Policy Text
Policy
332Fremont Police Department
Information Technology Use
332.1 PURPOSE AND SCOPE
The purpose of this policy is to provide guidelines for the proper use of department information
technology resources, including computers, electronic devices, hardware, software and systems
and all Electronic Communication Systems to include but not limited to internet/intranet/extranet-
related systems. These guidelines are in place to protect the employee, the agency, and the
systems data. Inappropriate use exposes the Fremont Police Department and the City of Fremont
to risks including virus attacks, compromise of network systems and services, and legal issues.
Effective security is a team effort involving the participation and support of every Fremont
Police employee and affiliate who deals with information and/or information systems. It is the
responsibility of every computer user to know these guidelines, and to conduct their activities
accordingly.
332.1.1 DEFINITIONS
Definitions related to this policy include:
Computer system - All computers (on-site and portable), electronic devices, hardware, software,
and resources owned, leased, rented or licensed by the Fremont Police Department that are
provided for official use by its members. This includes all access to, and use of, Internet Service
Providers (ISP) or other service providers provided by or through the Department or department
funding.
Hardware - Includes, but is not limited to, computers, computer terminals, network equipment,
electronic devices, telephones, including cellular and satellite, modems or any other tangible
computer device generally understood to comprise hardware.
Software - Includes, but is not limited to, all computer programs, systems and applications,
including shareware. This does not include files created by the individual user.
Electronic and Digital Files - Any electronic document, information or data residing or located,
in whole or in part, on the system including, but not limited to, spreadsheets, calendar entries,
appointments, tasks, notes, letters, reports, messages, photographs or videos.
Electronic Communication Systems - Includes but not limited to internet/intranet-related
systems, computer equipment, software, operating systems, storage media, network accounts
providing electronic mail, WWW browsing, and FTP, are the property of the Fremont Police
Department. These systems are to be used for business purposes in serving the interests of the
City, staff, and of our clients in the course of normal operations.
332.2 POLICY
It is the policy of the Fremont Police Department that members shall use information technology
resources, including computers, software and systems, that are issued or maintained by the
Department in a professional manner and in accordance with this policy and Administrative
Regulations 1.14, 1.15, 1.16, and 1.17.
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332.3 PRIVACY EXPECTATION
Members forfeit any expectation of privacy with regard to emails, texts, or anything published,
shared, transmitted, or maintained through file-sharing software or any internet site that is
accessed, stored/archived, transmitted, received, or reviewed on any department computer
system.
The Department reserves the right to access, audit, and disclose, for whatever reason, any
message, including attachments, and any information accessed, transmitted, received, or
reviewed over any technology that is issued or maintained by the Department, including the
department email system, computer network, and/or any information placed into storage on any
department system or device. This includes records of all keystrokes or Web-browsing history
made at any department computer or over any department network. The fact that access to a
database, service, or website requires a username or password will not create an expectation of
privacy if it is accessed through department computers, electronic devices, networks,or systems.
The Department shall not require a member to disclose a personal username or password for
accessing personal social media or to open a personal social website; however, the Department
may request access when it is reasonably believed to be relevant to the investigation of allegations
of work-related misconduct (Labor Code § 980).
332.4 RESTRICTED USE
Members shall not access computers, devices, software or systems for which they have
not received prior authorization or the required training. Members shall immediately report
unauthorized access or use of computers, devices, software or systems by another member to
their supervisors or Watch Commanders.
Members shall not use another person’s access passwords, logon information and other individual
security data, protocols and procedures unless directed to do so by a supervisor.
332.4.1 SOFTWARE
Members shall not copy or duplicate any copyrighted or licensed software except for a single copy
for backup purposes in accordance with the software company’s copyright and license agreement.
To reduce the risk of a computer virus or malicious software, members shall not install any
unlicensed or unauthorized software on any department computer and/or electronic device.
Members shall not install personal copies of any software onto any department computer and/
or electronic device.
When related to criminal investigations, software applications may be downloaded only with the
approval of the information systems technology (IT) staff and with the authorization of the Chief
of Police or the authorized designee.
No member shall knowingly make, acquire or use unauthorized copies of computer software that
is not licensed to the Department while on department premises, computer systems or electronic
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devices. Such unauthorized use of software exposes the Department and involved members