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ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date: September 13, 2023  Amends - GO 13.1.9 ( October 20, 2017 ) Number: 13.1.9 Distribution: All Personnel Review Month: January Reviewing Authority: Undersheriff / Information Technology Subject: Laptop , Mobile Data and Handheld Computers This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Mobile Dat a Computer Procedures 5. Mobile Devices Procedures 1. Purpose The purpose of this policy is to confirm that agency personnel engage in sound purchasing, issuance , repair, usage and training protocols for mobile data computers , and mobile devices. 2. Policy It is the policy of the agency to promote public trust by instituting guidelines and training to confirm that tec hnology is used properly and effectively to achieve agency goals. Devices that are issued to employees will satisfy the requirements of their role in the agency while keeping the number of devi ces purchased and supported to a minimum. 3. Definitions A. Accessory Equipment - items used to support operation, such as, printers, cables, carrying cases or any device that attaches to or enhances the use and capability of the laptop computer. B. CJIS - Florida Cri minal Justice Information Services (CJIS) . C. Custod ian employee – The employee who is listed by Material Control and Supply as having physical custody of the laptop/MDC. D. Division Custodian – The Division Commander who purchased or is responsible for laptops/MDC’s that are assigned to his or her personnel. E. Hardware - a computer and the associated physical equipment directly involved in the performance of communications or data processing functions. F. Laptop Computer – a self-contained mobile computer. G. Mobile data computer (MDC) – A laptop computer capable of wireless communication with agency computer systems and whose main purpose is to be used to access dispatch, arrest rep ort writing, and records system’ s outside of 13.1.9, Page 2 of 6 agency facilities. H. Mobile Devices –a handheld computer that may have limited ability to run agency software. Due to this limitation it typ ically cannot function as a MDC and uses wireless or cellular technology to communicate. Examples include tablets, personal device assistants, and smartwatches. I. Software - written or printed data, such as programs, routines, and symbolic languages, essential to the operation of computers. J. Synchronize – Transferring files from a personal device to and from a desktop or laptop computer so the files and documents are identical. K. Terminal Mount - a device installed in a vehicle, specifically designed for the purpose of securing a laptop computer or other portable or mobile data device. L. Virus – Software code that can be used to attack and/or destroy software and data on a PC. 4. Mobile Data Computer Proce dures A. Laptop/MDC Purchases 1. All Laptop computers will be purchased with the intention that they will eventually become MDC’s. When ordering, hardware and software specifications will reflect that intention. 2. All laptop/MDC orders will be placed by IT. Division Commanders , or their designee , shall advise IT in writing of the number , types requested, the names and EIDs of personnel being issued the units, the reason for the purchase, and the requested timeline for the purchase. Prioritization will be provided by Senior Staff and communicated to IT by the Undersheriff . Based on the overall priority, IT shall complete a r equisition and place the order for the devices, software and attachments according to the division’s need and in compliance with the agency’s standard. 3. All laptop/MDC orders will be shipped to Material Control and Supply where they will be issued an asse t number and logged as a fixed asset. The MDC record will include any equipment not standard on the laptop/MDC such as the air card, antenna, and any software shipped with the device. 4. Once tagged with an asset number, the MDC will be sent to IT to be configured and issued to a custodian employee . NOTE: If the laptop is not to be utilized as an MDC and has no air card, Material Control and Supply may issue it directly to the custodian employee after IT has installed necessary software and perform ed a quality check. 5. IT shall create an asset record to reflect the asset number, funding source and division custodian responsible for the MDC. No MDC will be issued to 13.1.9, Page 3 of 6 an employee without authorization from the division custodian or his or her pre-authorized designee. B. Issuance 1. All requests for the issuance of an MDC and/or accessory equipment will be made in writing via memo or e -mail to the Director of IT for appro val. The approved requests will then be forwarded to IT for the appropriate issuance of the MDC/accessory equipment in accordance with the approved request. 2. If possible, an MDC will be issued to an employee just prior to MDC training for the purpose of t raining. If the issuance of an MDC prior to training is not possible, then an MDC will be issued to the custodian employee/student at the first opportunity. The MDC will not be used before FCIC/NCIC certification and MDC training is completed. 3. It