qathet Regional District (qRD) board will vote on updated computer and network services and electronic mobile communication device policies.
The board will also consider rescinding its corporate electronic device purchase policy, which would be replaced by the new policies.
At the November 22 committee of the whole meeting, Electoral Area B director Mark Gisborne said he had a question regarding the computer and network systems policy. He said he uses a personal desktop computer in conjunction with his qRD issued laptop.
“My understanding is because it is my own personal desktop, it doesn’t fall under this policy of computer network systems,” said Gisborne. “I’m just wondering, if we have elected officials who are using personal desktop computers, it seems like it doesn’t fall under any policy.”
Nancy Schmeister, manager of technical services, said personal devices are the owners’ own devices, however, there are implications with respect to the policy, particularly under section 5.6 – unacceptable use in the computer networks systems policy.
“Item G basically says while you may be using a personal device, it is unacceptable to download, backup or store what is defined as non-public information on a personal device,” said Schmeister. “You shouldn’t be opening in camera or non-public information on a personal device where it may end up ultimately end up being downloaded, and therefore stored on a personal device that we don’t have any control over.”
Gisborne said he uses his personal device to open regional district emails, which contain confidential information, including in camera information, and he said it appears the way he is using his desktop computer will have to change significantly because he cannot deal with the confidential information on his desktop computer anymore.
“I take security very seriously,” said Gisborne. “My office is locked. The whole area is secured because there are sensitive files. If the board adopts this policy, am I not in compliance?”
Schmeister said he would be non-compliant if he used his personal desktop computer.
“I appreciate that you are technically savvy and you feel your systems are secure, but we have no assurance of that,” said Schmeister. “Your laptop that you are issued [by qRD] is a managed device and we have assurance of that. We can’t evaluate and assess every individual director’s situation at home with their own personal devices.
“It comes down to non-public information on a personal device. That is an act of vulnerability. We are putting the regional district and that personal data at risk.”
Electoral Area C director and board chair Clay Brander said his practice is to open up any in camera items on his qRD laptop and he does all his work on it.
“I don’t need a printed copy of it and I don’t have a need to open up my personal PC,” said Brander.
Schmeister said the goal of the policy was to try to do everything possible to reduce vulnerabilities.
City of Powell River director George Doubt said he had a regional district-issued laptop that is perfectly fine and does all the work he needs to do with the regional district. He said he has a separate city laptop that he does city business on.
“I can do all the work I have to do on the regional district-issued laptop,” said Doubt. “The policy is reasonable; it has a lot of restrictions, and it should have, if it’s possible to download confidential information on your device. The regional district needs to know it is secure.”
The committee voted to recommend to the regional board to carry the computer and electronic device policies.
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