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ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date: September 13, 2023  Amends - GO 13.1.11 ( May 1, 2019 ) Number: 13.1.11 Distribution: All Sworn Personnel Review Month: September Reviewing Authority: Undersheriff / Information Technology Subject: Telecommunications This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Procedures 1. Purpose The purpose of this policy is to provide guidelines for the effective use of agency telecommunications devices to control costs, prevent damage to equipment, and injury to personnel. 2. Policy It is the policy of the agency to provide telecommunications technology to its personnel that is appropriate and cost effective. The agency shall create a process to request telecommunications technology as well as document and monitor its proper use. 3. Definitions A. Basic Telephone Service – a recurring expense utilizing cellular service that satisfies the operational need to be issued a cellular based device that allows fo r the receipt and transmission of voice based calls. B. Cellular Device – equipment that can be configured to accept cellular service. Examples include cellular phones, smartphones, and tablets. Laptop computers as defined in GO 13.1.9 are excluded. C. Cellular Service – a commercial offering that allows voice and data communication to be transmitted wirelessly. D. Enhanced Telephone Service - a recurring expense utilizing cellular service that satisfies the operational need to be issued a cellular based device that allows for the receipt and transmission of voice based calls as well as text messaging. E. Mobile Device Management – a system that allows Information Technology (IT) to provision, control, and disable devices that use cellular service. F. Pager – a cellular device that only receives numeric or textual information. 13.1.11, Page 2 of 5 G. Smartphone Service – a recurring expense utilizing cellular service that satisfies the operational need to be issued a cellular based device that allows for the receipt and transmission of voice based calls, text messaging, access to the internet, and agency approved applications and services. H. Text Messaging – an optional feature of cellular service tha t allows for receipt of text, picture, and video messages. 3. Procedures A. Communications Systems Information Technology (IT) is responsible for the design, acquisition, installation, management, and repair of all data circuits, telephone systems, instru ments, telephone lines, and related equipment belonging to the agency. Orange County Telecommunications is responsible for all County telecommunication equipment used by the agency. B. Service and Repair Requests for new or modified services will be sub mitted via e -mail to the IT Service Desk by the section commander or equivalent, or higher ranking official. Requests for repair of any agency telephones, cell phones or pagers are to be made by contacting the Service Desk. Requests for repair of any C ounty systems are to be made by contacting the Orange County Help Desk at (407) 836 -2929. C. Cellular Service Cellular devices are intended to augment agency field operations in an effort to provide an expanded, more rapid and flexible communications capability. They are not to be used as a substitute for other more appropriate communications within a given situat ion. Agency employees and other individuals who use agency and Orange County telecommunications equipment shall not move, disconnect, or attempt to repair any of these various items. Issuing of cellular devices will be confined to those vehicles and emp loyees the Sheriff or designee has determined to have a legitimate need. 1. New Service Requests for new cellular service will be directed to the requesting employee’s Division Commander. Division Commanders are authorized to approve basic telephone service. Enhanced telephone and smartphone service also require the approval of the Undersheriff . Requestors shall use the agency’s portal to submit the request and will clearly state the intended purpose of the device as well as if it is a permanent assignment. Requestors should not ask for a specific device since technology changes rapidly. IT shall review the request and make a recommendation to the Division Commander for their review and decision. 13.1.11, Page 3 of 5 If approved, the requesting division shall fund the purchase of the device, and ancillary equipment. IT is responsible for monthly service charges. No priva tely owned cell phone will be converted to an agency cell phone plan. If the employee is approved to have a cell phone, the agency shall purchase the phone and pay for the monthly service. Employees shall not purchase a cell phone and donate it to the ag ency in order to use a better model phone. Employees shall not use personally owned wireless devices to interact with agency network or e -mail. 2. General Use Devices with enhanced telephone or smartphone service are computers and are to be used in a si milar fashion. All General Orders related to computers are applicable to these devices. Only applications approved by the employee’s Division Commander and IT will be supported. Devices supported by IT or whose monthly service are paid by IT shall be managed with a Mobile Device Management system and their text messaging will be captured using a centralized service. 3. Damaged Equipment or Upgrades Minor repairs to cell phones from normal wear will be paid for by IT. If the unit must be replaced, th e member’s division shall fund the purchase. A Lost or Damaged Property report in Blue Team will be completed for damage to a cell