• Lost or Stolen Devices – Lost or stolen devices are to be reported immediately to senior management and to the IT department.
• Personal Use – Employees may use the device for personal communications subject to all other provisions within this policy including the section titled: No Expectation of Privacy
• Encryption – All data “in flight” and “at rest” shall be encrypted at the “strongest” level permitted on the approved platforms. The credit union will require all devices to employ full encryption
• Required Apps – The credit union will require specific applications in order to comply with usage policies, protect the equipment (i.e. security suites) or enable document formats on the device. Required apps will be distributed via a central management system. Specific app configurations may be defined and published. It will be the user’s responsibility to set and ensure configurations as defined.
• Encryption – All data “in flight” and “at rest” shall be encrypted at the “strongest” level permitted on the approved platforms. The credit union will require all devices to employ full encryption
• Multimedia Messaging Services – Will be restricted at the discretion of senior management and the CIO.
• SMS-Text-Permitted use is limited to Marketing messages intended for multiple recipients.
• Attachment Size Restrictions – Will be at the discretion of management and CIO.
• Password Requirements – All devices shall be password protected to unlock and use the device. The device shall lock due to inactivity. Passwords shall have a minimum length of six characters and will include at least one alpha and one numeric. These parameters will be set and enforced via a credit union central management system. (Users may enable biometric settings to facilitate use of fingerprints, facial recognition, retina scan, etc.)
• Password Failure – IT will automatically enforce a complete “wipe” of the device deleting all data and programming after a predetermined number of un-successful login attempts. This parameter will be set and enforced via a credit union central management system..
• Device Safeguarding – Devices and data contained shall be subject to all relative safeguarding as outlined in the Information Security Policy. Caution shall be used to protect the visibility of information on the device screen. The device is for use by the assigned employee only. The device shall not be left unattended outside of controlled areas.
• Camera Use – Devices shall not be used to acquire images within the workplace for publication or distribution. Unless otherwise approved by senior management, camera images will be for internal use only.
• Conversation Safeguarding – Conversations relative to CU business or member information shall be subject to all relative safeguarding as outlined in the Information Security Policy.O.
• Download Expenses – Any expense related to an un-authorized download shall be the liability of the user.
• Expense Liabilities – First New York shall be responsible for general expenses related to services supporting the use of handheld devices. Acceptable expense levels shall be evaluated and determined by senior management related to position, and evaluated monthly at the time of billing. Excessive use incurring expense will be evaluated and may prompt specific individual limitations or thresholds to apply. Excessive personal use may result in reimbursement of related expense by the user.
• Use While Driving – Use of the device while driving or operating equipment is forbidden except as allowed by State and local governing laws. Hands free operations only are permitted.
• Device connections – Devices may only be connected to CU equipment. Connections to home or other computer systems are strictly prohibited.
• Tethering – The device can be used as an IP modem only at the discretion of management and IT.
• Ringtones and Alerts – All audible alerts shall be professional and non-offensive.
• Termination – Upon employee termination, the CU will “wipe” the device deleting all data and programming. Connectivity will be terminated. The device will be returned to the user’s immediate supervisor.
• Other policies may apply and be enforced at the discretion of management and IT.
• Specific exceptions may be made to this policy at the discretion of management and IT.
• Penalties – Failure to comply with policies outlined in this section may result in the loss of handheld
privileges. All other penalties within the policy apply.
• All calling numbers applying to First New York devices will become the property of First New York and porting of these numbers outside of the plan will be restricted.
• Location Services must be enabled at all times.
• Specified software clients and configurations defined by the IT department must be installed and maintained at all times. These may include Mobile Device Management, Mobile Security clients etc.
• Hot Spot usage – Mobile device Hot Spot capabilities should be used sparingly and for business use only unless otherwise approved by senior management.
• Data Usage – Mobile devices should be connected to Wi-Fi whenever possible in effort to minimize data usage fees from our provider. Users should use mobile data sparingly.
• Use of the Internet for unlawful activities;
• Use of abusive or objectionable language in either public or private messages;
• Misrepresentation of oneself or the Credit Union; and
• Malicious use of the Internet: including hate mail, harassment or discriminating remarks.
• Communicating with fellow members of a committee in a credit union or other professional
organization;
• Connecting to resources that provide information relating to educational opportunities and career
development;
• Participating in and reading electronic mail discussion groups on professional issues or future
credit union trends; and
• Collaborating on articles and other publications.
• Communicating with fellow members of a committee in a credit union or other professional
organization;
• Connecting to resources that provide information relating to educational opportunities and career
development;
• Participating in and reading electronic mail discussion groups on professional issues or future
credit union trends; and
• Collaborating on articles and other publications.
1. Monitor and respond to messages in a timely manner.
2. If a personal message could be perceived as First New York FCU business or opinion, add a disclaimer when not officially representing the Credit Union. An example of a disclaimer would be: “The opinions expressed here are my own and do not necessarily represent those of First New York Federal Credit Union.”
3. Use signature blocks at the bottom of electronic mail messages. Signature blocks should contain the name of the credit union, address, title of individual, email address, phone and fax numbers.
4. Be sensitive to channels that are not secured. Others may be able to read or monitor channels that are not identified as encrypted or secured. Email and SMS Text may best be regarded as a postcard rather than as a sealed letter.
5. Keep stored messages to a minimum. Periodically, delete old or unwanted messages and files because they take up disk storage space.
6. Keep messages short and to the point. Generally limit messages to one subject.
7. Act in a professional and courteous manner. Avoid gossip and remember that statements about others may find their way back to them. Be patient with new users.
8. Be clear and concise. Re-read messages before sending them to be sure that they will not be misunderstood. Read all messages carefully before sending or responding.
9. Be aware of the potential audience in any discussion group and address them accordingly.
10. Do not use sarcasm. Identify intended humor with standard statements (e.g., “only joking”).
11. Give cites and credit for all quotations, references and sources when appropriate.
12. These channels shall not be used to transmit vulgar, profane, insulting or offensive messages such as racial or sexual slurs.
13. No derogatory comments should be written or sent about any member or any employee.
14. Sensitive or confidential information will not be exchanged via un-secured channels with any member, vendor or other party.
15. Users should never open attachments or click links from other than trusted sources.
16. Users should verify attachments with sender if it is not expected or looks suspicious.
17. Discriminatory content is prohibited from all electronic communications. This includes all messages, links or attachments.