[OPLINLIST] Laptop/Smart Device Policy/Sign Off

[Jessica Dooley]

Hi Rick,

Your question about policy is a good one. This doesn't answer that, but
here are some thoughts about processes to support policy:

In a public library setting, when managing laptops/devices for staff and
patrons, I was chiefly concerned about protecting the library from theft
and loss, protecting the staff from liability, and maintaining the
library's responsibility for data privacy. I tried to automate these
responsibilities or make them an IT process, whenever possible.

For theft/loss, I used subscription anti-theft software (such as Prey
Project). Another possibility might be low-energy bluetooth beacons; one
time cost, will work even if the device is powered off, but a physical
profile, and requires proximity of other devices to work (so less useful in
rural areas).

For tracking, Prey gave me a dashboard that showed the last seen GPS
location and network of the devices. I also maintained a Snipe-IT inventory
system where I could sign out/in devices to staff. Prior to that system,
the library barcoded laptops and tablets, and checked them out to
staff/patron library accounts. Circ rules, due dates, and charges could be
managed within the ILS.

To protect staff who were responsible for library equipment off library
property, I investigated insurance. My homeowner's insurance covered
library equipment as long as it was in my home or garage, but did not cover
it while driving or elsewhere. It might be worthwhile finding out if the
library's property insurance covers equipment assigned to remote staff, and
with what limitations.

For data privacy, I made all access to library systems and data contingent
on being connected to the library's VPN, and then made that VPN
auto-connect (or reminded staff to connect before starting work). I aimed
for secure configuration before lending devices (Deep Freeze, OpenDNS
security category filtering, managed antivirus, principle of least
privilege + elevation audit logs, Group Policy, etc).

Educating staff about their responsibilities toward library data: a.) all
patron information is protected by law, even contact information, and that
using library systems to look up that information for reasons other than
library business is illegal, and b) conducting any type of library business
with a personal email/other account makes that personal account subject to
public records requests, which is preferable to avoid.

Jessica D. Dooley
OPLIN Infrastructure Specialist
jessica at oplin.ohio.gov
614-728-5254


On Thu, Jun 4, 2020 at 1:45 PM Rick Wiltrout via OPLINLIST <
oplinlist at lists.oplin.org> wrote:

> It was suggested I send this to the OplinList in the hopes for more
> discussion from the community at large!
>
> So, the pandemic hit and the library handed out laptops as needed to key
> staff (signed they took it and signed when it came back). But that raised
> some questions about laptops/iPads assigned to specific staff normally. I
> am designing a sign off sheet for when this equipment is handed over to the
> staff person, but we have nothing in our policy about
> damages/responsibility/expectations for this equipment. So the question was
> asked what do other libraries say/have in their policies..
>
> Thanks for your time!
>
>
> [image: photo]
> *Rick Wiltrout*
> IT Manager, Tuscarawas County Public Library System
>
> 330.364.4474 ext 235 | rwiltrout at tusclibrary.org
>
> www.tusclibrary.org
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