301570

ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date: September 13, 2023  Amends - GO 13.1.3 (November 7, 2016 ) Number: 13.1.3 Distribution: All Personnel Review Month: October Reviewing Authority: Undersheriff / Information Technology Subject: Technology R epairs This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Procedures 1. Purpose This policy provides for the expedient repair or replacement of damaged or malfunctioning technology equipment without unnecessary delays. 2. Policy It is the policy of the agency that technology equipment will be maintained in good working order and replaced when the cost to maintain becomes prohibitive. Agency employees and other individuals shall not misuse or willfully damage technology equipment provided to them to fulfill their assignments. 3. Definitions A. MDCs – technology equipment configured as Mobile Data Computers. B. Technology Equipment - any computers, servers, PCs, laptops, MDTs/MDCs, printers, scanners, terminals, modems, speakers, monitors, personal devices, etc. 4. Procedures A. Users shall report problems or malfunctions wit h technology equipment, agency approved software, and agency -wide systems, by calling the Information Technology (IT) Service Desk, or by utilizing the agency’s Portal . If available, users shall provide the Service Desk with the following information: 1. Person’s nam e, phone number and employee identification number (EID) . If the person is reporting a problem for someone else, they shall provide the name, phone number and EID of that person. 2. Equipment location , building and/or room number . 3. Equipment information such as manufacturer, asset tag, node name, and station number, if applicable . 4. The printer queue number, as applicable. 13.1.3, Page 2 of 2 5. Identity of the program and function being us ed and statement of the problem, including the number of users affected (if known) and the impact to the agency. B. IT personnel shall: 1. Diagnose the problem or malfunction. 2. Determine if the equipment is covered by a service contract. 3. Respond and document repair or cause repairs to be made , in accordance with service contracts to equipment. 4. Repair equipment on site, per service ticket, if possible. 5. Advise users of vendors approved by the agency to repair eq uipment. 6. Require approved vendors to supply written quotes of the estimated repair costs . IT shall provide a Purchase Order number to the vendor prior to repairs. 7. Receive and cause to be paid all invoices for equipment service contracts and all in voices for the repair of other equipment approved by IT. 8. Coordinate and assess repairs . C. IT shall not authorize the repair of any technology equipment when the cost of the repair equals or exceeds eighty percent (80%) of the equipment's replacement cost. D. The purchase of new, replacement or upgrades to technology equipment will be the responsibility of IT. All purchases will be in accordance with GO 13.1.2 . Users of technology equipment that has been damaged or lost shall complete a Lost or Damaged Property report in Blue Team . E. All technical purchase orders will be pre -approved by IT before final authorization to purchase is obtained in accordance with GO 14.1.0 . F. If technology equipment is to be relocated it will be in accordance with GO 13.1.1 . IT shall handle or authorize the move to another location and all transfers of technology equipment within the agency. Unauthorized moving of technology equipment, changing or plugging cables incorrectly may cause network failures if connected to improper communication jacks . This does not include non - networked standalone printers.