iPhone Rollout and New Smartphone Security Measures

Date: January 21, 2010
To: UCOP Community
From: David J. Ernst, Associate Vice President, Information Resources and Communications

I am pleased to announce that, effective March 8, IR&C will support the iPhone, in addition to the Blackberry smartphone. Please note that support for other smartphones (e.g., Palms, Treos) will be discontinued at that time. IR&C can now support the iPhone because the newest encrypted model offers appropriate security features for the UCOP technology environment, while satisfying customer needs.

UC is required by law and policy to implement security measures to protect confidential information. It is critical therefore that we take steps to protect data transmitted via smartphones, primarily e-mail, that may be confidential. Effective March 8, we will implement new smartphone security measures. We recognize that these may present some inconvenience and cost. UCOP executive leadership has agreed that the University’s obligation to protect sensitive data, as well as the financial burden and negative publicity caused by security breaches, significantly outweigh minor inconvenience and cost.

Smartphone Security Measures

• Password protection and data encryption for all UCOP-owned smartphones. IR&C will centrally implement encryption and password protection. Smartphone users will need to enter their password each time they access the smartphone. If a smartphone is lost or stolen, encrypted data on the device cannot be accessed. As an additional protection, the TechDesk will be able to remotely remove data from any lost or stolen smartphone.
• Restricting e-mail access to UCOP-owned smartphones. Employees will no longer be able to use personally owned smartphones to obtain UCOP e-mail. OWA access to e-mail will continue to be available. Departments will need to determine whether to provide smartphones for employees currently using personal devices. For guidance, departments should consult Business and Finance Bulletin G-46 (pdf), Guidelines for Purchase and Use of Cellular Phones and Other Electronic Portable Devices, and ensure that employees sign and complete the usage agreement. Employees are responsible for deleting all work-related UC e-mail from personally owned smartphones.

Ordering a Smartphone
To request a Blackberry or iPhone, please complete and submit the online Smartphone Service form. Please note that we recommend the Blackberry over the iPhone because it integrates better with our e-mail/calendaring system. Information about UCOP smartphone service is available on the Web.

Thank you for your understanding and support of UCOP information security measures. If you have any questions, please contact the TechDesk at 987-0457 or TechDesk@ucop.edu