Enterprise Mobility Policy

PROV is pleased to announce the issue of the Enterprise Mobility Policy that applies to all public offices across Victorian government.

This policy began as a review of the Mobile Technologies Policy, issued in 2012. Much has changed about the way we work in the last 12 years. Through a combination of research and feedback, we've widened the scope of the Policy to accommodate more current work practices.

Enterprise Mobility relates to situations in which employees can work anywhere, anytime, thanks to a combination of mobile devices, applications and technologies that facilitate remote access to data. Mobile devices include both internet-enabled and internet-capable devices (such as smart phones, tablets, laptops, handheld gaming devices and digital cameras) and non-internet portable devices (such as handheld sound recorders, portable storage items, and non-digital photographic equipment). Devices, applications and technologies used may be owned by the business or personally.

Directives include the following clauses which the policy covers in more detail:

• Full and accurate records of the business of the office must be created, captured, managed and disposed of lawfully and in line with the Public Records Act 1973, regardless of the location, service or device used.
• Responsibility for recordkeeping must be clearly documented, expressed, understood and demonstrated, regardless of the location service or device used.
• Governance covering mobile devices, applications and technologies that facilitate remote access to data, should include and address recordkeeping in line with legislative requirements, business needs and community expectations.
• Any risks to the records must be identified, documented, assessed and mitigated regardless of the location, service or device used.

A program of records management in an environment where records are accessed remotely must address the challenges and complexities of the devices, apps and technologies used. For example: 

• Hot desking in an office environment may focus on addressing risks associated with cloud environments and third-party providers. This may include intellectual property management, maintaining evidential value, and ensuring access to the records for the duration of their retention periods.
• Working on a personal mobile device outside of an office environment may need additional considerations around determining what are personal and what are business records, movement of records between the personal device and the office environment and removing or deleting records and associated metadata.

Public offices should apply the policy's terms in line with PROV Recordkeeping Standards and the following PROV policies: 

• Value and Risk Policy
• Recordkeeping and Cloud Service Policy
• Managing Records in Business Systems Policy; and
• Data and Recordkeeping Policy.