Board Policy CA-255: Electronic Documentation

Effective date: 2019-06-18

Purpose

Guide the use of Workspaces (previously named WatchDox) as a confidential electronic document sharing solution for meetings of the Board of Directors and its committee.

Definition

Workspaces is an application that allows users to share documents, edit documents, and collaborate across a range of devices and provides enterprise-grade security.

Policy

Documents required for meetings of the Board of Directors (the “Board”) and its committees are distributed to the members of the Board and its committees in electronic format. iPads will be issued to Board members for this purpose; however, members may also use their own iPads to access these electronic documents.

Directly affected

  • Board of Directors
  • Leadership Team
  • Other invited Board of Directors meeting participants

Utilization Procedures

  1. General usage of Workspaces
    1. Users will be granted access to the Workspaces Confidential Document Sharing Solution by the Administrative Assistant to the President and CEO. This authorization includes access to files/documents in general, the length of time for offline access, annotation permissions, and the withdrawal of access, where appropriate.
    2. Documents obtained through Workspaces must be treated as confidential and protected in accordance with the bylaws and policies of Vitalité Health Network (the “Network”) around confidentiality.
    3. Users are required to have a Vitalité Health Network email address that is associated with their Workspaces access and the mobile device management solution.
    4. Electronic documents are made available as follows:
      1. Electronic documents are made available in accordance with the Board’s policy;
      2. Under exceptional circumstances, Board package amendments can be made available up to 24 hours in advance of a meeting or in accordance with the Board’s policy;
      3. A document may be downloaded for offline access (14-day period). After 14 days, the document must be downloaded again (wireless connection required);
      4. Documentation is available online for five years.
    5. Electronic documents can be annotated.
    6. Any user’s location of access to Workspaces, type of activity, and date/time of activity are subject to audit, which is an integrated security feature of the solution.
  2. Users with Network provided iPad devices
    1. iPad devices and accessories will be issued to approved individuals and remain the property of the Network. The following are the default options:
      • Hardware package:
        • iPad Air (16 GB, Wi-Fi model);
        • iPad Air case;
        • Stylus.
      • Software/connections:
        • Preconfigured for corporate wireless access;
        • Workspaces app will be installed;
        • Default iPad applications will be installed;
        • Default security PIN will be enabled;
        • Active Directory account password changed every 60 days
    2. Users may purchase additional accessories at their own expense (e.g. a different stylus or a case with keyboard).
    3. Users have access to iTunes account for additional software downloads.
    4. iPad users will be enrolled in a product support model. The following outlines what support can be expected for different scenarios:
      • First time set-up: Administrative Assistant to the CEO (normal business hours);
      • General iPad functionality: Apple Support > iPad;
      • iTunes account: Apple Support > iTunes;
      • Home wireless connection: Local Internet service provider (e.g. Bell Aliant, Rogers);
      • Corporate wireless connection: Administrative Assistant to the CEO (normal business hours);
      • Workspaces documents/functionality: Administrative Assistant to the CEO (normal business hours).
    5. If an iPad is lost or stole, the Administrative Assistant to the CEO must be contacted immediately so that:
      • Replacement arrangements can be made;
      • Workspaces and e-mails access via the lost iPad can be restricted.
    6. The Network is responsible for reasonable wear and tear on iPad devices (i.e. product defect or breakage in general, which would not, for example, cover situations such as dropping an iPad in a pool of water).
    7. iPads and accessories issued by the Network must be returned to the Administrative Assistant to the CEO at the end of a Board member’s term.
  3. Users with personal iPad devices
    1. Personal iPad technical support calls are the responsibility of the user. The following outlines what support can be expected:
      • Corporate wireless connection: Administrative Assistant to the CEO (normal business hours);
      • Workspaces documents/functionality: Administrative Assistant to the CEO (normal business hours).
    2. Service New Brunswick must create a profile for all personal iPads. This will provide appropriate corporate wireless access and provides secure connectivity to the computer network with the mobile device management solution.
    3. If an iPad is lost or stolen, the Administrative Assistant to the CEO must be contacted immediately so that necessary arrangements can be made.
  4. Users with laptop / desktop devices
    1. Users can contact the Administrative Assistant to the CEO during normal business hours for support with Workspaces related requests.

Additional Relevant Information

The technology Workspaces has been implemented for the Executive Council of the Government of New Brunswick and the Board of Directors of Horizon Health Network. More information about Blackberry Workspaces.