go-77.pdf

\n\n--- Page 1 ---\n\nTALLAHASSEE POLICE DEPARTMENT GENERAL ORDERS SUBJECT Computer, Cellular Telephone and Data Utilization CHIEF OF POLICE Signature on File Proudly Policing Since 1841 Nationally Accredited 1986 NUMBER ORIGINAL ISSUE CURRENT REVISION TOTAL PAGES 77 06/18/2014 07/16/2021 39 AUTHORITY/RELATED REFERENCES 28 U.S. Code § 534, Acquisition, Preservation, and Exchange … and Information 28 Code of Federal Regulations, Part 20, Criminal Justice Information Systems COT Administrative Policy 405, Computer Security Incident Response COT Administrative Policy 706, Working Conditions COT Administrative Policy 809, Information Systems Security Procedures FBI CJIS Security Policy Florida Administrative Code 11C-6, Criminal History Records Dissemination Policy Florida General Records Schedule GS-2 FS Chapter 119, Public Records FS 381.987, Public Records Exemption … Information Relating to Medical Marijuana … FDLE Guidelines for CJIS Access General Order 12, Radio Communications General Order 16, Digital Audio and Video Recording System General Order 17, Records Management General Order 18, Criminal Investigations General Order 19, Digital Evidence Capturing Devices General Order 20, Corrective Action Procedures General Order 46, Rules of Conduct General Order 55, Rapid ID Devices Special Order 10, Building Security and Evacuation Training Bulletin 13-02 DAVID Modernization Project ACCREDITATION REFERENCES CALEA Chapters 11, 41 CFA Chapter 26 KEY WORD INDEX Account Management Appendix One Audits and Inspections Procedure XV\n\n--- Page 2 ---\n\nTALLAHASSEE POLICE DEPARTMENT Background Checks Procedure XVII Cellular Telephone – Issuance/Activation Procedure VIII Cellular Telephone – Member Responsibilities Procedure IX CJIS Security Protocols – Department Procedure XI B CJIS Security Protocols – FAC Procedure XI E CJIS Security Protocols – Members Procedure XI D CJIS Security Protocols – T&I Employees Procedure XI C CJIS Validations Procedure XIV CrimeView Protocols Procedure XVIII E-mail Protocols Procedure VI General Information Procedure I Internet Use Procedure VII Maintenance of Department-issued Computers Procedure IV Media Disposal Protocols Procedure XIII Member Responsibilities – General Procedure II Member Responsibilities – In-car MDC Procedure III Retention and Dissemination Protocols Procedure XII Telecommunications Applications Protocols Procedure X Utilization of Personally Owned Devices Procedure V Violations and Sanctions Procedure XVI POLICY The Department will establish computer, cellular telephone and data utilization protocols for conducting Department business, providing best practices in access, security of equipment and data, information retention and dissemination of records. Members shall adhere to established Department protocols when operating City of Tallahassee computer equipment, cellular telephones, and processing public safety information. DEFINITIONS AVR: Digital Audio and Video Recording System. CJIS: Florida’s Criminal Justice Information Services. Criminal Justice Information: Public safety information provided to the Department via repositories maintained by the Federal Bureau of Investigation (FBI), the Florida Department of Law Enforcement (FDLE), and the Florida Department of Highway Safety and Motor Vehicles (DHSMV) or other computer interfaces via the Florida Criminal Justice Network (e.g., NCIC, FCIC, CJIS, DAVID, ELVIS, eAgent). Criminal justice information contains personally identifiable information (PII). DAVID: Driver and Vehicle Information Database. GENERAL ORDER 77 PAGE 2 of 39 COMPUTER, CELLULAR TELEPHONE AND DATA UTILIZATION JULY 16, 2021\n\n--- Page 3 ---\n\nTALLAHASSEE POLICE DEPARTMENT Department-issued Computer: Any Department-issued desktop or mobile data computer (MDC) provided to a member as part of their work assignment, including those supplied on a temporary basis. ELVIS: Electronic License and Vehicle Information System. FCIC: Florida Crime Information Center. In-car MDC: A mobile data computer designed to be docked in a mount inside a Department vehicle (e.g., MDC issued to officers in the Patrol Operations Bureau). LASO: Local Agency Security Officer. A COT Technology & Innovations employee assigned to the Department who serves as the primary contact between the Department and the FDLE regarding the security of criminal justice information accessed via the COT computer network. MDC Hotline: Telephone number to report MDC operating problems (891-4051). MDC Unit: A work unit within the COT Technology & Innovations Department responsible for MDC administration and maintenance. Misuse: Unauthorized use which includes, but is not limited to, queries unrelated to the administration of criminal justice or an authorized noncriminal justice purpose (e.g., employment background check), any personal use, and the dissemination, sharing or passing along of criminal justice information or personally identifiable information to any unauthorized person. MMUR: Medical Marijuana Use Registry, hosted by Florida Department of Health. NCIC: National Crime Information Center. Personally Identifiable Information (PII): Data which alone can be used to distinguish or trace a person’s identity or, when combined with other personal or identifying information which is linked or linkable to a specific person, can distinguish or trace a person’s identity. PII can be extracted from CJI. See subsection XI B 11 below for examples of PII. Physically Secure Location: A designated area with both the physical and personnel security controls sufficient to protect criminal justice information and associated information systems. Public Record: All documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other materials, regardless of physical form, characteristics, or means of transmission, made or received pursuant to law, ordinance, or in connection with the transaction of official business. GENERAL ORDER 77 PAGE 3 of 39 COMPUTER, CELLULAR TELEPHONE AND DATA UTILIZATION JULY 16, 2021\n\n--- Page 4 ---\n\nTALLAHASSEE POLICE DEPARTMENT Public Safety Information: Any public record related to the business of the Department in the fulfillment of its mission to protect and enhance the quality of life for our citizens. Criminal justice information and personally identifiable information are examples of public safety information. RSA Device: An advanced authentication mechanism (e.g., key fob) which generates a unique authentication code at fixed intervals. The code, coupled with the member’s User ID and password, allows access to the COT computer network via the MDC (mobile data computer). Security Alerts and Advisories: Communications from governmental entities or private vendors about cyber security. Alerts provide timely notification to critical infrastructure owners and operators concerning threats to critical infrastructure networks. Advisories provide timely information about current security issues, vulnerabilities and exploits. Security Breach Incident: An intentional or accidental situation which results (or potentially results) in the unauthorized dissemination of criminal justice information involving electronic systems (e.g., desktops, smartphones, mobile data computers, tablets) and/or physical documents (i.e., print-outs). Telecommunications Application: A software application or computer program which facilitates voice, video and/or text communications between two or more persons. Such applications include Microsoft Skype, Microsoft Teams, Google Duo, and Apple FaceTime. For the purposes of this policy, telecommunications applications do not include the default/built-in voice calling or text messaging applications on Department- issued cellular phones. TraCS: Traffic and Criminal Software. User ID: The City-issued moniker facilitating access to the COT computer network. PROCEDURES I. GENERAL INFORMATION A. City of Tallahassee (COT) computers, cellular tel