To protect privacy, confidentiality, and dignity within the workplace:

• Employees may not record conversations, images, videos, or audio involving the people we support, employees, or agency operations unless specifically authorized.
• Personal use of recording devices during working hours is prohibited unless required for job duties or approved by a supervisor.
• Smart devices capable of recording, including AI-enabled glasses, cameras, phones, and audio recording equipment, are subject to this policy.

Unauthorized recording that compromises privacy, confidentiality, or AIM intellectual property may result in disciplinary action, up to and including termination.

Monitoring and Privacy

Employees should have no expectation of personal privacy when using AIM-owned technology resources or when transmitting AIM business through AIM systems. AIM may monitor, review, retain, or disclose information as permitted by law and organizational policy to protect its operations, employees, and the people it serves.

X. BRING YOUR OWN DEVICE POLICY

This policy establishes requirements for employees who use personally owned electronic devices for work-related purposes. This policy applies to employees who are authorized or required to use personal devices, including smartphones, tablets, laptops, and other electronic devices, to access AIM systems, applications, email, or data.

General Requirements

Employees approved to use personal devices for work must:

• Maintain devices in a secure manner that protects AIM information.
• Use only approved applications and systems for business purposes.
• Comply with all AIM policies, including confidentiality, HIPAA, harassment, discrimination, and technology use policies.
• Prevent family members or others from accessing AIM-related applications, communications, or information stored on the device.
• Follow all security requirements established by AIM.

Employees may not use cloud storage, backup services, or applications that store or transfer AIM data to unauthorized or unsecured locations.

Work Hours and Device Use

Personal devices should be silenced or set to vibrate during meetings, training sessions, and other work activities where interruptions may be disruptive.

Nonexempt employees must obtain prior authorization before performing work-related activities outside their scheduled work hours, including responding to emails, text messages, telephone calls, or other work communications. Employees must accurately record and report all time worked, whether or not the work was authorized. Working outside scheduled hours without prior authorization may result in corrective action, but AIM will pay employees for all compensable time worked.

Security and Monitoring

When a personal device is used for work purposes:

• AIM may monitor and preserve communications or data that pass through or are stored within AIM systems and networks.
• AIM may require the installation of security, authentication, or location-based applications necessary for agency operations.