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Purpose:

To define when DHS will purchase a personal digital assistant device. Includes standards, acceptable use and support.

Policy:

Personal digital assistant (PDA) devices combine mobile computing and networking features in a palm-size device. They provide easy mobility from the workstation and synchronization capabilities with the desktop to upload and download information. The PDA can enhance productivity in DHS work environments where mobile computing is necessary or advantageous.

A PDA may be acquired for connection to the DHS network by either an individual or, at its discretion, DHS under the following conditions.

• Connection of user-owned PDAs to the DHS network must have the prior approval of the employee's supervisor.
• The device must be registered with OIS for software inventory purposes.
• With supervisor approval, DHS shall purchase and install standard software for synchronizing, and backup.
• Purchase of a PDA device and associated software by DHS must be predicated on a justification showing a valid business need beyond the use of the personal information management (PIM) features (calendar, phone list, to-do list) and approved by the supervisor.

Standards:

All PDAs connected to the DHS network, whether supplied by the user or DHS, shall comply in total with the DHS IT Standards for PDA hardware and software.

Standard configuration of PDAs shall include: Hardware, desktop software, synchronization software, backup software.

Acceptable Use:

DHS has the right to require the removal of specific software or files from PDAs connecting to the DHS network, whether user- or DHS-owned.

DHS-owned: PDAs are assigned to a specific position. When a position for which a PDA was approved is vacated, DHS-owned PDAs, software, and accessories will be returned to that position's supervisor.

User-owned: Upon leaving the position for which a PDA was approved, all DHS-owned software or information will be removed and DHS-owned software and accessories will be returned to OIS.

Support:

OIS will provide support for installation of DHS standard software in connection with PDAs. Support for PDA hardware is via the hardware vendor. OIS will perform problem determination activities to establish whether a problem is hardware or software related.

Security:

All PDA devices connected to the DHS network environment, whether user- or DHS-owned, shall have password protection enabled.

All PDA devices may be inspected on a yearly basis for existence of unauthorized software or organization data.

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Procedure(s):

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Form(s):

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Reference(s):

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Definition(s):

Personal Digital Assistant: A handheld device that may combine computing, telephone/fax, and networking features. Standard attributes include mobility, data synchronization between the device and the desktop, and personal information management (PIM) features. These devices are also called palmtops, hand-held computers, and pocket computers.

Unauthorized Software: For the purposes of this policy, unauthorized software shall include software not licensed for use by the State of Oregon, unauthorized duplicate of licensed software, software where proof of ownership cannot be established, or software specifically disallowed by DHS.

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Contact:

Groupwise Users: See email address information below.

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Policy History:

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Oregon Department of Human Services
500 Summer St. NE E25, Salem, OR 97301-1098
Phone: (503) 945-5944
Fax: (503) 378-2897
TTY: (503) 947-5330