Government telephone systems (including cellular telephones and calls over commercial systems which will be paid for by the Government) are in place for the conduct of official business or limited personal use as outlined in the Main Body section of this Directive. Official calls may include emergency calls and calls which the agency determines are necessary in the interest of the Government. Supervisors are responsible for the proper management of telephone usage, including cellular, within their jurisdiction.

The use of cellular technology does not preclude the agency's responsibility for inventory control, billing accountability, and the appropriate acquisition justification.

(1) Criteria for Authorized Limited Personal Use. Use of Government telephone systems for limited personal use may be authorized as being in the interest of the Government if such use satisfies the following criteria:

(c) It reasonably could not have been made at another time, or;

Collect calls (calls placed from a non-government number to a government number) and third party calls are prohibited except for official business and only when authorized in writing by the Agency Administrator or Staff Office Director. Since a collect surcharge is charged by the telephone company, it is strongly recommended that one of the following efficient and cost-effective methods be used in lieu of collect calls:

(1) Use of FTS2000/2001 Federal Calling Card for employees making frequent long-distance calls;

(2) Use of 1-800, 1-877, or 1-888 Service for mission requirements to satisfy external customers calls or public access to government information; or

(3) Use of FTS contract prepaid debit cards.

Government telecommunications resources may be installed for the conduct of official Government business in private residences of USDA employees as follows:

(1) Agencies and staff offices may use appropriated funds to install telephone lines, equipment, and to pay monthly charges, in any private residence of an employee who has been authorized to work at home in accordance with OPM guidelines and PL 103-329.

(2) Agencies and staff offices shall ensure that adequate safeguards against private misuse exist, and that the telecommunications resources are necessary for direct support of the agency's mission.

(3) Agencies and staff offices should follow the flexiplace guidelines established by GSA, regarding the installation of Government telecommunications resources in private residences.

Agencies should establish internal approval and accountability procedures for listening-in or recording of telephone conversations. Care must be exercised not to confuse answering machines with devices capable of listening-in and recording of telephone conversations. DR 1710-1, Interception and Monitoring of Telephone and Non-telephone Conversations, clearly defines the specific circumstances and procedures to utilize these devices.

(1) Employees who participate in a monitored or recorded telephone conversation must make all parties aware of the monitoring or recording. Monitoring or recording of telephone conversations is prohibited except under the conditions described in DR 1710-1.

(2) If speaker-phones or other audio teleconference equipment are used, all parties shall be informed of the names or number of persons listening in. Use of tape recorders or verbatim recording of conversations is prohibited without the unanimous consent of all parties.

Agencies and staff offices shall establish internal procedures to determine the risk of and vulnerability to telephone fraud, waste and abuse of their networks. Agencies shall implement cost-effective actions to minimize their exposure to telephone abuse. Examples to minimize exposure would be to review and verify telephone billing information, block collect and third party calls through the Local Exchange Carrier (LEC) and educate employees on acceptable use policies.