On December 11, 2013, Ontario’s Information and Privacy Commissioner, Dr. Ann Cavoukian, and TELUS released a new whitepaper applying the principles of Privacy by Design to employee owned devices in the workplace. The whitepaper, entitled “Bring Your Own Device: Is Your Organization Ready?“, sets out a five-step process for developing and implementing a BYOD program. Those steps are:
- Step One: Establishing Requirements – End-User Segmentation. This involves identifying user needs.
- Step Two: Technology Alignment and Device Choice. This involves aligning permitted devices to user needs and operational considerations, as well as the level of access permitted based on the device characteristics.
- Step Three: Policy Development. In this step, the organization is to develop policies and procedures governing information security, monitoring, privacy, guidance on the use of wifi, termination of employment and other issues engaged by BYOD.
- Step Four: Security. This step requires the organization to evaluate existing and implement additional administrative, technical and physical security controls to enhance or maintain the security of the organization’s IT infrastructure and the integrity and privacy of personal information.
- Step Five: Support. In this final step, an organization to have a plan to support employees, including with respect to lost or misplaced devices.
There is one place where I might part company with the Information and Privacy Commissioner’s Whitepaper. In my view, a BYOD policy is insufficient to address the complexities of managing security and privacy expectations and the cooperation required by employees and information technology and security professionals.
Last month, I had the pleasure of speaking on a panel with JoAnn Sochor, AVP Social Media Compliance at TD Financial Group, and Nyree Embiricos, counsel at Amex Bank of Canada regarding social media and BYOD in financial institutions.
In our presentation, I strongly recommended an annual User Participation Agreement that sets clearly the rights and responsibilities of the user and the employer. Below, I’ve included the text of my presentation slides and some of the slides setting out a framework of issues to be addressed in a BYOD User Participation Agreement.