Editor's Note: In light of the National Labor Relations Board decision in Stericycle, employers should work with legal counsel before implementing any conduct-related policy to ensure that it is narrowly tailored to the employer and advances a legitimate and substantial business interest.
Customize this policy template according to your organization's requirements and protocols.
Objective
This policy establishes [Company Name] guidelines for employee use of personally owned electronic devices for work-related purposes to ensure the security of company data and equipment, legal compliance and the safety of our employees.
Nothing in this policy is intended to, nor should be construed to limit or interfere with employee rights as set forth under all applicable provisions of the National Labor Relations Act, including Section 7 and 8(a)(1) rights to organize and engage in protected, concerted activities regarding the terms and conditions of employment.
Scope
Employees of [Company Name] may have the opportunity to use their personal electronic devices for work purposes when authorized in writing, in advance, by the employee and management. Personal electronic devices include personally owned cellphones, smartphones, tablets, laptops and computers.
The use of personal devices is limited to certain employees and may be limited based on compatibility of technology. Contact the human resource (HR) department for more details.
Procedure
Device protocols
To ensure the security of [Company Name] information, authorized employees are required to have anti-virus and mobile device management (MDM) software installed on their personal mobile devices. This MDM software will store all company-related information, including calendars, emails and other applications in one area that is password-protected and secure. [Company Name]'s IT department must install this software prior to using the personal device for work purposes.
Employees may store company-related information only in this area. Employees may not use cloud-based apps or backup that allows company-related data to be transferred to unsecure parties. Due to security issues, personal devices may not be synchronized with other devices in employees' homes. Making any modifications to the device hardware or software beyond authorized and routine installation updates is prohibited unless approved by IT. Employees may not use unsecure internet sites.
All employees must use a preset ringtone and alert for company-related messages and calls. Personal devices should be turned off or set to silent or vibrate mode during meetings and conferences and in other locations where incoming calls may disrupt normal workflow.
Restrictions on authorized use
Employees whose personal devices have camera, video or recording capability are restricted from using those functions when necessary to secure [patient/client] privacy and/or to protect trade secrets and [include any other specific proprietary business information]. While at work, employees are expected to exercise the same discretion in using their personal devices as is expected for the use of company devices. [Company Name] policies pertaining to harassment, discrimination, retaliation, trade secrets, confidential information and ethics apply to employee use of personal devices for work-related activities.
Excessive personal calls, emails or text messaging during the workday, regardless of the device used, can interfere with employee productivity and be distracting to others. Employees should handle personal matters on nonwork time. Exceptions may be made for emergency situations and as approved in advance by management.
Nonexempt employees may not use their personal devices for work purposes outside of their normal work schedule without authorization in advance from management. This includes reviewing, sending and responding to emails or text messages, responding to phone calls, or making phone calls.
Employees may not use their personal devices for work purposes during periods of unpaid leave without authorization from management. [Company Name] reserves the right to deactivate the company's application and access on the employee's personal device during periods of unpaid leave.
An employee may not store information from or related to former employment on the company's application.
Privacy/company access
No employee using his or her personal device for work-related purposes should expect any privacy except that which is governed by law. [Company Name] has the right, at any time, to monitor and preserve any communications that use the [Company Name]'s networks in any way, including data, voice mail, telephone logs, internet use and network traffic, to determine proper use.
Management reserves the right to review or retain company-related data on personal devices or to release the data to government agencies or third parties during an investigation or litigation. Management may review the activity and analyze use patterns to ensure that [Company Name]'s resources in these areas are being use according to this policy. Furthermore, no employee may knowingly disable any network software or system identified as a monitoring tool.
Company stipend
Employees authorized to use personal devices under this policy will receive an agreed-on monthly stipend based on the position and estimated use of the device. If an employee obtains or currently has a plan that exceeds the monthly stipend, [Company Name] will not be liable for the cost difference where federal or state law allows.
Safety
Employees are expected to follow applicable local, state and federal laws and regulations regarding the use of electronic devices at all times.
Employees whose job responsibilities include regular or occasional driving are expected to refrain from using their personal devices while driving. Regardless of the circumstances, including slow or stopped traffic, employees are required to exit traffic and safely stop the vehicle before placing or accepting a call or texting. Special care should be taken in situations involving traffic, inclement weather or unfamiliar areas.
Employees who are charged with traffic violations resulting from the use of their personal devices while driving will be solely responsible for all liabilities that result from such actions.
Employees who work in hazardous areas must refrain from using personal devices while at work in those areas, as such use can potentially be a major safety hazard.
Lost, stolen, hacked or damaged equipment
Employees are expected to protect personal devices used for work-related purposes from loss, damage or theft.
In an effort to secure sensitive company data, employees are required to have "remote-wipe" software installed on their personal devices by the IT department prior to using the devices for work purposes. This software allows the company-related data to be erased remotely in the event the device is lost or stolen. Wiping company data may affect other applications and data.
[Company Name] will not be responsible for loss or damage of personal applications or data resulting from the use of company applications or the wiping of company information. Employees must immediately notify management in the event their personal device is lost, stolen or damaged. If IT is unable to repair the device, the employee will be responsible for the cost of replacement, where allowable under state law.
Employees may receive disciplinary action up to and including termination of employment for damage to personal devices caused willfully by the employee.
Termination of employment
Upon resignation or termination of employment, or at any time on request, the employee may be asked to produce the personal device for inspection. All company data on personal devices will be removed by IT upon termination of employment.
Violations of policy
Employees who have not received authorization in writing from [Company Name] management and who have not provided written consent will not be permitted to use personal devices for work purposes. Failure to follow [Company Name] policies and procedures may result in disciplinary action, up to and including termination of employment.
An organization run by AI is not a futuristic concept. Such technology is already a part of many workplaces and will continue to shape the labor market and HR. Here's how employers and employees can successfully manage generative AI and other AI-powered systems.
Related Content
HR must always include human intelligence and oversight of AI in decision-making in hiring and firing, a legal expert said at SHRM24. She added that HR can ensure compliance by meeting the strictest AI standards, which will be in Colorado’s upcoming AI law.
The proliferation of artificial intelligence in the workplace, and the ensuing expected increase in productivity and efficiency, could help usher in the four-day workweek, some experts predict.
Learn how Marsh McLennan successfully boosts staff well-being with digital tools, improving productivity and work satisfaction for more than 20,000 employees.