Policy Text
SACRAMENTO POLICE DEPARTMENT
GENERAL ORDERS
G.O 410.09
Page 1 of 2
410.09
USE OF COMMUNICATION EQUIPMENT
02-10-17
PURPOSE
The purpose of this order is to establish procedures for the efficient management and use of Department
communication equipment.
POLICY
It shall be the policy of the Sacramento Police Department th at all Department communication equipment be
used in an effective and fiscally responsible manner.
PROCEDU RE
A. DEFINITIONS
COMMUNICATION EQUIPMENT - Includes, but is not limited to: telephones, cellular telephones, smart
phones, pagers, voice mail systems, facsimile machine s, computers, software, modems, hand -held
computing and tracking devices, servers, and network systems.
B. GENERAL
1. Department communication equipment is intended for o fficial business .
2. Department communication equipment may also be use d for incidental personal use, as long as
such use does not result in any monetary expenditure to the City.
NOTE: Any charges incurred from using Department communication devices for personal use
shall not be paid by the City .
3. Use of Department /non-Department communications equipment while the employee is on duty
shall not involve the expenditure of a significant amount of time by the user away from his or her
job duties.
4. Users are re sponsible for the acceptable use and security of communication equipment designated
for their use , even if another group, division , or agency has been subcontracted to provide the
support for these resources.
5. This order is intended to supplement the City of Sacramento Administrative Guidelines AG-5401
Guidelines for Internet Access .
6. Department personnel/volunteers shall review AG-5401 and complete and submit the City of
Sacramento “User Acknowledgement Form ” upon completion of the review .
7. Inappropriate Usage :
a. Department communication equipment is the property of the City and may be monitored for
abuse or inappropriate use. There is no reasonable expectation of privacy in Department
communications equipment.
b. Department communication equipment shall not be used for or contain any material that may
be reasonably considered offensive, disruptive, harassing, defamatory , or threatening towards
the City, any user, or any third party.
c. Users are prohibited from engaging in any internal or external comm unications using
Department communication equipment that is discriminatory in nature and/or refers to
violence, racism, sexism, drugs, illegal conduct, pornography, gambling, or betting. Nothing in
this section shall be construed to preclude any use that is objectively reasonably necessary
for the performance of one’s job duties.
8. Department computers shall be used pursuant to General Order 320.03 (Computer Data Security
Systems).
C. MOBILE PHONE USE
1. Activation/deactivation of cellular telephones and changes i n cellular telephone numbers shall be
coordinated with the employee's Office Chief or their designee , Public Safety IT Section , and the
Office of Operations .
SACRAMENTO POLICE DEPARTMENT
GENERAL ORDERS
G.O 410.09
Page 2 of 2
2. Department c ellular telephones shall:
a. Be allocated to each office according to needs identified by each office chief and approved by
the Chief of Police.
b. Be used only as necessary to efficiently and effectively meet requirements of critical incidents,
unusual circumstances, and the responsibil ities of the user.
c. Be used pursuant to General Order 420.01 (Use of Police Vehicles).
3. For guidelines regarding Sergeant s’ technology allowance, refer to G.O. 410.04 (Sergeants’
Technology Allowance).
D. VOICE MAIL AND DEPARTMENTAL E -MAIL
1. City e-mail accounts shall be used to deliver communications (e.g. safety issues, current court
dates, subpoenas, changes in assignments, personal messages, etc.) to employees.
2. Employees shall access these communications systems each shift, take note of Department
information, and delete messages as necessary.
3. Employees shall not allow messages to accumu late in their voice mailbox or e-mail account except
during the employee's day(s) off, holidays, vacations, parental leave, etc. Employees shall
routinely purge non -essential me ssages from their accounts.
4. Employees shall archive essential communications.
5. Employees shall only use City email accounts to conduct City business.
6. Division commanders/managers, or their des ignee, may audit the voice mail and e-mail accounts of
their employees to ensure messages are being checked and deleted as necessary.
7. Employees shall not send mass e -mail messages for the purpose of sell ing or soliciting n on-
Department related merchandise or services .
8. To add an employee to the e -mail syste m, the employee’s supervisor shall contact the Police
Personnel section. When the Personnel Order is published, Public Safety IT (PSIT) will create a
User Identification (ID) for the new employee and create the email account.
9. A personnel order shall be published upon separation or re -assignment of a n employee . PSIT shall
revoke/modify the employee’s access to Department communication equipment, the Department
e-mail system, and Department facilities, as necessary .
E. ACCOUNTABILITY
1. The Fiscal Section shall send a quarterly report to each O ffice C hief to assess Department issued
cellular phone records , cellular air cards , and charges.
2. The Office C hief or their designee shall:
a. Establish a system to e nsure that the communication equipment was used for official business
and that