George Fox University | Offices and Services | Institutional Technology | Personal Digital Assistant and Mass Storage Device Policy

Personal Digital Assistant (PDA) and Mass Storage Device Policy

Overview

Advances in technology provide a variety of devices to download, import, storeand share data. Properly managing data is essential when using mass storage devices as it relates to university information assets. Individuals authorized to access institutional information need to exercise appropriate action in guaranteeing the security of the data as described in this policy and the Information Security Policy

Purpose

With the growing need for instantaneous communication and data access, George Fox has seen a significant increase in the use of the Personal Digital Assistant (PDA), Pocket PC’s, iTouch and communication devices (iPhone, Blackberry or Trio’s) on campus. This policy is intended to provide guidance to departments who are utilizing PDAs or considering implementing the use of them in their daily work. In addition other mass storage devices such as USB Thumb Drives are also covered in this policy.

Scope

This policy applies to all employees that use institutional provided PDA’s, Pocket PC’s, Communication devices, cell phones, mass storage devices such as thumb/jump drives, USB hard drives, IPODS and data storage tools such as Secure Digital and Compact flash transferable memory cards.  In addition this policy applies to personal PDA/ Mass Storage devices owned by the individual used to store George Fox institutional information.

Policy

GFU will administer the PDA/mass storage unit policy. Issues of non-compliance with this policy will be assessed by GFU and referred to the Chief Technology Officer for action.

Best Practice Guidelines

1. SecurityControls:

Institutional data should not be stored on PDA's and mass storage devices other than for file or data transfer between approved University computers with the sole purpose of conducting institutional and educational activity.

• a. The PDA/Pocket PC/iTouch is not considered a secure computing device. It is recommended that only non-confidential information be stored on the device and the password protection feature enabled.
• b. Thumb/jumpdrives should be password protected and encrypted.
• c. Cell phones can contain confidential contact information and should be password protect. Cell phones should not have institutional passwords stored on them.
• d. USB Hard drives provide great convenience but also store large amounts of data that can easily be stolen. External USB hard drives should be password protected and secured in a locked cabinet or drawer when not in use. In addition they should be secured at night if not in an individually locked office. If your computer needs additional internal hard drive space, please contact the IT service desk.
• e. Use of university owned iPods, MP3 players and storage cards should follow best practices to prevent loss or theft while using the device for university business. Personal iPods, MP3 Players and storage cards should not be used for institutional activities.

2. Selecting a PDA/Mass Storage device.

PDAs must meet university hardware and software standards in order to receive support for the device. For a list of current supported hardware, operating systems and applications go to the GFU web site.

GFU will provide technical assistance on supported PDAs to all faculty and staff. Access to this support is available by contacting the IT Service Desk. servicedesk@georeegfox.edu or calling 503-554-2569

Definitions:

Password protected: Requires that a password be entered to access the device or necessary if the device has been idle for a period of time. This prevents the unauthorized use of a lost or stolen device. These passwords should follow strong password guidelines defined on the password policy.

Download the Personal Digital Assistant and Mass Storage Device Policy.