have implemented a password policy which will require the usage of a password on the device. The details of this policy are as follows: Blackberry devices must be password protected. The minimum password length is 6 characters. There is no enforced requirement to specify a mix of letters, number, and special characters but including this mix in your password yields an overall stronger password. The password will be required after one hour of inactivity. The number of password attempts is limited to ten. After ten unsuccessful attempts to enter your password, all of the data is erased and the Blackberry is disabled. If this happens, contact OCIO to rebuild your device. There is currently no requirement to periodically reset the password. OCIO may revisit this in the future. OCIO understands that it may be cumbersome and less convenient for Blackberry users to enter a password on the device. Although less convenient, it is critical in maintaining security of the Provincial Government s and data systems. DOC00517/2007 Page 8 of 8