Most of us synchronize CPCS email/calendar to our mobile device (phone, iPad, tablet). Synchronization gives IT the ability to implement security policies on your device to protect Agency and client data. This is standard procedure in most organizations that allow employees to use their own devices.
OK. So, what does this mean for you?
On your mobile device, when you add the CPCS account in the Mail, Contact, Calendars settings, CPCS IT gains the ability to control a number of security parameters, including device locking, removing work email, and even wiping your mobile device.
Just using webmail or GoToMyPC isn’t synchronization, so no CPCS IT security affects your device (see “opting out” section).
What we can’t do: We can’t “look into your phone.” We can’t see what you have on your phone, read your personal emails, look at your pictures, review your browser history or root through your contacts.
OK. So, back to what this means for you.
January 7th 2016, for all mobile devices synchronizing with CPCS, we will flip a switch that turns on locking. After 15 minutes of inactivity your device will lock and require your password, PIN or thumb print to unlock. This password / PIN is whatever you choose for your device. If you already lock your device, it won’t change. If your device locks in less time (like instantly on turning off), your more restrictive locking will be retained
Regarding device wipe: It is not IT policy to wipe personal devices. We respect the device is yours and has personal data, so we won’t wipe it.
We will remove any work email from your device if you leave the Agency. We remove work email through a two-step process. Neither of the steps, separately or combined, can accidentally wipe all the data on your phone
Opting out:
To opt-out, you need to remove CPCS account synchronization. This means removing the account you added to access CPCS email/calendar. Instructions are: http://intranet.publiccounsel.net/blog/2015/12/01/instructions-remove-email-account-mobile-device/. Once removed, all your Agency emails, appointments, and synchronized contacts will disappear from your phone.
If you opt-out, you can use webmail (https://webmail.publiccounsel.net/owa) or GoToMyPC to access your email without any CPCS security protocols. So, you can still access CPCS email on your mobile device through these mechanisms when connected to the interneet.
If you have a CPCS provided device, you may not deactivate your Agency account. CPCS provided devices are Agency property and not personal devices.
UPDATED for clarifications:
- We know and appreciate the fact that most of us (me included) use personal devices to serve our clients. We therefore have a responsibility to enforce basic security (like locking of devices and removal of CPCS email) to protect client data and confidentiality. We’ve all read about agencies that lost massive amounts of sensitive data due to poor security habits
- The simple fact is the same technology that allows us to synchronize email, lock phones or remove emails from people’s phones also gives us the ability to wipe their phones. They are inextricably linked
- It is not our policy to wipe people’s personal devices. However, I felt it was important to make people fully aware that we have this capability
- We intentionally devised a 2-step process so there will be no mistakes or accidental wipes of people’s phones. Neither of the steps, separately or combined, can accidentally wipe all the data on your phone
- Access to the security management system is password protected. Only trained and authorized personnel may access to this system (for example: I can’t access this capability)
- If you opt-out, you can use webmail (https://webmail.publiccounsel.net/owa) or GoToMyPC to access your email without any CPCS security. So, you can still access CPCS email on your mobile device through these mechanisms
- What is synchronization? Synchronization means you are getting CPCS email through a “mail” app on iOS or Android. Webmail or GoToMyPC is not synchronization
- If you access CPCS mail from your personal PC or laptop, there is NO CPCS security enforced on them. Though please have a password on your machine
- We can’t “see” data on mobile devices. We can’t see your contacts, pictures, personal emails, web browsing history, etc.