Policy Text
DEPARTMENTAL
GENERAL
ORDER I-14 Index as: Computerized Police Reporting Effect ive Date
15 Dec 09
Evaluation Coordinator:
BOS Deputy Chief
Evaluation Due Date:
15 Jun 09
Automatic Revision Cycle:
3 Years
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COMPUTERIZED POLICE REPORTING
The purpose of this order is to set forth Departmental policy and procedures for Field
Based Reporting (FBR), a computerized method of writing police reports, through the use of mobile data termin als (MDT) and authorized De partmental computers.
I. DEFINITIONS
A. Authorized Users – OPD personnel trai ned to prepare reports using the
FBR software.
B. Field Administrator – Specially trained OPD personnel capable of
restoring reports in “Out” status to the main server.
C. “Report Grid” – The database, located on a secure server, that stores all
of the FBR report files created usi ng the FBR software by authorized
users. The Report Grid contains the following categories of reports:
1. “Open” – The status of a report that is “in progress” mode. The report can be sent to and retrieved from the server and then edited (can be edited only by the author).
2. “Copy” – A read-only duplicate ve rsion of a report. Copies are
created when an Approved, Finali zed, or Out status report is
requested.
3. “Done” – The status of a report th at has been completed, but not
yet finalized, failed, or approved. The report can be sent to and
retrieved from the server and th en edited (by the author only).
4. “Final” – The status of an a pproved Field Interview report.
DEPARTMENTAL GENERAL ORDER I-14 Effective Date
15 Dec 09 OAKLAND POLICE DEPARTMENT
5. “Fail” – The status of a report that is incomplete or needs
modifications. Only an authorized reviewer may “fail” a report.
6. “Out” – Status of a Done or Open report that has been retrieved
(checked out) from the server. Reports may be restored to the
server by an authorized administrator, but all unsaved
edits/approvals will be lost.
7. “Approved” – The status of a report that has been
confirmed/certified by a reviewer (author/supervisor/commander).
D. “WiFi Hotspot” – A specific geographi c area or access point where an
MDT or laptop can utilize a restrict ed high-speed radio transmission
(Appendix).
E. “EVDO” card – An internal or extern al aircard which allows a laptop to
access the network via a cellula r backbone while roaming.
F. Mobile Data Terminal (MDT) – A perm anently installed in-car computer.
II. POLICY A. An authorized MDT, laptop or Departmental desktop computer shall be used as the primary method of draf ting an electronic report using FBR
software.
B. Field personnel shall seek supervisory approval to use a designated
Departmental desktop computer for drafting and submitting a report if any of the following conditions exist:
1. Multiple authorized users (i.e., Ad am unit) need to utilize the same
MDT/Laptop at the same time to draft individual electronic
reports.
2. The MDT/Laptop is not functional; or
3. There is no access to the networ k via EVDO or a “Hotspot.”
C. If the FBR system is not functioning , OPD personnel shall prepare reports
on the appropriate hardcopy forms, with prior supervisory approval.
D. Use of the “WiFi Hotspots” is restri cted to OPD MDTs/laptops only.
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DEPARTMENTAL GENERAL ORDER I-14 Effective Date
15 Dec 09 OAKLAND POLICE DEPARTMENT
E. In the event of an EV DO aircard failure, FBR files shall only be
uploaded and downloaded at designated City WiFi Hotspots or at
designated Departmental desktop computers.
NOTE: WiFi locations allow MDTs and laptops to receive updates
and upgrades more quickly than the EVDO aircards.
F. MDTs and laptops shall be maintained and conf igured by authorized
personnel only. No unauthorized user shall tamper with or modify any
MDT, laptop, Department desktop computer, or WiFi software/
hardware devices in accordance w ith the provisions of DGO I-1.
G. All users shall use a secure passwor d that complies with the protocols
prescribed by the Criminal Just ice Information Services (CJIS)1. All
passwords shall meet or exceed th e following standards and shall not
be shared:
1. Passwords shall be a minimum length of eight (8) characters and a
maximum of fifteen (15) characte rs, and include at least one (1)
special character (e.g., #, $, %, &, *, +) or a numeral.
2. Passwords and the User ID shall not be the same.
3. Users shall create a new unique pa ssword every 90 days. Password
reuse (any of the last 10 passwords) is prohibited
4. Passwords shall not be transmitted, shared, or revealed to others.
H. Authorized User Responsibilities
Authorized users:
1. Shall only conduct official police business on an OPD MDT,
laptop, and Department desktop computers in accordance with
DGO I-1.
2. Shall report any MDT/Laptop or FBR system interruption in
accordance with th e provisions of Part VI of this