Item O7BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 12/12/12 Division: _County Administration
Bulk Item: Yes No X Department: County Administration
Staff Contact Person /Phone #: Debbie Frederick
AGENDA ITEM WORDING:
Discussion and status update regarding the County Administrator's Response to the Audit
Report for iPhones /iPads.
ITEM BACKGROUND: The County Administrator's Response to the Clerk's Audit Report
indicated that updated administrative instructions relating to the use of cellular devices would be
provided by December 31, 2012.
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT /AGREEMENT CHANGES:
STAFF RECOMMENDATIONS: The County Administrator is seeking BOCC input prior to
finalizing the administrative instructions identified in the audit response.
TOTAL COST: $ 0.00 INDIRECT COST: $0.00 BUDGETED: Yes No X
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY: $0.00 SOURCE OF FUNDS: N/A
REVENUE PRODUCING: Yes No AMOUNT PER MONTH Year
APPROVED BY: County Atty OMB /Purchasing I Risk Management
DOCUMENTATION: Included X Not Required _
DISPOSITION: AGENDA ITEM #
Revised 7/09
OUNTY O MONROE
KEY WEST FLORIDA 33040
(305) 294 -4641
Monroe County
Board of County Commissioners
Office of the County Administrator
The Historic Gato Cigar Factory
1100 Simonton Street, Suite 205
Key West, FL 33040
(305) 292 -4441 —Phone
(305) 292 -4544 - Fax
_ l
•+i'_441 �r fir:
BOARD OF COUNTY COMMISSIONERS
Mayor George Neugent, District 2
Mayor Pro Tern Heather Carruthers, District 3
Danny L. Kolhage, District 1
David Rice, District 4
Sylvia 1. Murphy, District 5
OFFICE OF THE COUNTY ADMINISTRATOR
Key West, Florida
MONROE COUNTY ADMINISTRATIVE INSTRUCTION 4401.7
Date:
Subj ect:
Enclosure:
Effective Date:
November 30, 2012
Monroe County Telecommunications Procedures
(1) Monroe County Phone Log
January 1, 2013
1. Background:
Policies provided are to insure Monroe County's telecommunications systems and computer
network is protected.
2. Purpose:
To ensure validity of Monroe County's telecommunication systems and network.
3. Cancellation:
This Instruction is to remain continuously in effect unless specifically revised or cancelled.
4. Instructions:
A. AT &T has been instructed to place a third party block on all County phones and staff is
notified that these calls are no longer acceptable for ANY reason. This pertains to 900
numbers, international calls and other pay "party" lines.
M.C.A. Inst. 4401.7
December 3, 2012
Page 2
B. It is the responsibility of each Department Head to adequately verify ALL long distance
calls billed to their departments.
C. Information Technology approves software and hardware used on Monroe County's
network.
D. All Purchase Orders must be approved by County /Deputy County Administrator and
Information Technology.
E. Staff is also notified that non - business telephone calls from their desk are discouraged and
are allowed in emergency situations only. Charges for all calls of a personal nature are to be
reimbursed to the County with the checks made payable to Monroe County Board of County
Commissioners (BOCC). Monthly, each employee must log all personal and long distance
phone calls on the Monroe County Phone Log sheet. AL,
F. In order to keep the county phone directory current, each department is to provide
Information Technology with all changes of extensions as they occur. Should a department
receive a phone bill or extension summary form with incorrect information, please make a
photo copy, note the changes and forward the copy to Information Technology so they can
update their records.
G. Due to the short time span between receipt of an AT &T invoice and the payment due
date, timely approval of the bill and /or the Information Technology invoice is REQUIRED.
H. Information Technology "spot checks" phone bills /phone calls to ensure the business
purpose of the call. This results as a direct recommendation of the comprehensive audit.
I. County /Deputy County Administrator and Information Technology have the exclusive
authority for the approval and ordering of ALL telephone equipment. Orders will only be
placed after the receipt of approval by the division director or department head that's
requesting the equipment and then the approval of and ordering by the County /Deputy
County Administrator. Two approvals are required before placing orders.
J. County /Deputy County Administrator and Information Technology have the exclusive
authority for the approval of Purchase Orders and ordering of ALL computer hardware and
software. County /Deputy County Administrator and Information Technology have the
exclusive authority to install, modify, or delete computer equipment, operating systems, and
applications software. No other County employee is authorized, without specific advance
written approval from Information Technology, to install, delete, or modify in any way
County computer equipment or software. Two approvals are required before taking these
actions.
K. All departments which maintain County records and data on computer systems are
required to follow established industry practices for maintenance and backup of such data.
This will depend on the application. Information Technology will provide assistance to
requesting departments for the development of proper security, backup, and recovery of
County records and data.
M.C.A. Inst. 4401.7
December 3, 2012
Page 3
L. All departments are expected to keep copies of invoices of all County approved and
installed software as proof of purchase and license in keeping with Federal copyright laws.
In most cases, Information Technology maintains and tracks licenses but there are some
exceptions for those departments that utilize specialized software.
M. Any unauthorized installation, deletion, or modification or computer equipment or
software is a serious violation, and will be treated as such, subject to disciplinary action.
This is due to the critical nature of County owned and operated computer systems, the danger
of malicious tampering and /or virus attacks and possible violations of Federal copyright
laws.
N. No personal computing devices that are not owned by Monroe County or their authorized
agencies may be connected to the County's computer network via a local area connection or
through a VPN connection. This is necessary to protect the security of County computing
resources. Failure to comply with this provision may result in discipline.
O. Damaged /Lost /Stolen Phones 'J&
• Report phone damage or missing to supervisor and fill out an incident report with
Risk Management.
• Risk Management will file a claim with our insurance carrier following normal
claim procedures.
• Upon approval of the claim, the department will request that a new phone be
ordered through the Deputy County Administrator.
• The Deputy County Administrator must approve all cell phone requisitions to
replace a damaged or lost phone.
• If the employee has already filed a claim for two broken phones in the last 24
months, they must reimburse the County for the cost of the phone.
• A police report must be made as soon as possible for a stolen phone and a copy of
this report should be kept with the incident report and the claim forms.
5. +4 Action:
All Division Directors /Department Heads are to implement the above cited policy and
procedures on the effective date of this instruction and take appropriate action to insure that
all employees are fully cognizant of the contents of this instruction.
Debbie Frederick
Deputy County Administrator
Distribution:
List VI
Originator:
DNO
Review:
1/1/2016
OUNTY O MONROE
KEY WEST FLORIDA 33040
(305) 294 -4641
Monroe County
Board of County Commissioners
Office of the County Administrator
The Historic Gato Cigar Factory
1100 Simonton Street, Suite 205
Key West, FL 33040
(305) 292 -4441 —Phone
(305) 292 -4544 - Fax
_ l
•+i'_441 �r fir:
BOARD OF COUNTY COMMISSIONERS
Mayor George Neugent, District 2
Mayor Pro Tern Heather Carruthers, District 3
Danny L. Kolhage, District 1
David Rice, District 4
Sylvia 1. Murphy, District 5
OFFICE OF THE COUNTY ADMINISTRATOR
Key West, Florida
MONROE COUNTY ADMINISTRATIVE INSTRUCTION 4403.4
Date:
Subj ect:
Enclosure:
Effective Date:
December 3, 2012
Use of Cellular Telephones
(1) Cellular Device Request Form
January 1, 2013
1. Background
Monroe County provides cellular telephones to identified County employees who, as part of
their official job duties, are required to be reached after hours and /or weekends, or spend a
large portion of their working hours outside of fixed County offices. The wise and prudent
use of cellular telephones is required in order to be fiscally responsible. Therefore, Monroe
County has guidelines for the use of cellular telephones.
2. Purpose
To establish policy for the appropriate use of cellular telephones as a tool for Monroe
County.
3. Cancellation
This instruction is to remain continuously in effect unless specifically revised or cancelled.
M.C.A. Inst. 4403.4
December 3, 2012
Page 2
4. Instructions
a. Other Applicable Instructions:
Monroe County uses two basic classes of cellular devices, depending on the
requirements of the user. The first is a standard cellular phone such as a flip phone
with a numeric keypad similar to a standard desk phone. It is not used for email or
internet access. The other class of cellular telephone is called a smartphone. It has a
touch screen, has an onscreen keyboard for composing text and email messages,
provides the ability to send and receive email messages, and access to the Internet.
Monroe County has selected the Apple Whone 4 as its standard smartphone device.
As Internet capable devices, all smartphones issued to County employees are also
subject to Administrative Instruction 4404.2 that covers Internet usage. It is expected
that all employees assigned a smartphone shall be fully cognizant of the contents of
Administrative Instruction 4404.2.
b. Approvals:
The acquisition of all cellular telephones must be approved by the Deputy County
Administrator and Information Technology, pursuant to Administrative Instruction
5700.1 Cell Devices & Computer Equipment — Ordering Delivery & Assignment. All
employees issued a County provided cellular telephone shall be fully cognizant of the
contents of Administrative Instruction 5 700.1.
c. Usage:
Cellular telephones are issued to County employees for use in performing their
assigned duties and will be used to conduct official County business. Limited non -
business use may be permitted in accordance with individual Division or Department
policies. Any usage of cellular telephones for non - business purposes must conform
to the following requirements:
i. Use does not incur any additional charges to the County;
ii. Use occurs within the employee's personal time (i.e. lunch break, scheduled
break periods, before and after work hours, weekends) or flex -time;
iii. Use is restricted and scheduled so as not to infringe upon the employees'
duties and work productivity; and
iv. Use does not disrupt any other employee's productive environment.
Any accrued charges for all non - business calls of a personal nature are to be
reimbursed to the County with the checks made payable to Monroe County Board of
County Commissioners (BOCC).
d. Billing:
Information Technology will provide summary of charges to each department with
employees that have been assigned cellular telephone equipment. Each department is
responsible for charges associated with their cellular telephone usage.
i. Monthy Review: Each month, Department Heads will review the cellular
billings for their department to ensure that they are receiving the services they
M.C.A. Inst. 4403.4
December 3, 2012
Page 3
need. Department Heads will notify Information Technology whenever there
is a change in employment status of an employee or when service needs to be
changed for any employee;
ii. Annual Review: At the start of each budget year, Division Directors and
Department Heads will review the list of employees that have been issued a
County cellular telephone to ensure that each employee is still required to
have a cellular telephone. Any changes will be forwarded to Information
Technology for appropriate action such as termination of service, etc.
iii. Spot - checks: Information Technology will monitor the cellular telephone
usage of County employees and notify Department Heads of unusual or
inappropriate usage by their employees.
5. Damamed /Lost /Stolen Equipment
a. Report phone damaged or missing to supervisor and fill out an incident report with
Risk Management.
A=&,
b. Risk Management will file a claim with our insurance carrier following normal claim
procedures. .40
c. Upon approval of the claim, the department will request that a new phone be ordered
through the Deputy County Administrator following the procedures outlined in
Administrative Instruction 5 700.1.
d. The Deputy County Administrator must approve all cell phone requisitions to replace
a damaged or lost phone.
e. If the employee has already filed a claim for two broken phones in the last 24 months,
they must reimburse the County for the cost of the phone.
f. A police report must be made as soon as possible for a stolen phone and a copy of this
report should be kept with the incident report and the claim forms.
6. Responsibilities
Primary responsibilities relating to cellular telephone usage are outlined below.
a. Information Technology:
i. Establish a policy for cellular phone usage
ii. Approve acquisition of all cellular telephones by County personnel
iii. Maintain software images and access to County email and applications for all
smartphones
iv. Maintain complete and updated cellular telephone inventory list
b. County Divisions and Departments:
i. Authorize the purchase of cellular telephones for their employees
ii. Attached form must be filled out and submitted before cellular telephones will
be issued.
iii. Monitor usage of cellular telephones by employees to ensure compliance with
the County's Internet usage policy.
M.C.A. Inst. 4403.4
December 3, 2012
Page 4
7. Action
a. All Division Directors and Department Heads are to implement the above cited policy
and procedures on the effective date of this instruction and take appropriate action to
ensure all employees are fully cognizant of the contents of this instruction.
Dis
Orii
Re`
�r
OUNTY O MONROE
KEY WEST FLORIDA 33040
(305) 294 -4641
Monroe County
Board of County Commissioners
Office of the County Administrator
The Historic Gato Cigar Factory
1100 Simonton Street, Suite 205
Key West, FL 33040
(305) 292 -4441 —Phone
(305) 292 -4544 - Fax
_ l
��+ 4'.1 tiYFSt.rr fir:
�
BOARD OF COUNTY COMMISSIONERS
Mayor George Neugent, District 2
Mayor Pro Tern Heather Carruthers, District 3
Danny L. Kolhage, District 1
David Rice, District 4
Sylvia 1. Murphy, District 5
OFFICE OF THE COUNTY ADMINISTRATOR
Key West, Florida
MONROE COUNTY ADMINISTRATIVE INSTRUCTION 4404.2
Date:
Subj ect:
Effective Date:
December 4, 2012
Internet Usage
January 1, 2013
1. Background
The Internet serves as a vast source of information and has evolved into a powerful
communications and research tool. Internet connectivity is critical to County departments as
well as members of the public who wish to obtain information about local government issues,
projects and services. Governmental organizations are increasingly using the Internet to
increase productivity, improve quality of services, and provide open access to public records.
Conversely, unrestricted use of the Internet has the potential to adversely affect, rather than
enhance productivity
2. Purpose
To establish policy for the appropriate use of the Internet as a resource for Monroe County.
3. Cancellation
This instruction is to remain continuously in effect unless specifically revised or cancelled.
M.C.A. Inst. 4404.2
December 3, 2012
Page 2
4. Instruction
a. General Internet Use:
This policy addresses those specific authorized and restricted uses of the Internet
when operating County - provided equipment and /or using County - provided access. It
is applicable to all County employees as well as volunteers and contractors authorized
to use County -owned equipment and facilities. It further specifies those
administrative actions that will be taken in the event an employee is found in
violation of the policy.
b. Policy Provisions
This policy applies to all employees using computers or Internet connections supplied
by Monroe County, from any location during working and non - working hours. This
policy also applies to contractors and volunteers who are authorized to use County -
owned equipment and facilities to access the Internet.
It is the general policy that Internet services are to be used in a responsible, efficient,
ethical and legal manner to support the programs of Monroe County government.
Failure to adhere to this policy and administrative procedures shall result in
suspension or revocation of Internet access. Willful or intentional misuse will lead to
disciplinary action under applicable provisions of the Monroe County Personnel
Policies and Procedures Manual.
c. Unacceptable Activities
County employees are specifically prohibited from accessing the Internet for the
purposes of engaging in the following activities:
1. Receipt and dissemination of sexually explicit, hate oriented,
threatening or illegal information, including offensive jokes or
cartoons;
*400 2. Gambling;
3. Promoting or endorsing an outside business venture;
4. Downloading, during normal business hours, streaming video or audio
files for amusement or entertainment purposes; and
5. Engaging in fund raising efforts or political activities.
This includes, but is not limited to, sexually explicit web sites, chat rooms, RSA
feeds, e -mail lists, as well as any web site that promotes discrimination or hatred. The
above is not an all - inclusive list of prohibited Internet usage.
Accessing inappropriate web sites and activities that would reflect unfavorably on the
County and its various organizations, employees and citizens is strictly prohibited.
d. Acceptable Uses for Non - Business Purposes
Limited use of the Internet for non - business purposes may be permitted in accordance
with individual Division or Department policies. Any usage of the Internet for non -
business purposes must conform to the following requirements:
1. Use does not include any of the unacceptable activities above;
2. Use occurs within the employee's personal time (i.e. lunch break,
scheduled break periods, before and after work hours, weekends) or
ex -time;
M.C.A. Inst. 4404.2
December 3, 2012
Page 3
3. Use is restricted and scheduled so as not to infringe upon the
employees' duties and work productivity; and
4. Use does not disrupt any other employee's productive environment.
Examples of permissible use for non - business purposes include: personal
correspondence,
monitoring of the deferred compensation program, and job hunting.
e. Monitoring of Internet Access
Information Technology has established an Internet proxy server which logs network
traffic destined for the Internet. Information Technology will monitor the logs of the
proxy server on a regular basis.
f. E -Mail:
The use of E -Mail is specifically included in this policy. Moreover, Monroe County
treats all messages sent, received or stored in the e -mail system as messages that may
be subject to public disclosure under Florida's Sunshine Law. As a matter of policy,
Monroe County stores a copy of each message sent and each message delivered to a
user's e -mail box. Monroe County reserves the right to access, review, copy, or delete
all such messages for any purposes it deems appropriate. Should employees make
incidental use of the e -mail system to transmit personal messages, these messages
will be treated no differently from other messages and may be subject to public
disclosure.
g. Network Security
i. County employees must be aware of the security threats posed by use of
the Internet. Security threats may be introduced to the Monroe County
computing environment by sending or receiving information through the
Internet. The threat can be in the form of viruses (attached to documents or
downloaded software) that are designed to corrupt data bases and /or direct
attack by hackers with the intention of accessing sensitive information or
disrupting the operations of the County. A secure firewall will be
administered by Information Technology to protect against the threat of
outside intruders who may be attempting to gain unauthorized access to
County systems and data. Information Technology has licensed an
approved virus screening program that must be placed on all computers,
regardless of whether or not it has Internet access.
ii. Information Technology maintains virtual private networking access to the
County's internal networks via a secure client. Access to the County's
network will be provided to personnel as required by all Division
Directors and Department Heads. All mobile computing devices shall
have this client installed for access to the County network.
iii. Files containing sensitive or confidential County data, as defined by
existing security policies, must be encrypted if these files are transmitted
through the Internet. Each agency sending data over the Internet is
responsible for determining whether encryption is appropriate.
M.C.A. Inst. 4404.2
December 3, 2012
Page 4
5. Responsibilities
Primary responsibilities relating to Internet access and use are outlined below.
a. Information Technology
i. Establishing the County policy on Internet activity
ii. Identify and block access to unacceptable web sites
iii. Provide Internet access to authorized users
iv. Administer the Internet security function to include firewall protection
b. County Divisions and Departments
i. Authorize access to Internet for their employees AdA
ii. Establish departmental policy on non - business use of the Internet
iii. Monitor program for compliance
6. Action
a. All Division Directors and Department Heads are to implement the above cited policy
and procedures on the effective date of this instruction and take appropriate action to
insure that all employees are fully cognizant of the contents of this instruction.
Distribution: VI
Originator: DNO
R evi ew 1/10016
Debbie Frederick
Deputy County Administrator
i I
M.C.A. Inst. 4404.2
December 3, 2012
Page 5
OUNTY O MONROE
KEY WEST FLORIDA 33040
(305) 294 -4641
Monroe County
Board of County Commissioners
Office of the County Administrator
The Historic Gato Cigar Factory
1100 Simonton Street, Suite 205
Key West, FL 33040
(305) 292 -4441 —Phone
(305) 292 -4544 - Fax
5
i dG
OFFICE OF THE COUNTY ADMINISTRATOR
Key West, Florida
MONROE COUNTY ADMINISTRATIVE INSTRUCTION 4405.2
Date:
Subj ect:
Enclosure:
Effective Date:
December 3, 2012
Tablet Computing (iPad) Usage
(1) Cellular Device Request Form
January 1, 2013
1. Background
Monroe County provides tablet computers, such as the Apple iPad, to identified County
personnel to enable highly mobilized computing in a lightweight, easy -to -use platform, at a
reasonable cost. The wise and prudent use of the tablet computer is required in order to be
fiscally responsible. Therefore, Monroe County has guidelines for the use of tablet
computers.
2. Purpose
To establish policy for the appropriate use of tablet computers as a tool for Monroe County.
3. Cancellation
This instruction is to remain continuously in effect unless specifically revised or cancelled.
4. Instructions
BOARD OF COUNTY COMMISSIONERS
Mayor George Neugent, District 2
Mayor Pro Tern Heather Carruthers, District 3
a
Danny L. Kolhage, District 1
David Rice, District 4
i Sylvia 1. Murphy, District 5
a. Other Applicable Instructions:
As internet capable devices, all tablet computers used by County employees are also
subject to Administrative Instruction 4404.2 which covers internet usage. It is
M.C.A. Inst. 4405.2
December 3, 2012
Page 2
expected that all employees assigned a County issued tablet computer shall be fully
cognizant of the contents of Administrative Instruction 4404.2.
b. Approvals:
All tablet computers must be approved by the County /Deputy County Administrator
and Information Technology before acquisition, pursuant to Administrative
Instruction 5700.1 Cell Devices & Computer Equipment — Ordering Delivery &
Assignment. All employees issued a County provided tablet device shall be fully
cognizant of the contents of Administrative Instruction 5 700.1.
c. Cellular Data Plans:
Certain models of tablet computers will include a cellular modem that can be
activated to provide Internet access. Information Technology will activate the
cellular service associated with the tablet according to the procedures outlined in
Administrative Instruction 5 700.1. The monthly charges associated with the data
plan are billed by the wireless provider to Information Technology who will then
charge each department accordingly.
d. Third Party Applications:
Certain tablet computers require an account to purchase additional applications (even
free applications will require an account to download). Each tablet contains the basic
functionality necessary to read email, perform basic document review, and connect to
the Internet. The County will provide a set of standardized applications that will
provide the necessary functionality for the user specific for their use of the device. If
a user needs additional productivity applications they may request that Information
Technology personnel install these applications on the tablet. The County will not
reimburse employees for applications and other purchased content. Information
Technology is not responsible for migrating non - County applications or data between
devices.
5. Responsibilities
Primary responsibilities relating to tablet computer usage are outlined below.
a. Information Technology:
i. Establish a policy for tablet usage
ii. Approve acquisition of all tablets by County personnel
iii. Maintain software images and access to County email and applications
iv. Maintain complete and updated tablet inventory list
b. County Divisions and Departments:
i. Authorize the purchase of tablets for their employees
ii. Attached form must be filled out and submitted before tablets will be issued.
iii. Monitor usage of tablets by employees to ensure compliance with the
County's Internet usage policy.
M.C.A. Inst. 4405.2
December 3, 2012
Page 3
6. Action
a. All Division Directors and Department Heads are to implement the above cited policy
and procedures on the effective date of this instruction and take appropriate action to
ensure all employees are fully cognizant of the contents of this instruction.
Debbie Frederick
Deputy County Administrator
Distribution: VI
Originator: DNO
Review: 8/01/13
OUNTY O MONROE
KEY WEST FLORIDA 33040
(305) 294 -4641
Monroe County
Board of County Commissioners
Office of County Administrator
The Historic Gato CigarFactory
1100 Simonton Street, Suite 205
Key West, FL 33040
Ph. (305) 292 -4441
Fax (305) 292 -4544
BOARD OF COUNTY COMMISSIONERS
Mayor George Neugent, District 2
Mayor Pro Tern Heather Carruthers, District 3
Danny L. Kolhage District 1
_ David Rice, District 4
Sylvia J. Murphy, District 5
r 1
OFFICE OF THE COUNTY ADMINISTRATOR
Key West, Florida
MONROE COUNTY ADMINISTRATIVE INSTRUCTION 5700.1
Date: November 29, 2012
Subj ect: Cellular Devices & Computer Equipment— Ordering, Delivery and Assignment
Enclosure: Cellular Device Request Form
Effective Date: January 1, 2013
1. Backizround 4
There was previously no written procedure in place.
2. Purpose
To establish policy for ordering, tracking, inventory, and assignment of equipment.
3. Cancellation
This instruction is to remain continuously in effect unless specifically revised or cancelled.
4. Instruction
Purchase of cellular devices and equipment shall only be made after receipt of the appropriate
request form signed by the requesting employee, that employee's Department Head and Division
Director. The Division Director shall submit the request to the Deputy County Administrator for
final approval. The Deputy County Administrator shall make all purchases of cellular devices and
equipment. All purchases of cellular devices and equipment shall be made via a valid County
Purchase Order and follow all Purchasing Policies and Procedures outlined
All computer equipment will be purchased by a Systems Analyst within the Information
Technology Department designated by the Deputy County Administrator. That Systems Analyst
shall obtain written approval for all purchases from the Deputy County Administrator, and then
M.C.A. Inst 5700.1
April 13, 2012
Page 2
submit the signed purchase order to an Administrative staff member designated by the Deputy
County Administrator for processing.
A. Delivery Address for Equipment
All orders are to be delivered to the Harvey Government Center, Information Technology
Department office located at 1200 Truman Avenue Suite 211, Key West.
B. Receipt of Orders:
The Deputy County Administrator shall designate in writing two Information Technology
employees who are authorized to receive all deliveries, each of whom must sign for each
delivery. The Deputy County Administrator shall designate alternates should one or both
of the primary recipients not be available at the time of the delivery.
The employees authorized to receive deliveries are to open each box, inspect the contents
for damage, etc. and enter each piece of equipment's data into the Information Technology
Inventory list.
C. Assignment of Equipment
The Deputy County Administrator has designated the following staff persons with
equipment set-up:
• All cell phones and Whones are to be given to a Sr. Systems Analyst to set -up. If
unavailable, a Systems Analyst as designated by the Deputy County Administrator
will be responsible for the cellular phone set -up.
• The Sr. Systems Analyst and /or the Systems Analyst is to have the employee that is
assigned a piece of equipment acknowledge receipt by signing the bottom of the
Cellular Device Request form.
• A screen shot of the phone's information screen is to be taken and attached to the
form.
• The Cellular Device Request Form and screen shot files are to be maintained by an
Administrative Assistant and attached to the monthly invoice /audit slip that shows
the equipment purchased for that month for submission to the Finance Department.
5. Damatied /Lost /Stolen Equipment
• Report phone damaged or missing to supervisor and fill out an incident report with
Risk Management.
• Risk Management will file a claim with our insurance carrier following normal
claim procedures.
• Upon approval of the claim, the department will request that a new phone be
ordered through the Deputy County Administrator.
• The Deputy County Administrator must approve all cell phone requisitions to
replace a damaged or lost phone.
• If the employee has already filed a claim for two broken phones in the last 24
months, they must reimburse the County for the cost of the phone.
• A police report must be made as soon as possible for a stolen phone and a copy of
this report should be kept with the incident report and the claim forms.
M.C.A. Inst 5700.1
April 13, 2012
Page 3
6. Action
a. All Information Technology Department staff is to abide by the above cited policy and
procedures on the effective date of this instruction and be fully cognizant of the contents of
this instruction. Failure to do so will be grounds for discipline. iLl
k
Debbie Frederick Is
Deputy County Administrator
Disti
Orig:
Revi
v
im