COMPUTER 6.11A
TEQUESTA POLICE DEPARTMENT
GENERAL ORDER
TITLE: COMPUTER HARDWARE
& SOFTWARE MODIFICATIONS
GENERAL ORDER: 6.11A
EFFECTIVE: July 10, 2009
REVISES: 6.11
PAGES: 4
CONTENTS:
This order consists of the following numbered sections:
I. MODIFICATION PROCEDURES
II. INSTALLING SOFTWARE
III. SECURITY
IV. UNAUTHORIZED USE
V. VIRUS PROTECTION
VI. NCIC/FCICII ACCESS
VII. MOBILE COMPUTING TERMINALS
VIII. CENTRAL RECORDS SYSTEM
IX. GLOSSARY
PURPOSE:
To prevent unnecessary repairs, delays and damage to agency owned computer hardware and software.
Unauthorized alterations to computer hardware and software may also invalidate any agency contracts or warranties.
Installation of unauthorized software may also introduce damaging computer viruses.
SCOPE:
This order applies to all Police Department members.
POLICY:
It shall be agency policy to prevent unnecessary repairs; delays and damage to agency owned computer
hardware and software and to ensure alterations to computer hardware and software are made in accordance with service
contracts or warranties. By regulating the installation of computer software, the agency can better prevent the
introduction of computer viruses.
PROCEDURE:
I. MODIFICATIONS:
Agency owned computer hardware and software should not be installed, relocated or in any
way altered without the consent of the Chief or designee. Computer hardware/software is provided for agency business
only, not for personal or other non-agency business. No service, modifications, transfer of service, installation of software
or addition of options by the member will be permitted. The only exception is the replacement of printer supplies.
Members needing service, installation, relocation or alterations, other than printer supplies, shall:
A.
Submit a computer service request to the administrative division stating the desired installations, relocations or
alterations.
B.
The Chief, or designee, will determine if the request is feasible and can be accomplished according to agency
G.O. 6.11
directives.
C.
The Village’s Director of IT/IS will coordinate, schedule and perform the requested changes.
II. INSTALLING SOFTWARE:
Only legally obtained and licensed software, with proof of licensing for each
instance of use, shall be installed on agency owned computer hardware. The agency, or its’ contracted vendor, will not
support or maintain any other software.
A:
All members should submit a memorandum, via the chain of command, reporting all instances of:
1.
Installation of unlicensed or unauthorized software on agency owned equipment.
2
. Computer viruses on agency owned equipment.
3.
Any alterations to agency owned hardware and software without the consent of the Chief or
designee.
III. SECURITY:
A.
It is the responsibility of each member to ensure the security of all computer hardware/software used in the
performance of their duties.
B.
There is software implemented at each work station and on each mobile computer terminal that requires the
use of a unique and individual password selected by the member to access the computer system network. Access
to the system may only be gained through this procedure. Access to the system for other than business purposes is
prohibited. Prior to any member being granted access to or receiving a password for use of any department’s
computer, the member must read, understand and sign a Computer/Laptop Agreement.
C.
Members do not have a reasonable expectation of privacy when using the Tequesta Police Department
computer equipment. The Chief or his designee has the right to monitor messages, inspect mail and review data
or text caches, as well as inspect any software installed in the equipment at any time. All data placed into the
computer becomes the sole property of the Tequesta Police Department.
D.
Unauthorized viewing or use of another person’s computer files, programs or data is prohibited. Members
should be aware that the disclosure and/or non-disclosure of computer files may be considered public record
under state and federal law. Any disclosure made must be approved by the Chief.
E.
Entry into a system, including the network system, by individuals not specifically authorized or attempts to
circumvent the protective mechanism of any system are prohibited. Deliberate attempts to degrade system
performance or capability or attempts to damage systems or software is prohibited.
IV. UNAUTHORIZED USE:
A.
Except when incidental to an investigation or as part of an official inquiry/response or report, computers will
not be used for the following:
1.
To send messages that may be construed as threatening or intimidating.
2.
To send images that contain nudity or to send images or words of a sexually suggestive nature, even if the
recipient has consented or requested such material.
3.
To send jokes or comments, which tend to disparage a person or group, because of race, ethnic background,
national origin, religion, gender, sexual orientation, age, verbal accent, source of income, physical appearance
or agility, mental or physical disability or occupation.
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G.O. 6.11
4.
To send messages in any other inappropriate manner.
5.
To knowingly receive any images, words, cartoons, jokes, comments, etc. that contain nudity, are sexually
suggestive or tend to disparage a person or group.
6.
In the event an unsolicited item meeting these criteria is received, it SHALL immediately be reported to the
supervisor on duty who will notify the Chief.
V. VIRUS PROTECTION:
A.
Due to the threat of viruses, members will use care when entering web sites when utilizing a Department’s
computer. Members will be aware of a virus threat when sharing data on diskettes or thumb drives produced by
another computer.
B.
Each computer will have virus detection software installed and activated. When a virus is detected, operation
of the computer will stop, until the Village’s Director of IT/IS can evaluate the threat and eradicate the virus.
VI. NCIC/FCIC II ACCESS:
A.
Only those persons approved by the Terminal Agency Coordinator (TAC) will be allowed access to terminals
capable of receiving or sending NCIC/FCIC II information. The TAC will be responsible for insuring that all
persons who operate a limited or full access FCIC terminal that has access to NCIC or the Interstate
Identification Index (III) are certified in accordance with FCIC policy and that terminal operators renew their
certification every two (2) years as required. The TAC will insure security training is provided for those persons
allowed access under NCIC/FCIC II regulations during certification training.
B.
All members who have completed the NCIC/FCIC II certification training will be presumed to know the
security requirements and dissemination restrictions of any information acquired from the NCIC/FCIC II sources.
Any operator uncertain as to their authority will immediately consult with the TAC or appropriate supervisory
members before performing the questioned task. Failure to comply with NCIC/FCIC II and NLETS rules,
regulations, procedures and security policies will be grounds for disciplinary action, which may include loss of
access, reprimand, suspension or dismissal. The offender may also be subject to civil and/or criminal
prosecution.
VII. MOBILE COMPUTING TERMINALS:
A.
All parts of General Order 6.11 apply to all Mobile Computing Terminals issued by or controlled by the
Tequesta Police Department.
VIII. CENTRAL RECORDS SYSTEM:
A.
All computer systems with access to central records are password protected. Remote VPN connections are
password protected. The central records system itself ids password protected at logon. In the event an employee
with knowledge of these passwords ceases to be employed with the Village, all relevant passwords are changed
and their user disabled.
B.
All servers housing critical data are equipped with RAID 5 or RAID 6 protected local storage with one (1)
available hot spare. All critical data is included in daily and weekly disk to disk backups. These backups are
stored on a Xiotech Emprise 5000 pre-scan storage device equipped with proprietary intelligent Storage Element
technology. ISE technology is multi-redundant, self healing disk array with even greater level of performance,
security, and reliability than any current RAID system. Periodic backups are also made to LTO-3 tapes for offsite
storage.
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G.O. 6.11
C.
An audit of our Active Directory user data base to verify all password, access codes, and access violations is made as
needed, or at a minimum, annually.
IX. GLOSSARY:
COMPUTER HARDWARE - Any computer, printer, scanner, terminal, etc.
COMPUTER SOFTWARE - Any program, including operating systems, installed on agency owned computer hardware.
PRINTER SUPPLIES - All supplies consumed during normal use of printing, including, but not limited to, ribbons, toner
cartridges, laser maintenance kits and paper.
ROUTINE MAINTENANCE - Dusting, general cleaning and non-technical upkeep of computer hardware.
COMPUTER VIRUS - A computer program written exclusively to disrupt and/or damage computer software and/or
hardware.
INDEXING:
COMPUTER MODIFICATIONS
HARDWARE AND SOFTWARE MODIFICATIONS
DRAFTED:
DJR/JULY 2009/Filed: computer 6.11
APPROVED:
Pete Pitocchelli, Chief DATE: November 05, 2011
Tequesta, Florida
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