Policy Text
CATEGORY DATE ADOPTED LAST REVIEW
2 01/24/2011 07/30/24
TUSTIN POLICE DEPARTMENT GENERAL ORDERS
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342 - Department Technology Use 1 POLICY 342 DEPARTMENT TECHNOLOGY USE
342.1 PURPOSE AND SCOPE
This policy describes the use of department computers, software and systems.
342.1.1 PRIVACY POLICY
Any employee utilizing any computer, electronic storage device or media,
Internet /Intran et/Extranet service, phone service, wireless device application, information conduit,
system or other wireless service provided by or funded by the department expressly
acknowledges and agrees that the use of such service, whether for business or personal use
including publicly free wi-fi deployed by the city, shall remove an y expectation of privacy the
employee, sender and recipient of any communication utilizing such service might otherwise
have, including as to the content of any such communication. The department also expressly
reserves the right to access and audit any and all communications, including content that is sent,
received and/or stored through the use of such service on the city’s network or the network of any
third party .
342.1.2 ACCREDITA TION STANDARDS
This policy pertains to the following CALEA Standards 11.4.4 , 41.3.7 , 81.3.1, 82.1.2, 82.1.6.
This policy pertains to the following Standard Operating Procedures: N/A
342.2 DEFINITIONS
The following definitions relate to terms used with in this policy:
Computer System – Shall mean all computers (on -site and portable), hardware, software and
resources owned, leased, rented or licensed by the Tustin Police Department, which are provided
for official use by agency employees. This shall incl ude all access to, and use of, Internet Service
Providers (ISP) or other service providers provided by or through the agency or agency funding.
Hardware – Shall include, but is not limited to, computers, computer terminals, network
equipment, modems or an y other tangible computer device generally understood to comprise
hardware. Such hardware may be part of the city’s internal network, or the network of a third party
or cloud provider for the services provided under contract or agreement for specific agenc y use.
Software – Shall include, but is not limited to, all computer programs and applications including
“shareware”. This does not include files created by the individual user.
Mobile Application (App) – a mobile application, most commonly referred to a s an “app”, is a
type of software designed to run on a mobile device, such as a smartphone or tablet computer.
Mobile applications frequently serve to provide users with similar services to those accessed on a
city owned workstation or PC. Apps are de fined as generally small individual software units with
CATEGORY DATE ADOPTED LAST REVIEW
2 01/24/2011 07/30/24
TUSTIN POLICE DEPARTMENT GENERAL ORDERS
_____ _____ __________________
342 - Department Technology Use 2 limited function. The user, if they utilize such apps, must ensure no data is housed on their device
as otherwise they may lose any expected right to privacy.
Temporary File or Permanent File or File – Shall mean any electronic document, information or
data residing or located, in whole or in part, whether temporarily or permanently, on the system,
including but not limited to spreadsheets, calendar entries, appointments, tasks, notes, letters,
reports or messages.
342.3 SYSTEM INSPECTION OR REVIEW
An employee’s supervisor has the express authority to inspect or review internal or external
network systems , any and all temporary or permanent file s and related electronic systems or
devices, and any content s thereof when such inspection or review is in the ordinary course of
his/her supervisory duties, or based on cause.
When requested by an employee’s supervisor, or during the course of regular duties requiring
such information, a member(s) of the agency’s information sy stems staff may extract, download,
or otherwise obtain any and all temporary or permanent files residing or located in or on the
system.
Reasons for inspection or review may include, bu t are not limited to system malfunctions,
problems or g eneral system failure, a law suit against the agency involving the employee, or
related to the employee’s duties, an alleged or suspected violation of a department policy, or a
need to perform or provide a service when the employee is unavailable.
342.4 AGENCY PROPERTY
All information, data, documents, communications, and other entries initiated on, sent to or from,
or accessed on any depar tment computer, or through the depar tment computer system on any
other computer or third-party application , whether d ownloaded or transferred from the original
department computer, shall remain the exclusive property of the department and shall not be
available for personal or non -depar tmental use without the expressed authorization of an
employee’s supervisor.
342.5 UNAUTHORIZED USE OF SOFTWARE
Employees shall not copy or duplicate any copyrighted or licensed software except with the
expressed written permission of the city’s I nformation Technology (IT) Department . To reduce the
risk of computer virus or malware infec tion, employees shall not install any unlicensed or
unauthorized software on any department computer. Employees shall not install personal copies
of any software onto any department computer. Any files or softwar e that any employee finds
necessary to uploa d onto a department compu ter or network shall be done only with the approval