Mobile Device Acceptable Use Policy

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Medaille College Mobile Device Acceptable Use Policy

 

Purpose:

The purpose of this policy is to define standards, procedures, and restrictions for end users who have legitimate business uses for connecting mobile devices to Medaille College’s network and data.

In order to protect the integrity of the confidential client and business data that resides within Medaille College’s infrastructure, including internal and external cloud services, this policy encompasses any mobile hardware device that is used to access corporate resources, whether the device is owned by the user or by the organization.

This device list includes but is not limited to:

  • Smartphones
  • Other mobile/cellular phones
  • Tablets
  • E-readers
  • Portable media devices
  • All classes of personal computers
  • Wearable computing devices
  • Any other mobile device capable of storing corporate data and connecting to a network

 

In order to maintain security and manageability, only devices fitting the following criteria are allowed to access corporate resources:

 

  • Smartphones, tablets, and other devices running Android version 2.3 (Gingerbread) and higher.
  • Smartphones and tablets running iOS 5.0 and higher.
  • Smartphones running the BlackBerry OS.
  • Smartphones and tablets running Windows Mobile OS 7 and higher.

 

 

Applicability:

This policy applies to all Medaille College employees, including full and part-time staff, contractors, guests and other agents who use a mobile device to access, store, back up, or relocate any organization or client-specific data.  Consequently, employment at Medaille College does not automatically guarantee the initial or ongoing ability to use these devices to gain access to corporate networks and information.

The policy addresses a range of threats to enterprise data, or related to its use, such as:

Threat

Description

Device Loss

Devices used to transfer or transport work files could be lost or stolen.

Data Theft

Sensitive corporate data is deliberately stolen and sold by an employee or unsanctioned third party.

Malware

Viruses, Trojans, worms, spyware, malware, and other threats could be introduced to or via a mobile device.

Compliance

Loss or theft of financial and/or personal and confidential data could expose Medaille College to the risk of non-compliance with various identity theft and privacy laws.

 

 

Addition of new hardware, software, and/or related components to provide additional mobile device connectivity will be managed at the sole discretion of the Medaille College IT Department. Non-sanctioned use of mobile devices to back up, store, and otherwise access any enterprise-related data is strictly forbidden.

This policy is complementary to any previously implemented policies dealing specifically with data access, data storage, data movement, and connectivity of devices to any element of the enterprise network.

 

Responsibilities:

The CIO of Medaille College has the overall responsibility for the confidentiality, integrity, and availability of corporate data as well as for the execution and maintenance of information technology and information systems.

Other staff, under the direction of the CIO, is responsible for following the procedures and policies within information technology and information systems.

All Medaille College employees are responsible to act in accordance with company policies and procedures.

 

Affected Technology:

Connectivity of all Medaille-owned mobile devices will be centrally managed by Medaille College’s IT department and will use authentication and strong encryption measures. Although IT will not directly manage personal devices purchased by employees, end users are expected to adhere to the same security protocols when connected to non-corporate equipment.

 

Policy & Appropriate Use:

It is the responsibility of any employee of Medaille College who uses a mobile device to access corporate resources to ensure that all security protocols normally used in the management of data on conventional storage infrastructure are also applied here. It is imperative that any mobile device that is used to conduct Medaille College business be used appropriately, responsibly, and ethically. Failure to do so will result in immediate suspension of that user’s account. Based on this requirement, the following rules must be observed:

Access Control

1.      IT reserves the right to refuse, without notice, the ability to connect mobile devices to corporate and corporate-connected infrastructure. IT will engage in such action if such equipment is being used in a way that puts Medaille’s systems, data and users at risk.

2.      Prior to initial use on the corporate network or related infrastructure, all mobile devices must be approved by IT. Medaille College’s IT Department will maintain a list of approved mobile devices and related software applications and utilities, and it will be maintained in the Medaille College Approved Technology List. (http://it.medaille.edu/approved_technology_home)  Devices that are not on this list may not be connected to corporate infrastructure.  If your preferred mobile device does not appear on this list, contact the Medaille College help desk at helpdesk@medaille.edu or 716-880-2282.

3.      End users who wish to connect such devices to non-Medaille network infrastructure to gain access to enterprise data must employ, for their devices and related infrastructure, security measures deemed necessary by the IT department. This includes access via VPN, enrollment in the Medaille College mobile device management solution or another method approved by IT.  Enterprise data is not to be accessed on any hardware that fails to meet Medaille College’s established data access methods.

4.      All personal mobile devices attempting to connect to the corporate network through the Internet will be inspected using technology centrally managed by Medaille College’s IT department. Devices that are not approved by IT, are not in compliance with IT’s security policies, or represent any threat to the corporate network or data will not be allowed to connect. Devices may only access the corporate network and data through the Internet using a Virtual Private Network (VPN) connection.  Smart mobile devices such as smartphones, tablets, and laptops will access the corporate network and data using mobile management software installed on the device by IT.

 

Mobile Device Management (MDM):

  1. Medaille College’s IT department uses Fiberlink’s MaaS360 mobile device management solution to secure mobile devices and enforce policies remotely.  Before connecting a mobile device to Medaille resources, the device must be set to be managed by MaaS360.

2.      Fiberlink’s MaaS360 client agent must be installed on any mobile device connecting to Medaille resources. Even personal devices owned by employees must have the client application installed. The application can be installed by contacting the IT Department.

  1. The mobile device management solution enables the IT Department to take the following actions on mobile devices: remote device wipe, location tracking, application visibility, and hardware feature management. IT also allows securing and provisioning mobile devices properly to minimize corporate risk.

4.      Any attempt to contravene or bypass the mobile device management implementation will result in immediate disconnection from all corporate resources. For Medaille-owned devices this will result in device locking or erasure.

 

Security:

1.      Employees using mobile devices and related software for network and data access will, without exception, use secure data management procedures. All mobile devices must be protected by a strong password.  Employees agree never to disclose their passwords to anyone.

2.      All users of mobile devices must employ reasonable physical security measures. End users are expected to secure all such devices against being lost or stolen, whether or not they are actually in use and/or being carried.

3.      Any non-corporate computers used to synchronize or back up data on mobile devices will have installed up-to-date anti-virus and anti-malware software deemed necessary by Medaille College’s IT department.

4.      Any mobile device that is being used to store Medaille College data must adhere to the authentication requirements of Medaille College’s IT department. In addition, all hardware security configurations must be pre-approved by Medaille College’s IT department before any enterprise data-carrying device can be connected to the corporate network.

5.      IT will manage security policies, network, application, and data access centrally using whatever technology solutions it deems suitable. Any attempt to contravene or bypass that security implementation will be deemed an intrusion attempt.

In the event of a lost or stolen mobile device, it is incumbent on the user to report the incident to IT immediately. The device will be remotely wiped of all data and locked to prevent access by anyone other than IT. If the device is recovered, it can be submitted to IT for re-provisioning.

 

Hardware & Support:

1.      Medaille College’s IT Department reserves the right, through policy enforcement and any other means it deems necessary, to limit the ability of end users to transfer data to and from specific resources on the enterprise network.

2.      Users will make no modifications to the hardware or software that change the nature of the device in a significant way (e.g. replacing or overriding the operating system, jail breaking, rooting) without the express approval of Medaille College’s IT Department.

3.      IT will support the connection of mobile devices to corporate resources. On personally owned devices, IT will not support hardware issues or non-approved applications.

 

Organizational Protocol:

 

1.      IT can and will establish audit trails, which will be accessed, published, and used without notice. Such trails will be able to track the attachment of an external device to the corporate network, and the resulting reports may be used for investigation of possible breaches and/or misuse. The end user agrees to and accepts that his or her access and/or connection to Medaille College’s networks may be monitored to record dates, times, duration of access, etc. in order to identify unusual usage patterns or other suspicious activity. This monitoring is necessary in order to identify accounts/computers that may have been compromised by external parties or users who are not complying with Medaille College’s policies.

2.      The end user agrees to immediately report to Medaille College’s IT department any incident or suspected incidents of unauthorized data access, data loss, and/or disclosure of company resources, databases, networks, etc.

3.      Any questions relating to this policy should be directed to the Medaille College Helpdesk at helpdesk@medaille.edu. A copy of this policy, and related policies and procedures, can be found http:/it.medaille.edu/policies.

 

Policy Non-Compliance:

Failure to comply with the Medaille College Mobile Device Acceptable Use Policy may, at the full discretion of the organization, result in the suspension of any or all technology use and connectivity privileges, disciplinary action, and possibly termination of employment.