OPM: Telecommunications Equipment Policy

Telecommunications Equipment Policy
 
Scope 

 

This statewide policy is applicable to the use of all telecommunications equipment and services including, but not limited to, telephones, telephone calling cards, PDA type devices, facsimile machines and cellular telephones (hereinafter referred to collectively as "Telecommunications Equipment") issued to state agencies or state employees.


Telecommunications Equipment is to be used in conjunction with and to further current state business. Some agencies may have telecommunications equipment policies in place that may be stricter than these guidelines. To the extent that any agency policy or procedure conflicts with this policy, the more stringent policy shall control.


Acceptable Uses, Limits and Procedures

 

Telecommunications Equipment shall be used solely for official state business. Telecommunications Equipment shall not be used for personal or private purposes.


Telecommunications Equipment shall be issued to individuals who are specifically authorized by the agency head to use the Telecommunications Equipment, which may not be loaned to other individuals.


Each agency and state employee receiving Telecommunications Equipment shall be subject to the limits, policies, and procedures outlined in the State of Connecticut Department of Information Technology Telecommunications Procedures on-line reference, as it may be amended or revised from time to time.

• Select here to access the Telecommunications Procedures on-line reference.

 

Any and all exceptions to these rules and limits must be approved by the Chief Information Officer and documented by the Department of Information Technology.


Unacceptable, misuse or fraudulent use of any Telecommunications Equipment may result in disciplinary action, including, but not limited to, dismissal from state service, referral to the State of Connecticut Ethics Commission and/or criminal or civil sanctions. In addition, the holder of the Telecommunications Equipment shall promptly reimburse the state for any use deemed to be unacceptable.


1. Cellular Telephones and Other Wireless Communication Devices.


Cellular telephones and similar devices shall be used for approved state business as set out by individual agencies. Each agency is responsible for determining whether the acquisition and use of cellular equipment and services is appropriate for its employees. If so, each agency is responsible for having each employee authorized to use such equipment sign a statement that s/he understands the acceptable use policy and for receipt of such equipment.


Each Cellular telephone shall be assigned to an individual who shall be responsible for safeguarding the equipment and controlling its use. The individual’s name shall be provided to the Department of Information Technology Telecommunications Admin Group (doit.telecomm@ct.gov.)


Agencies shall request equipment purchase, activation and/or deactivation of cellular service through the Department of Information Technology Telecommunications Admin Group (doit.telecomm@ct.gov.)


Agencies will be billed monthly through a Direct Charge process in the Core-CT Accounting System. The using agency will receive a detailed electronic bill and Individual Cellular Usage Report. It shall be the responsibility of the individual and the agency to verify the accuracy of the bill, and confirm appropriate usage. Discrepancies or errors shall be promptly reported to the Department of Information Technology Telecommunications Admin Group (doit.telecomm@ct.gov.)


2. Telephone Calling Cards.


Telephone calling cards, shall be used for approved state business as set out by individual agencies. Each agency is responsible for determining whether the acquisition and use of calling cards is appropriate for its employees. If so, each agency is responsible for having each employee authorized to use a calling card sign a statement that s/he understands the acceptable use policy and for the receipt of the calling card.


Each Calling card shall be assigned to an individual who shall be responsible for safeguarding the card and controlling its use. The responsible individual’s name shall be provided to the Department of Information Technology Telecommunications Admin Group (doit.telecomm@ct.gov.)


Agencies shall request activation and/or deactivation of calling card service through the Department of Information Technology Telecommunications Admin Group (doit.telecomm@ct.gov.)


Agencies will be billed monthly through a Direct Charge process in the Core-CT Accounting System. The using agency will receive a detailed electronic bill and an Individual Calling Card Usage Report. It shall be the responsibility of the individual and the agency to verify the accuracy of the bill and to confirm the usage as appropriate. Discrepancies or errors shall be promptly reported to the Department of Information Technology Telecommunications Admin Group (doit.telecomm@ct.gov)


Directory Assistance

 

State employees may use only directory assistance services for which there is no charge (List of Services).  Any calls to directory assistance for which a charge is generated (such as, but not limited to 411, 555-1212, 860-555-1212, XXX-555-1212) will be considered unacceptable personal usage.  This includes calls made by wireless and wireline telephones, and includes any use of associated billable directory assistance services such as, but not limited to, automated call completion services.  To ensure that chargeable directory assistance numbers are not used, agencies shall block them whenever their telephone systems permit. 

 

Liability for Payment

 

Agencies shall be liable for all authorized charges made by their employees using Telecommunications Equipment. The agency’s accounting unit/business unit will be Direct Charged for all Telecommunications Equipment expenses according to the terms and pricing set out in the state contract with the vendor providing the Telecommunications Equipment.


The State of Connecticut and its agencies shall not be liable for:

• unauthorized use of Telecommunications Equipment; and
• account numbers that are misused, abused or fraudulently used.

Violation of this policy may result in disciplinary action, possible ethical, civil and criminal sanctions. Individual Telecommunications Equipment holders shall be responsible for repayment of improper charges, and shall be personally liable for misuse or abuse of equipment or services.


Auditing and Documentation


All agencies, departments and commissions distributing Telecommunications Equipment shall provide a copy of this policy to each state employee receiving or in possession of Telecommunications Equipment. Agencies and individual Telecommunications Equipment holders shall be responsible for maintaining adequate documentation supporting all Telecommunications Equipment use. Documentation shall support the business purpose of all use of Telecommunications Equipment and shall include the following items:

• Copy of this policy;
• Copies of Telecommunications Equipment Individual Usage reports; and
• User logs.

Agencies shall retain such documentation in accordance with the State Librarian’s Record Retention Policies.


Agencies shall periodically audit their records to ensure that equipment is used by authorized users for official state business use only.


Security

 

Agencies shall safeguard Telecommunications Equipment at all times. Agencies shall ensure that Telecommunications Equipment is kept in accessible but secure locations and that account numbers or PIN/access codes on Telecommunications Equipment are not posted or left in conspicuous places. Agencies shall immediately report lost or stolen Telecommunications Equipment to DAS/BEST.


All Telecommunications Equipment shall be returned to the issuing agency, department or commission by the employee immediately upon request by the agency or upon the employee’s termination of state service.


Telecommunications devices that are capable of data storage are also governed by the Policy on Security for Mobile Computing and Storage Devices.