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ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date: April 28, 2017  Amends - GO 13.1.2 (June 25, 2010) Number: 13.1.2 Distribution: All Personnel Review Month: April Reviewing Authority: Undersheriff / Information Technology Subject : Computer Purchases/Conversions/Donations This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Procedures 1. Purpose The purpose of this policy is to provide a basis for sound decision making and consistency with standards and su pport for all computers, technology related equipment and computer software purchased by, converted for use by, or donated to the agency. 2. Policy A. Any proposal, grant or requisition for the purchase of computers, technology related equipment or software sha ll be submitted to Information Technology (IT) for evaluation and approval prior to submission to chain of command approval. B. All computers, technology related equipment and computer software considered for conversion, donation, or purchases shall be subm itted to IT for evaluation and approval prior to purchase. C. All software must be licensed and the original proof of license kept on file with IT. The primary function of any installed software is to support the operations of the agency. D. Technology relate d agency resources (to include personnel and budget) shall be used on the highest priority technology needs based on the direction provided by Senior Staff. 3. Definitions A. CJIS – Florida Criminal Justice Information System. B. Computer Software - any agency approved software acquired to be run on or with a computer and/or technology related equipment. C. Computers - any desktop, laptop and/or server, or other computer based devices. D. Conversion - the placing of any computer or technology related equipment obtained by abandonment or forfeiture into the inventory of the Sheriff. 13.1.2, Page 2 E. Donation - the acquisition of any computer or computer related technology for which no monetary exchange takes place. F. Information Technology Review - an evaluation by IT staff to confir m that the request meets user needs and agency standards, correct configurations are acquired, and resources can be made available to support installation and on -going maintenance. G. Proposal - a written description of any desired computer, technology relat ed equipment or computer software stating need, costs, additional costs in the case of conversion or donation, training needed, expected life time of resources and estimated time for needed delivery. H. Technology Related Equipment - any piece of equipment t hat can interact with a computer either directly or through wireless technology (e.g., printers, multifunction printing devices, servers, scanners, speakers, cameras, microphones, modems, cellular access devices, wireless access devices, or network equipme nt). I. Technology Related Grant - an application for purchase of computers, computer related technology or computer/network software with state, federal or local grant funds. 4. Procedures A. Purchases 1. All requisitions, proposals, grants and any required quotati ons for the purchase of computers, technology related equipment or computer software shall be submitted to the IT Section for review and signatures of approval or denial. A cover memo will be attached explaining the need for the new technology or software. NOTE: IT will provide all quotes for technology. The IT Service Desk shall be called, and a Work Order created to request a quote. 2. IT shall review these documents to confirm suitability to the task, adherence to agency hardware and software standards, ability of the agency to provide maintenance (including any costs), and will prioritize the needs of the agency and integration into the Information Technologies Strategic Plan. 3. If found acceptable, according to agency guidelines, IT will mark the cove r memo with an “Approved by Information Technology ” stamp with authorized signatures. The proposal, grant or requisition, and any attachments, will then be returned to the originator for further processing. A copy of the approved memo will be attached to any contract before it is forwarded to Legal Services for review and approval. 4. Any proposal, grant or requisition that fails to be approved shall be returned to the originator, along with a memo detailing the reason(s). 13.1.2, Page 3 B. Conversions and Donations 1. All computers, technology related equipment or computer software to be converted to agency use, or accepted by the agency as a donation, will be submitted to IT for testing and evaluation before acceptance for use by agency personnel. 2. IT shall test and evaluat e computers and technology related equipment, and report their findings to the originator with a recommendation for maintenance of each item. 3. No computer or related equipment donated, loaned or converted to, the agency will be installed without approva l and oversight of IT personnel. 4. Computers and technology related equipment or computer software found unsupportable by IT will not be accepted for agency use. 5. Computer software installed on converted or donated equipment, before agency use, will not be accepted, unless the software can be legally licensed by the agency. 6. Technology that is to be converted or donated to entities outside of the Sheriff’s Office will be disposed of as described in GO 09.1.0 as well as the CJIS Security Policy standards that relate to electronic media sanitization and disposal. C. New System/Network Acquisition 1. All technology will be purchased with warranties if they are available. Once the warranty expires