Guidance for the Use of Personal Mobile Devices

Applies to: DES employees using their personal mobile device for agency business. 

See policies: ETS.01.01 Acceptable Use for Information Technology Assets; ETS.01.05 Mobile Device Policy 

Information contact: Enterprise Technology Services – IT Support  

Phone: 360-407-2244 | Submit a ticket to DES IT Support 

Background 

Only authorized employees are permitted to use their own device for work. You must complete the Online Mobile Device Request Form to receive authorization and stipend.  

If you choose to have your personal device authorized for work purposes (rather than requesting a DES issued device), please note that your device and any information on it (including personal information) are at risk of exposure during a public disclosure process or legal matter.  

Note: In cases of emergency, you may use your unauthorized personal device to deal with the immediate situation. You will need to manage any agency information you create/store on your device appropriately, as it is still a public record and subject to public records requests and retention requirements. For managing text messages, see: Text Message Retention – Washington State DES.  

What to know before you use:  

Using your own device means that your personal device will be enrolled into DES’s Device Management software, and you will be required to comply with agency stipulations. These include:  

• Setting a passcode to adhere to security requirements.
• Providing your personal phone number to ETS to be added to your contact info and visible in the global address list.
• Signing into Microsoft Intune Company Portal app to access agency documents and email.
• If your phone is lost/stolen, you get locked out of your phone for incorrectly entering your password or have too many failed attempts to access your device, all data from your device will be wiped and you could lose contacts, voicemails, text messages, and notes. 

Definitions  

Mobile device: means any hand-portable device capable of text, voice, email, instant messaging (“IM”), photo messaging or other types of data communication. Generally referred to as a cellphone or phone. 

I want to use my personal mobile device for work. What do I do?  

1. Ensure your manager is aware that you are requesting to use your personal and agrees with your request. A stipend may be available.  
   
   
2. Submit a mobile device form.  
   
   
3. Fill out the mobile device form annually as required by ETS.  
   
   

What should I DO when using my personal device for work? 

• Do: Read, understand and agree to all responsibilities, obligations and risks in both the WaTech Mobile Device Policy and DES Mobile Device Policy.
• Do: Provide your personal mobile number, if authorized for stipend use, to be added to your agency contact information.
• Do: Keep your personal phone up to date with all updates.
• Do: Manage your text messages when using either a State-issued phone or BYOD
  • Text Message Retention – Washington State DES
• Do: Report lost/stolen phones immediately to your manager and DES IT Support
  • Work-related data and applications will be remotely wiped from your device.
  • Your phone will be wiped of all work-related data and apps if lost, stolen, or locked out too many times.
• Do: Contact DES IT SUPPORT if you forget your passcode. Too many failed attempts to access your device will result in wiping all data from your device and you could lose contacts, voicemails, text messages, and notes. DES IT SUPPORT can reset this for you to get you up and running quickly.  
  
  

What should I avoid when using my personal device for work? 

• Do not: Use your personal device for work-related text messages unless you are prepared to manage your text messages according to: Text Message Retention – Washington State DES. 
  • Text messages are public records and must be retained as required, and you may be required to produce the texts for public records requests or legal actions.
  • In some cases, you may be required to turn in your phone for data/file retrieval. 
• Do not: Download work documents/files to your personal device’s file storage. Save them to your DES OneDrive, which you can access via the app.
• Do not: Cut and paste DES data from DES-authorized applications to non-DES authorized applications on your phone. (The Device Management Software will not allow this.) 

Related resources: 

What is MDM? – Washington State DES 

Using the Outlook Mobile App – Washington State DES 

Send iPhone Screenshots & Photos to Email – Washington State DES