Digital Assistants and other devices that can record or transmit sensitive audio and/or visual information must not be in the work or telework environment unless they are disabled.
These devices can contain sensors, microphones, cameras, data storage, speech recognition, GPS, and other multimedia options. These types of features can put the privacy of employees and/or taxpayers at risk of inadvertently disclosing personal/confidential information.
This includes but is not limited to:
- Digital Assistants – such as Dot or Echo devices using Alexa software, HomePod using SIRI, etc.
- Smart Notebooks such as Rocketbook, Kindle Scribe, etc.
- Voice-activated devices and smartphone applications – such as Siri, Google Assistant (Hey Google or Okay Google), or Alexa on phones, tablets, etc.
- Internet-connected toys – such as Cloud Pet, Hello Barbie, etc. that might record and transmit data.
- Security Systems and webcams in the telework environment.
- Smart TVs or other equipment – such as Peloton exercise bike.
- Operating systems/applications that allow voice commands and are not approved by DHS.
- Smart home and home surveillance, security, and video/audio devices – such as webcams on personal devices in the home, security cameras/microphones, smart thermostats with listening capabilities.
Treat these devices as if they are another person in the room. Many of these devices can record and/or transmit data when activated. To protect FTI, employees must mute or disable the listening/detecting features of the device so that FTI data is not recorded.