Policy Text
Policy
321Garden Grove Police Department
Policy Manual
Copyright Lexipol, LLC 2022/05/24, All Rights Reserved.
Published with permission by Garden Grove Police
DepartmentInformation Technology Use - 1Information Technology Use
321.1 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.
321.1.1 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 Garden Grove 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, pagers, 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.
Temporary file, permanent file or file - 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.
321.2 POLICY
It is the policy of the Garden Grove 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.
321.3 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, 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, or networks.
Garden Grove Police Department
Policy Manual
Information Technology Use
Copyright Lexipol, LLC 2022/05/24, All Rights Reserved.
Published with permission by Garden Grove Police
DepartmentInformation Technology Use - 2The 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).
Any personal use of department computers and software must be approved by a department
manager and use must be on non-city time. Department computers shall not be used for any
outside business activity as set forth in Municipal Code 2.02.050. Approval for personal use of
department computers and software may be revoked at any time without prior notice.
No personal data, information, or software may be installed or stored on the Department's system
or individual personal computers.
The Department's Information Systems Technician or other designated department representative
is authorized to copy and/or delete any non-city approved or personal software, hardware, data
or information on the department computer system.
321.4 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 Division Lieutenants.
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.
Account passwords for Department and City systems should not be shared or re-used with other
systems outside the department.
321.4.1 SOFTWARE
To reduce the risk of a computer virus or malicious software, members shall not install any
unlicensed or unauthorized software on any department computer. Members shall not install
personal copies of any software onto any department computer.
When related to criminal investigations, software program files 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
devices. Such unauthorized use of software exposes the Department and involved members to
severe civil and criminal penalties.
Introduction of software by members should only occur as part of the automated maintenance
or update process of department- or City-approved or installed programs by the original
manufacturer, producer or developer of the software.
Garden Grove Police Department
Policy Manual
Information Technology Use
Copyright Lexipol, LLC 2022/05/24, All Rights Reserved.
Published with permission by Garden Grove Police
DepartmentInformation Technology Use - 3Any other introduction of software requires prior authorization from IT staff and a full scan for
malicious attachments.
Programs developed by employees while using department