36771399.pdf

\n\n--- Page 1 ---\n\nGAINESVILLE POLICE DEPARTMENT GENERAL ORDER TITLE ACCREDITATION Access and Use of City Computer CALEA Chapter 11.4.4, Systems 41.3.7, 82.1.6 PROPONENT UNIT PRIOR REVISIONS Information Technology (IT) Division 10/01/01, 6/24/02, 7/17/08 ATTACHMENT: 0 NUMBER ISSUE DATE REVISION DATE TOTAL PAGES 40.29 12/21/98 05/04/2020 16 I. PURPOSE: The purpose of this order is to set general guidelines for access and use of the City’s computer network including Internet access, procedural guidelines for the use and protection of the Gainesville Police Department’s computer and laptop systems, including both software and hardware components and the use and regulation of files, related applications and all identified restrictions of use. II. POLICY: Department personnel shall refer and adhere to the City of Gainesville Use of Information Technology Systems and Resources (H.R. police G-7) and this General Order, regarding City computer, Internet and e-mail usage. No member of this Department should attempt to use a computer or software applications without proper training. Improper use could result in a serious compromise of the system and software and/or disciplinary action. All software, operating systems, files and related applications are licensed to and are considered to be under the control of the City of Gainesville and the Gainesville Police Department. Additionally, all hardware on which the above mentioned is installed or operated from is under the control and ownership of the City of Gainesville and the Gainesville Police Department. In order to ensure the integrity of the Criminal Justice Information System (CJIS) network, as well as the computer and laptop systems, no one is permitted to load/install or review any computer application software – regardless of whether or not the software is on a factory disk-without first obtaining approval from the Information Technology Department (I.T.). This is to help prevent any software conflicts, as well as act as a preventive measure against computer viruses. Each member of this Department will be held accountable for the proper use of the system. Members will be held liable for the misuse of any police related information. Each member has a moral and legal obligation to manage information with great care. Messages that are created or received in the transaction of official business and retained as evidence of official policies, actions, decisions or transactions are Public Record. Employees shall have no expectation of privacy when using Department issued computer systems. 1 Scope: All Department Members\n\n--- Page 2 ---\n\nGAINESVILLE POLICE DEPARTMENT GENERAL ORDER III. DEFINITIONS: CAD: The Gainesville Police Department Computer-Aided Dispatch System. D.A.V.I.D.: Drivers And Vehicle Information Database owned and operated by the Florida Department of Highway Safety and Motor Vehicles. LPR: License Plate Recognition System. E-Mail: A store and forward method of composing, sending, storing, and receiving messages over electronic communication systems. Hardware: The physical components of a computer system including any peripheral equipment such as a printer, monitor, keyboard, and mouse. Internet: The worldwide collection of electronic networks, online services, and various single user computers by which users share information with other users through computer modems, cable lines, and telephone lines. Intranet: A private computer network that uses Internet protocols and network productivity to securely share part of an organization’s information or operations with its employees. MDT: Mobile Data Terminal or Laptop. Public Records: Messages that are created or received in the transaction of official business and retained as evidence of official policies, actions, decisions or transactions. RMS: records management system IV. PROCEDURE: A. Access, Restrictions and Prohibitions (Establishing and Terminating Employee Computer / E-Mail Accounts): I.T. is responsible for ensuring Domain and email account activations/ deactivations for new hires and terminating employees. 1. User Access: [CALEA 41.3.7.a & 82.1.6].All requests for access to the department’s computer application and/or any network server must go through the I.T. [CALEA 82.1.6.c] i. When a new member requires access to the department’s computer system and has been granted authority to the system, by the Chief of Police or a member of the command staff, the member shall be added to the system with a user ID, password and correct authority level. [CALEA 82.1.6.c] 2 Scope: All Department Members\n\n--- Page 3 ---\n\nGAINESVILLE POLICE DEPARTMENT GENERAL ORDER ii. The Personnel Services Division will notify the IT Dept. when the necessary accounts need to be established. iii. The City of Gainesville’s I.T. personnel will advise GPD Personnel that the accounts have been created. iv. User ID’s and passwords may be changed at any time by the I.T. Dept. in response to a known or suspected security breach. v. I.T. will create any departmental system accounts or permissions, and advise the employee of the account name and initial temporary password. vi. The way the account and permissions are established, is normally related to the member’s duties and responsibilities, and will indicate the relevant access the member has, to programs on the system. vii. Expanded or additional access to programs, will depend on the member’s assignment and/or change in assignment. Approval from his/her commander may be required. viii. The designated member of the Personnel Services Division will ensure that I.T. Dept. receives timely notification when a Department member is terminated or when other action occurs that would cause a person’s computer access to become invalid. ix. An initial training session conducted by I.T. or designee will be scheduled, to instruct the member on how to login to the agency software and navigate through the appropriate menus and application options. x. Members will be assigned a login and password to those programs in which they are authorized to access. [CALEA 82.1.6.c] Members will retain the confidentiality of their passwords to prevent unauthorized access. [CALEA 82.1.6.c] xi. Passwords shall not be written down and stored in any un-secure location (Under keyboard or in an unlocked desk drawer). [CALEA 82.1.6.c] B. Authorized Use: In compliance with the City’s Automation Standards, City computers and computer systems are to be used for work-related purposes. [CALEA 41.3.7.b] 1. Members may use their department computer for personal use limited to 15 minutes per week. All computer and Internet usage and usage of the 3 Scope: All Department Members\n\n--- Page 4 ---\n\nGAINESVILLE POLICE DEPARTMENT GENERAL ORDER department’s e-mail system and other technology resources, will be in conformance with the City of Gainesville Information Technology Services Usage Procedure Manual. 2. Legitimate job responsibilities (e.g., a detective accessing a prohibited website for investigative purposes) Permission should be obtained in writing or by email from appropriate chain of command prior to the prohibited access. C. Internet Use and Requests for Internet Access: 1. For individuals who do not have, but who need internet access: The supervising division / bureau commander shall inform I.T. of each individual under their command for whom access is desired. I.T. will activate any accounts requested by the division / bureau commander. 2. Internet E-mail: The approved electronic mail software program is Microsoft Outlook. D. Restrictions / Prohibitions: Permission should be obtained in writing or email prior to prohibited access being undertaken. The following activities are, in general, prohibited or restricted with special permission required. 1. Under no circumstances is an employee of the Police Department authorized to engage in any activity that is illegal under local, state, federal or international law while utilizing the Police Depar