This article for Records and Information Management Month (RIM) will focus on the new PPM 3091: Use of University Mobile Devices, Personal Devices, and Account Policy.
Mobile computing is an increasing part of everyday life; as devices become ubiquitous and more powerful, the complexity of tasks achieved away from the office on mobile devices grows. As the capabilities increase, so does the need to adhere to security protocols.
For this reason and in response to updated National Institute of Standards and Technology (NIST) guidelines on mobile devices, the University has published PPM 3091: Use of University Mobile Devices, Personal Devices, and Accounts Policy. The purpose of the policy is to safeguard the confidentiality, integrity, and availability of the University’s information assets and protects the interest of the University, its customers, personnel, and business partners.
According to President Myers, “In addition to compliance, this policy protects students, faculty, and staff, by outlining the risks and liabilities for the use of personal devices. This policy protects University data/records and protects your personal documents.”
Unless specifically authorized, only Kansas State University’s mobile devices may hold or process University records. Use of personal devices may open the device/account to litigation in the case of a Kansas Open Records Request; see PPM 3060: Kansas Open Records Act. Viewing information on a personal mobile device is acceptable since the information does not “live” on the device; however, downloading to a personal device violates the policy. Mobile devices include but are not limited to: laptops, notebooks, tablets, smartphones, smartwatches.
To review the policy in its entirety, visit PPM 3091: Use of University Mobile Devices, Personal Devices, and Accounts.
To read the NIST Publication SP 800-124 Rev. 2, visit Guidelines for Managing the Security of Mobile Devices in the Enterprise.
Records Management 101 training and information sharing is available for RIM Month on the HRIS Self-Enrollment dates below. All sessions are held via Zoom, and registration is recommended. Register through HRIS, KSU Training Enrollment.
- April 9, 12-1:30 p.m. – Records Management 101
- April 15, 10-11:30 a.m. – Records Management 101
- April 21, 2-3:30 p.m. – Records Management 101
- April 26, 11:30-1:00 p.m. – Records Management 101
For more information, contact Ryan Leimkuehler, University Records Manager, at rleimkue@ksu.edu.
