ICT Mobile Working Policy s1

Appendix 4: Trust Owned Tablets – Conditions of Use

 This tablet is provided for work purposes on behalf of Southern Health NHS Foundation Trust, in accordance with the Mobile Working Policy (Available from the Intranet, policy reference number SH IG 26). The device remains at all times the property of Southern Health. The device must not be reassigned, transferred or disposed of in any way.

 The tablet is issued to a member of staff to support them in the integrated use of technology.

 The tablet is provided to you with a password, and must remain protected by a password to deter unauthorised use.

 If a member of staff leaves the organisation, the tablet and all accessories including the case must be returned to the Southern Health NHS Foundation Trust, Unit 3d Eastleigh Community Enterprise Centre, Barton Park, Eastleigh, Hampshire, SO50 6RR, to be processed. All items are to be returned in good working order one week prior to the member of staff’s final day with the organisation.

 For security reasons, no other individuals, including friends or family members, should be permitted to use this tablet. Your account names and passwords are not to be divulged to anybody.

 The security and use of each tablet is the responsibility of the member of staff it is assigned to. Staff are advised to leave the device in the case provided, at all times.

 In the event that a tablet is lost or damaged, the member of staff must immediately upon discovery: o Report the loss to your line manager and the IT Service Desk on 0300 123 9977 as soon as possible, preferably within 24 hours. o Fill out any relevant documentation with the ICT Business Manager or Line Manager. o If the tablet is damaged (including accidental damage) and the damage affects the performance of the device, the damage must be reported to the IT Service Desk on 0300 123 9977. o If the tablet is issued with the Blackberry Work: please call the Technology Business Support Office on 01962 763939 – to report the loss of the tablet to allow Blackberry Work to be disabled.

 In the event that a tablet is stolen, the member of staff must immediately upon discovery: o Report the loss or theft to the Police, you line manager and the IT Service Desk on 0300 123 9977 as soon as possible, preferably within 24 hours. o Staff must obtain a Police/Crime/Case reference number and the name of the investigating officer. o Fill out any relevant documentation with the ICT Business Manager or Line Manager.

ICT Mobile Working Policy Author: Edward Purcell, ICT Security Specialist Version 4 July 2017 Page 1 of 3 o If the tablet is issued with the Blackberry Work email solution: please call the Technology Business Support Office on 01962 763939 – to report the loss of the tablet to allow Blackberry Work to be disabled.

 In the event of a member of staff finding their tablet has a technical fault they are to log a call with the IT Service Desk (0300 123 9977), and provide details of the problem.

 The organisation does not cover the replacement of an tablet in the event of negligence. The cost of a replacement device is borne by the member of staff.

 Inappropriate use of the tablet by an employee may be dealt with under the Disciplinary Policy and Procedure.

 The Technology Business Support Team will perform occasional inspection of tablets to ensure they are being used in accordance with all Trust policies. It is the responsibility of each member of staff to ensure that their device is free from inappropriate/illegal material at all times. A device discovered to contain inappropriate content will be reimaged immediately upon first encounter of the material.

 The tablet can be withdrawn at any time on the instructions of the line manager.

 If the tablet is issued with the ‘Blackberry Work’ email solution: The application is only available in the South West, Mid and North Hampshire region (excluding Winchester and the South East).

 The Information Security Policy prohibits the storage of personally identifiable information on the device as the Data Protection Act 1998 requires that personal information remains secure at all times. No information must be held that breaches Data Protection legislation or formal notification and guidance issued by the Department of Health. All personal identifiable information must also be used in accordance with the Caldicott Principles.

 Personally identifiable data or corporate sensitive information must not be stored in the cloud / any services offering online storage.

 Location services are enabled on the tablets for security purposes. Any data or information regarding physical location of the device (Location data includes geographical whereabouts) may be obtained at any point by the Organisation.

 Tracking is enabled on all Trust issued tablets and in the event of a lost or stolen device this will be used to track the location of the device. Please contact the ICT Help Desk immediately if you believe the device is lost or stolen.

 The device and accessories must be stored securely when not in use.

ICT Mobile Working Policy Author: Edward Purcell, ICT Security Specialist Version 4 July 2017 Page 2 of 3 Please sign on receipt of tablet:

I have received a copy of the “Conditions of Use” of this device and agree to abide by those conditions. A copy of the signed conditions of use will be provided to the user.

Signature of user: ______

Print Name: ______

Job Title: ______

Date: ______

Asset Tag no.: ______

Device Serial: ______

To be retained by ICT Services

Please sign on receipt of tablet: