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Date: 09/13/95 Revision: 06/06/22 Reviewed: 11/03/23 HILLSBOROUGH COUNTY SHERIFF’S OFFICE CHAD CHRONISTER , SHERIFF STANDARD OPERATING PROCED URE Number: GEN 235.00 Page: 1 of 2 SUBJECT: PHONE USAGE I. PURPOSE : The purpose of this standard operating procedure is to define guidelines for the use of the Sheriff's Office phone system and use of phone s associated with official Sheriff's Office business. II. SCOPE : This procedure shall apply to all Sheriff's Office personnel. III. DISCUSSION : During the course of official duties, Sheriff's Office personnel are often required to communicate with other Sheriff's Office personnel or citizens regarding official business. IV. PROCEDURE : A. The Sheriff's Office phone system is available for pers onnel to use for local and long-distance calling. 1. Local calls may be made by dialing a 9 prior to dialing the seven -digit local phone number. 2. Long -distance calls may be made by dialing 9 - 1 - area code, then the seven -digit phone number. Long -distance calls are routed to the most economical calling p ath by the Sheriff's Office phone system. 3. All phone call data is recorded in an automated system maintained by the Information Services Division. a. Gathered data include s inbound and outbound long-distance calls, directory assistance , operator assistance, and local calls. b. All phone records will be retained for a minimum of 90 days or as storage is available. 4. Since phone use may be susceptible to abuse, a dialed number search can be obtained from the Information Services Division (ISD) when ab use of the phone is suspected. Any activity indicating possible abuse shall be immediately reported to the suspected employee's District/ Division Commander. B. Use of assigned Sheriff's Office cell phones and cell phone service at a special rate . 1. Assigned/issued cell phones are intended for conducting official Sheriff's Office business. * 2. Agency issued phones shall be carried by all members when in an on -duty status and by key personnel whe n in an on -call status. * 3. Agency issued phones shall n ot be forwarded to personal or non -agency phones. * 4. All employees issued agency phones are required to establish and monitor the voicemail account associated with the phone. * 5. All employees sho uld be aware that agency phones are considered public record and are subject to review by any interested party, including phone logs and text messages. GEN 235.00 06/06/22 Page 2 of 2 * 6. Approved use of agency issued cell phones include s, but is not limited to: a. Official agenc y business . b. Assist citizen(s) in distress (i.e., dis abled vehicle). * 7. Use restriction Florida Statute 316.305. * 8. Phones will be imaged by ISD with approved ap plications. * 9. Compliance with standard operating procedures GEN 118.02 and GEN 118. 08. C. The public has a reasonable expectation that their calls will be answered when they contact the Sheriff's Office. For this reason, phones supported by administrative staff during normal working hours are to be answered . 1. In the even t an office area is unstaffed during normal business hours, includin g lunch and break s, the phone shall be forwarded to a staffed extension. 2. Voicemail shall not be used to screen calls. The employee is responsible to answer his/her incoming calls . 3. Personnel th at do not have assigned administrative staff to answer their phone will update both internal and external greeting messages with a return to work date whenever they will be absent from work for more than two regular work days. * D. All personnel are requi red to provide verbal identifica tion to citizens when req uested, unless they are non -sworn and the citizen is a habitual problem caller, known to be mentally ill, or believed to be a potential threat to the employee's safety. In those cases, any employee has the liberty to identify themselves by their ABN, operator number and/or immediately notify the ir supervisor for proper documentation of the incident. If the employee is working in an undercover capacity , they are exempt from providing their informatio n. E. The Sheriff's Office has a toll free "800" phone n umber for use by employees traveling outside of Hillsborough County. The phone number is for business use only. Employees calling from outside Hillsborough County may dial 1 -800-343-4276. Calls wi ll then be forwarded to the requested phone extension. Chad Chronister Sheriff Amends or Superse des: SOP 235.01, SO 9007.18, SO 9304.17, SO 9306.22, SO 9504.14, SO 9507.29, SO 9805.18, SO 0303.04 , SO0908.35