6300. Mobile Technology

Approval: Jennifer Strus, Assistant Secretary

Original Date:  July 1, 2016

Policy Review:  July 1, 2020


Purpose

Mobile devices are an essential tool for Children’s Administration (CA) staff to securely access and record information, contact emergency services, and improve communication wherever state business is conducted. This policy sets forth requirements for the assignment, maintenance, use and monitoring of state-issued mobile devices including:

  • Cell phones
  • Smartphones
  • Air cards
  • Tablets
  • Netbooks
  • Similar electronic devices

Scope

This policy applies to CA staff using a state-issued mobile device. 

Laws

Directive by the Governor 11-18

RCW 42.52 Ethics in Public Services

RCW 42.56.100 Protection of public records – public access

RCW 42.56.420 Security

RCW 42.56.590 Notice of Security Breaches

RCW 46.61.667 & 46.61.668 Use of Wireless Communication Device While Driving

WAC 292-110-010 Use of State Resources

Policy

  1. Issuing, Managing, Using and Returning Mobile Devices
    1. The DSHS assistant secretary or designee will implement the requirements of this policy for staff per Administrative Policy 15.10.
    2. CA staff will:
      1. Review Administrative policies 05.05, 15.15 and 18.64, and IT Security Policy 5.2.5 when assigned a mobile device and complete the following trainings on the DSHS Learning Management System (LMS):
        1. Mobile device training
        2. DSHS – IT Security Online Training course
      2. Use a mobile device only during regularly scheduled work hours or approved overtime hours. Refer to Administrative policies 18.80 Teleworking (if applicable), and 18-28 Compensation.
      3. Use a mobile device only to conduct state business that is related to official state duties (emails, texts, taking photos, applications (apps), etc).Follow DSHS Administrative Policies No. 15.15 Use of Electronic Messaging and the Internet and No. 18.64 Standards of Ethical Conduct for Employees.
      4. Mobile devices may be used in a public place but must be kept secure at all times. Devices must not be left unattended in the view of the public.Follow Administrative Policy No. 14.22 Use of State-Issued Mobile Devices.
      5. Connect a state-issued phone only to another state-issued device.
      6. WiFi Access:
        1. Use the state-issued device hotspot only with a state-issued device.
        2. Connect state-issued devices only to DSHS email systems or accounts. Accessing non-DSHS sites for entertainment or personal use is strictly prohibited.
        3. Staff may access any available WiFi with the exception of WiFi available through a client or caregiver.
      7. When a mobile device is known or suspected to be lost or stolen, complete all of the following:
        1. First, immediately notify the Children’s Administration Technology Services (CATS) HELP300@DSHS.WA.GOV.
        2. Complete a Loss of Public Funds, Assets, or Illegal Activity Report Form DSHS 17-169 located on the CA intranet forms site to his or her supervisor and the HELP300@DSHS.WA.GOV.  
        3. Complete an Administrative Incident Reporting System (AIRS) report when any client information is lost or a mobile device is lost or stolen and its value is estimated to be in excess of $750.00.
    3. The CA supervisor will:
      1. Review Administrative policies 05.05, 15.15 and 18.64, and IT Security Policy 5.2.5 with new CA staff who have access to electronic messaging systems or the internet, and ensure he or she received the mobile device training on the DSHS Learning Management System (LMS) and the DSHS – IT Security Online Training course.
      2. Obtain the signed Remote Access Request and Agreement form DSHS 03-443 for any staff needing remote access, and annually thereafter.
      3. When a mobile device is stolen, ensure a law enforcement report is made and a copy of the law enforcement report is sent to HELP300@DSHS.WA.GOV.
      4. Report all unauthorized use of mobile devices to his or her appointing authority.
    4. CATS staff will:
      1. Follow Administrative Policies No. 14.22 Use of State-Issued Mobile Devices for issuing, managing, and returning mobile devices and No. 14.07 Control of Capital Assets.
      2. Assign, secure and monitor mobile devices, and provide user education and support.
      3. Authorize applications known as “apps” on mobile devices.
      4. Manage the device functionality, security, applications and software.
      5. Monitor the data including but not limited to internet use, email, messaging, documents, image files and videos, application use, geolocations, device system data and the meta-data associated with files and applications.
      6. Encrypt devices with DSHS compliance standards.
      7. Immediately send the Loss of Public Funds, Assets, or Illegal Activity Report form DSHS 17-169 report when a device is lost, stolen or damaged to Operations Review and Consultation (ORC). Follow Office of the Chief Information Officer 143 Security Incident Communication, Administrative Policy No. 16.10 Reporting the Loss of Public Assets to the State Auditor’s Office and Administrative Policy No. 14.07 Control of Capital Assets.
  2. Inputting, Storing and Managing Information on a Mobile Device
    1. Text messages sent or received must be brief, and related to state business.
    2. Safeguard and retain case-related information, and maintain confidentiality per Administrative Policy Chapter 5 DSHS Records and Privacy, DSHS IT Security Policy, and Case Services Manual 4120. Confidentiality. Text messages with case-related information must not be deleted before transferred or saved to FamLink.
    3. Transfer to FamLink any case-related information, including text messages created, sent, received or stored on a mobile device, within seven calendar days. For help, contact HELP300@DSHS.WA.GOV.
    4. Follow Administrative Policy No. 14.22 Use of State-Issued Mobile Devices.
    5. Delete all client related information from the mobile device AFTER confirming it is transferred to FamLink.
    6. Take photographs only for business-related purposes. Photographs taken for investigations of child abuse or neglect must not be edited or cropped, and must be transferred to FamLink within seven calendar days.
    7. Use CA network equipment only to print or transfer client information or photographs.

Procedures

  1. Issuing, Managing, Using and Returning Mobile Devices
    1. Issuance
      1. To request an iPhone, CA staff will complete the DSHS Mobile Device Request and Approval form DSHS 17-212, and provide the form to his or her supervisor.
      2. CA supervisor will:
        1. Submit the completed DSHS Mobile Device Request and Approval form DSHS 17-212 to the regional operations manager.
        2. Submit the completed Remote Access Request and Agreement form DSHS 03-443 to HELP300@DSHS.WA.GOV.
      3. Regional operations manager will:
        1. Ensure fiscal and CATS director signatures are obtained and submit request to the Regional Business Center (RBC) for procurement.
        2. Coordinate with CATS to deliver and set-up device.
        3. Document asset tag number and serial number into Asset Management System (TRACKS).
      4. CATS will verify set-up is complete and staff is trained on use.
    2. Return
      1. CA staff will return the device to his or her supervisor.
      2. CA supervisor will return the device to the regional operations manager.
      3. Regional operations manager will notify the RBC of returned device.
  2. Inputting, Storing and Managing Information on a Mobile Device
    Transfer texts one of the following ways:
    1. Transfer to the caseworker’s business email address and paste in an email attachment into a FamLink case note.
    2. Save in a .pdf format and upload to the FamLink case record.

Forms

  • Remote Access Request and Agreement form DSHS 03-443
  • DSHS Mobile Device Request and Approval form DSHS 17-212

Resources