Mobile communication devices
This policy sets the guidelines and general principles on using mobile communication devices, specifically mobile phones and BlackBerrys and why we monitor and audit our systems. It applies to all FSA employees, secondees, those on work placements, self employed consultants, contractors and agency personnel working at the FSA.
Please read the policy carefully. If you breach the policy, we will regard it as a disciplinary matter and deal with it in line with our Disciplinary Procedure. Serious breaches will be treated as gross misconduct and could lead to you being dismissed.
Allocation
We allocate mobile communication devices based on business need. This may be for a specified time rather than permanently. You can find out more about restrictions on allocating BlackBerrys later in this policy.
You can apply for a mobile communication device using an IS Request form. You need to have your line manager's approval. We will supply a mobile communication device within 3 days of receiving an approved request. If you apply for a BlackBerry, you also need authorisation from your Director.
Use
The device we give you is for FSA business use. You can occasionally use it for personal reasons, providing it does not interfere with the performance of your duties and only incurs minimal cost to the FSA.
As the device is provided for business use, you can switch it off outside of normal business hours, unless you are required to be in contact for a specific project or business continuity. We do not provide hands-free kits.
Charging
There is no charge to you for the mobile phone handset. However, the monthly line rental and call charges will be charged to your division. The one off cost of the BlackBerry device and license will be charged to your division, along with the monthly rental and call charges.
We reserve the right to charge you for inappropriate use such as excessive personal use. If you are unclear what would be inappropriate speak to your line manager.
Role Change
If your role changes then you should reconsider your need for a mobile communication device. You should ask for guidance from your line manager.
Mobile communication devices are the property of the FSA so you should not pass them on to anyone else, even if they are taking on the same or similar role to you.
Returning Mobile Communication Devices
If you no longer require a mobile communication device or you are asked to return it, you must return it to the IS Service Desk.
When leaving the FSA’s employment, you must return all equipment and other items belonging to the FSA.
Refresh
We regularly distribute new devices to users - this is called a 'refresh'. You will be required to return your device at a specified time and place. We will give you a new one. We expect devices to have a 3 year useful life. We will review the allocation at each refresh.
Absence
If you are away from the FSA for a prolonged period of time e.g. secondment outside the FSA or career leave, we normally require you to return your mobile communication device. We require a new application when you return to work at the FSA.
Health and Safety
It is your responsibility to follow recommended health and safety guidelines, such as those published by NHS Direct, and relevant law for the mobile communication device we give you. For example, you must not use such a device while driving unless you use an appropriate self-purchased hands free kit.
Security
You are responsible for ensuring that you safeguard and keep secure any FSA property in your possession at all times. If you lose your device you should report it immediately to the IS Service Desk who will disable the device, even if out of hours, and the Security Control Room (020 7066 3838).
You should take all reasonable steps to ensure the security of the data on your device. This includes not leaving the device unattended and not leaving unnecessary information on the device e.g. text messages, records of calls made. You should enable PIN or password protection if possible.
When making or receiving a call or message, you should bear in mind that there is no guarantee of security over the telecommunications networks, including people overhearing your call. If you are working with highly confidential and sensitive data, you should ensure confidentiality is maintained by all parties.
Support
The IS Service Desk provides technical support during normal office hours, i.e. Monday-Friday, 07h00-20h00. See Connect+ for response and resolution times.
Mobile Phones
You will be given a mobile phone if there is a proven business need that your line manager approves. In general, we will grant a request for a mobile phone if:
- you regularly work outside of the FSA offices;
- there is a business need for you to be in contact with FSA colleagues or key FSA stakeholders; and
- a mobile phone is the most effective and efficient way for you to do this.
Business Continuity and regular home working may be acceptable business cases for us to give you a mobile phone. However, we will not normally give you a mobile phone if we have already given you another device which provides broadly the same functions e.g. a BlackBerry.
For security, you should store contact numbers on the SIM card and not in the memory of your phone.
BlackBerry
All directors and above are eligible for a BlackBerry. We give other members of staff a BlackBerry if there is a proven business need, and you have your line manager's and your Director's approval.
Our policy on allocating BlackBerrys
We have BlackBerrys for those staff who have a justifiable business need or need one for certain business continuity purposes.
Here, we outline the approval process and give high-level guidance on it.
Allocating BlackBerrys – in brief
- Currently, our system only allows up to 500 users. Since we have to restrict the number of BlackBerrys we supply, we allocate them according to need.
- Directors will be responsible for approving allocation of BlackBerrys for their business area. Chiefs of Staff will be responsible for reallocating BlackBerrys within their business unit if necessary.
- If you need to borrow a BlackBerry as a one-off or for a short time – for example to cover a single trip – you can get one from the BlackBerry Loan Pool by completing an IS request form (see link below).
- IS are responsible for monitoring the allocation of BlackBerrys and ensuring we have accurate and up-to-date information on BlackBerrys and the current owners. If you have a BlackBerry you are responsible for telling IS if you change business area for charging purposes.
Allocating BlackBerrys – more detail
Who decides to allocate BlackBerrys?
Directors will decide whether to allocate BlackBerrys on a permanent or temporary basis.
From time-to-time Directors may have to reallocate BlackBerrys within their divisions to meet a critical business need, but the stock of BlackBerrys is exhausted. In this instance the relevant Chief of Staff for the Business Unit may reallocate between divisions based on business need. This means that current holders could be required to return their borrowed or permanent BlackBerry.
The limited supply of BlackBerrys means that Directors need to consider alternative methods to satisfy the individual’s need – will a laptop or mobile phone do instead? For further advice, contact IS Service Management.
What are appropriate business cases for BlackBerrys?
Examples of appropriate business cases include:
- Where staff need email access while spending time out of the office travelling and/or on visits, and where a mobile phone or laptop is inappropriate.
- The need for regular out-of-hours contact which cannot be reasonably satisfied through using a mobile phone and laptop.
- Being a member of the Crisis Management Team (when invoked).
- Fulfilling a 'Function Manager’ role.
How do I apply for a BlackBerry?
Complete an IS request form, giving the reasons and business case for a BlackBerry. Once approved by your Director, submit the form to the IS Service Desk.