USUHS Policy for Video-Enabled Phones 

This policy ensures the secure and confidential use of all video-enabled communication devices at the Uniformed Services University of the Health Sciences (USUHS), including the Cisco 8865 desk phones and UC soft clients.

1. Scope

This policy applies to all USUHS faculty, staff, and contractors who use video-capable devices integrated with the University's communication system.

2. Mandatory Security and Usage Requirements

To protect sensitive University information and maintain confidentiality, all users must adhere to the following requirements:

1. Optimized Placement: Use devices in private offices or conference rooms. Please do not relocate hardware without IT approval to maintain secure network configurations.

2. Maintain Privacy (User Responsibility): You are responsible for ensuring that your discussions are not overheard.

   1. Explicitly notify all participants when the speakerphone or recording features are active.

   2. Verify that all meeting attendees are authorized for the information's classification level.

3. Physical and Audio Safeguards: Always close office doors during sensitive calls. Keep the volume low to prevent audibility outside the room, and use the mute function when you are not actively speaking.

4. Visual Indicators: The Cisco 8865 features a physical shutter and light indicators to show when the camera or microphone is active.

5. Secure Configuration (System Protection): All communications are automatically encrypted using secure, government-approved protocols to protect confidentiality. 

6. Monitoring and System Access: Only authorized IT personnel can access device configurations. The system is continuously monitored to detect any unauthorized access or security anomalies.

3. Maintenance and Incident Reporting

All Cisco 8865 units undergo regular firmware updates managed by the IT department to ensure the latest security patches are applied. Users must not attempt to modify the hardware or software independently.

Report any technical issues, physical damage, or security concerns immediately to the USUHS NOC Department. Our team manages all firmware and security updates centrally; please do not attempt manual modifications.