How to write my Personal Technology Usage Policy document
PERSONAL TECHNOLOGY USAGE POLICY
(Tablets, Smartphones, Laptops and other Devices). The purpose of this document is to set forth a Company Personal Technology Usage Policy by which employees and contractors will abide while using, leasing or otherwise making use of personal technology in the course of their duties while employed at Company Name. The intent of this policy is to provide proper guidance to employees and contractors who make use of personal technology during the course of their work with Company Name. As an employee or contractor of Company Name, you are required to comply with this policy at all times.
Terms and Conditions
The Personal Technology Usage Policy is as follows:
For the purpose of this Personal Technology Usage Policy, "Personal Technology" shall be defined as a hand-held computing device, tablet or phone ("smartphone") that provides Internet access (wireless, cellular or otherwise), software applications, communication and/or email services, and network connectivity through cellular, Wi-Max, Wi-Fi or other ad-hoc networks. For the purpose of this Personal Technology Usage Agreement, "Company Services" shall be defined as all resources provided to employees by Company in order to fulfill their duties as employees.
This list includes, but is not limited to:
Email, webmail, chat and other forms of communication associated with the Company. FTP, SFTP, SSH, Remote Access or Virtual Private Networks (VPN). Online access to Company portals, online software or resources. Remote access to Company computers or servers.
Approved List of Devices (Hardware)
Due to the changing nature of Personal Technology devices, Company Name may at its sole discretion, decide to not allow or support specific devices or technologies that interact with its network. This list is subject to change and may be amended to adapt to specific Company needs and requirements.
The following devices shall be allowed to interact with Company networks or resources:
Approved List of Software and Technologies
In order to effectively interface with Company resources, networks, mail servers and other communication systems, the following software and technologies shall be required for use in the following Company tasks. There shall be no exception to this list without prior written approval from IT Department, Manager, etc. Due to the changing nature of Personal Technology devices, Company Name shall only support a limited number of hardware devices and configurations. This approved list is subject to change and may be amended to adapt to specific Company needs and requirements.
The following required software and technologies shall be used for the following tasks:
- Email/Calendar Client.
- Docking, "Hot Synch" or other Synchronization Systems.
- Operating Systems (OS).
- Virtual Private Networking (VPN).
- FTP / SFTP or SSH Access.
- Instant Messenger (IM) or Chat Programs.
- Other Software Systems.
Limits on Use of Personal Technology
The use of Personal Technology is for the Company's benefit and the convenience of the Employee. Employees must still adhere to the Company Communications and Email policies, whether they are using Personal Technology Devices or their normal work station(s). Any integration between a Personal Technology device and Company resources must not use the Company resource (Company email, VPN, etc.) for personal usage.
Personal Technology General Usage Policies
Use of Personal Technology by Company employees and contractors shall be governed by the Company Internet Access and Asset Usage Policy as well as the Company Wireless Network Usage Policy. Copies of these policies may be obtained from the Company Human Resources Department.
Company's general personal technology usage policies are as follows:
All Personal Technology must have the Company-required applications and security software installed prior to accessing Company resources or networks. Employees must have the Company IT Department review and certify that all Personal Technology meets the Company Network Security Policy prior to use. All Personal Technology shall make use of access control systems (password protection) and encryption. Personal Technology devices that interact with Company resources can get lost and access control systems help prevent outsiders from gaining access to Company networks and systems.
All Personal Technology and software running on Personal Technology devices must use complex passwords and secure digital certificates for remote access where appropriate. All Personal Technology shall make use of self-updating or software that automatically updates itself to ensure that the devices comply with the Company Network Security Policy. All Personal Technology, whether owned by the employee or not, that interacts with Company resources, shall be subject to on-demand audits by the IT Department or Managers to ensure compliance with the Company Network Security Policy.
Personal Technology Usage and Your Health and Safety
Improper usage or overuse of Personal Technology can lead to injury, tendonitis or swelling of tissues and joints. The following tips are provided to help you avoid such injury while you use your Personal Technology. If you have questions or concerns or would like a demonstration of these safety techniques, please contact the Human Resources Department.
Proper use of your Personal Technology includes:
Taking frequent breaks from using your Personal Technology. Immediately stopping use if you experience any of the following symptoms: pain in your thumb, fingers, wrist joints or anywhere else on your body. Immediately stopping use if your hands or extremities feel numb or are tingling.
Avoiding typing for more than a few minutes at a time. Avoiding typing only with your thumb. Making sure that your wrists are in an upright position and not flexed or bent when typing. Try placing a support underneath your Personal Technology whenever possible.
The following is the Company policy for using Personal Technology while operating a motor vehicle:
You may not text, email, use a web browser or otherwise use your Personal Technology in any way while driving or operating a motor vehicle.
The American Physical Therapy Association recommends the following simple exercises:
Tap each finger with the thumb of the same hand.
Repeat five times
Alternate tapping the palm of your hand and the back of your hand against your thigh as quickly as you can.
Repeat 20 times
Open your hands and spread your fingers as far apart as possible. Hold for 10 seconds and repeat eight times. Fold your hands together, and turn your palms away from your body as you extend your arms forward.
You should only feel a gentle stretch. Hold for 10 seconds and repeat eight times. Fold your hands together, turn your palms away from your body, and extend your arms overhead. You should feel the stretch in your upper torso and shoulders to hand.
Hold for 10 seconds and repeat eight times. Responsibility and Storage of Personal Technology. Company shall not be responsible for any loss or damage that may occur to their Personal Technology Devices at any time.
Modification of Policy
Company reserves the right to add, modify, or delete any provision of this Policy at any time and without notice. Company reserves the right to restrict any access right at any time, whether a violation of this Policy occurs or not. Company reserves the exclusive right and will be the sole arbiter as to what constitutes a violation of any of these provisions.
Improper or Illegal Conduct
Failure to adhere to the provisions of this Policy may result in disciplinary actions and/or termination.
The following shall be construed as violations:
Allowing access to any restricted information by unauthorized personnel or purposefully allowing unauthorized personnel to gain access to Personal Technology for non-company or non-authorized activities. Allowing dangerous or restricted software or applications to be installed on the Personal Technology at any time. Engaging in any behavior with Personal Technology that would violate the Company Wireless Network Usage Policy or Company Internet Access and Asset Usage Policy.
Consequences of Violation
If Company becomes aware of an alleged violation of any of the terms contained in this Policy, or any other policy that has been posted on its web site, made available to employees or contractors via email, or posted in any other form, Company shall initiate an investigation. During the investigation, Company may restrict access to the employee's Personal Technology, whether personally owned or otherwise, in order to prevent further possible unauthorized activity. Company may, at its sole discretion, restrict, suspend, or remove employee's Personal Technology without notice or refund, or pursue civil remedies as it deems necessary.
Company shall notify the appropriate law enforcement department of any such violations. Company shall not be responsible for any payment, refunds, or compensation in any way for service disruptions or termination resulting from violations of this Policy.
Effective Date: Current Date