Policy Text
DEPARTMENTAL GENERAL ORDER I-1 Index as: Computers, Personal and
Electronic Messaging Devices Effective Date:
1 Jul 09
Evaluation Coordinator:
PTT Division Commander
Evaluation Due Date:
4 Jan 10
Automatic Revision Cycle:
3 Years
Page 1 of 6
PERSONAL COMPUTERS AND ELECTRONIC MESSAGING DEVICES
The purpose of this order is to set forth Departmental policy, procedures, and standards
governing the use of Department-issued el ectronic messaging devi ces utilized for the
purpose of composing and disse minating electronic mail, accessi ng the Internet and related
electronic transmissions, and the recording, storage, and synchronous transf er of electronic
data.
Additionally, this order applie s to privately-owne d electronic messaging devices used for
transmitting or r eceiving Department-r elated business.
For purposes of this order, Electronic Mess aging Devices (EMD) incl ude personal desktop
and mobile (laptop) computers, printers, moni tors, cellular phones, and telecommunications
devices [e.g., personal data assistant (PDA), electronic mail (e-mail) systems, voice mail
systems, paging systems, electronic bulletin bo ards and Internet services, and facsimile
transmissions]. Electronic communications and information storage (letters and paper files), are a
common part of daily police activ ities and, therefore, part of the legal environment. As
such, electronic communications are discoverabl e and are routinely subpoenaed and used
as evidence in court. Current electronic audit techniques allow resurrection of almost all electronically sent messages. This policy shall serv e two primary goals:
1. Protect the rights of the member or em ployee to privacy.
2. Protect the Department from abusiv e use of these el ectronic systems.
DEPARTMENTAL GENERAL ORDER I-1 Effective Date:
1 Jul 09 OAKLAND POLICE DEPARTMENT
I. POLICY
A. All Department personnel sh all abide by the guidelines set forth herein when
using EMDs and the services of internal and external databases, information
exchange networks, and, where applic able, voice mail, and mobile laptop
computers.
B. Departmental pe rsonnel shall also abide by th e guidelines contained in
applicable City of Oakland Administrati ve Instructions (AI), listed in Part VI
of this order.
C. Departmental pe rsonnel shall use Department-issued EMD in an appropriate
and responsible mann er. Personnel sh all use the Internet for purposes that
support the Departme nt’s mission.
D. Personnel shall check thei r Departmental email at least once every day
during their regularly sche duled workday. Supervisor s shall be responsible
for ensuring this standard is observed.
E. Personnel shall obtain approval for Depart ment-wide distribution
1 of
electronic messaging from his/her Division Commander/Manager or designee prior to transm itting. The approv ing authority shall be identified
within the email text.
F. Personnel shall use only temperate and appropriate language. Profane,
obscene, offensive or inflammatory la nguage, images, jokes, or messages
that disparage any person, group, or classification of individuals is
prohibited whethe r or not a recipient has cons ented to or re quested such
material. In the event personnel receiv e threatening or unwelcome
communications involving Department personnel through any EMD shall
make the proper notif ication in accordan ce with DGO M-3.
G. All information transmitte d through an EMD shall co nform to De partmental
standards in accordance with the provisions of the Manual of Rules Sections
314.00, Professional Conduct
and Responsibilities, De partmental directives,
and City Administrative Instructions.
1 For the purpose of this order, “Department-wide” includes any email distribution list beginning with
“DL-***” where *** indicates any group or sub-group of personnel.
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DEPARTMENTAL GENERAL ORDER I-1 Effective Date:
1 Jul 09 OAKLAND POLICE DEPARTMENT
H. Accessing or transm itting pornographic or offensive material s is prohibited,
except for specific police investigative purposes. Such investigative purposes
shall require the prior authorizat ion of first-level commander.
I. Department-issued EMDs and their contents are the property of the
Department and are assigned to an or ganizational unit or individual and
designated to a specific port within that unit. An EMD may be relocated
within a unit or to another organizat ional unit with pr ior approval and
configuration by the City Department of Information Technology. An EMD
is intended for official Departmental business and is restricted to that purpose. Exceptions to business use include the following:
1. Personal use of these de vises may be permissibl e if limited in scope
and frequency, if in conformance w ith other elements of this policy.
2. Personnel may make limited, off-duty personal use of agency computers for professional and care er development purposes when in
keeping with the other provisions of this orde r (e.g., academic or
training courses vi a the Internet).
3. EMDs may be utilized to record and store personal appointments,
addresses, and memos in accordance with the provisions of this
order.
J. Personal use of EMDs fo r a profit-making business enterprise or the
promotion of any product, service, or cause is prohibited without prior
approval by the Chief of Police.
II. SECURITY
A. All commanders/managers shall ensure all subordinate pers onnel are familiar
with the provisions of Departmental General Order