APD.SOP.6050 Computer Services

To document the cooperative relationship between the Atlanta Police Department (Department or APD), functions performed by the Department of Information Technology (DIT) and APD employee’s duties with regard to information technology.

2. POLICY

The Department will manage its personal computers for maximum effectiveness in a secure environment. The Department will provide current technologies that will enable users to effectively and efficiently support its operations and aid in the suppression of crime. The Department will provide use of the Internet, APD’s website and electronic mail (e-mail) as a means of sharing information while staying within the constraints of official Departmental business. This policy will apply to on-or off-duty employees using Departmental hardware or software.

3. RESPONSIBILITIES

3.1 The Department of Information Technology (DIT) will coordinate the Department’s policy and procedures on non-tactical computers, networks and computerized information systems. The Division will be responsible for the acquisition, installation and support of computer hardware, networks and software for the Department. The Division will advise the command staff and unit commanders in evaluating and recommending computer hardware, networks, and software. Responsibilities of the Division include:

3.1.1 Managing and maintaining all non-tactical personal computers, network devices, network infrastructure, personal computer software, operating systems, and other attached devices.

3.1.2 Ensuring that the Department’s hardware, networks and software comply with the City’s standards and licensing requirements and meet the needs of the Department.

3.1.3 Monitoring compliance with APD policy and procedure and advise the PRAU in developing policies, standards and procedures for personal computers, networks, and application software throughout the Department.

3.1.4 Coordinating with other City entities such as Corrections and Municipal Court to ensure that shared systems, such as AFIS, Police Central and Imaging are maintained and secure.

3.1.5 Coordinating with federal, state, and local agency’s IT organizations.

3.1.6 Acquiring, installing and maintaining all personal computers, network devices and related equipment for the Department.

3.1.7 Maintaining the Department’s Intranet, Internet, and e-mail servers, and administering access to the services.

3.1.8 Maintaining an inventory of CPUs and other serial-numbered, computer-related equipment owned by the Department.

3.1.9 Preparing or updating an annual Information Technology Strategic Plan for the Department.

3.1.10 Evaluating the Department’s need for new technology including hardware, operating systems, application software, networks, and making recommendations to the command staff for the acquisition of new technology.

3.1.11 The Division will assist in arranging demonstrations, vendor’s presentations, and product evaluations.

3.2 The Support Services Division (SSD) and Information Services Section (ISS) commanders will monitor the implementation of this directive.

3.3 Division, section, and unit commanders will cooperate with the DIT in planning, implementing, and maintaining computer hardware, network, and software.

3.3.1 Commanders are responsible for the physical security of personal computers, software and related equipment assigned to their respective commands.

3.3.2 Commanders will limit access to those who are suitably trained and whose job requires personal computers and/or related equipments use.

3.4 An approved City contractor will maintain all tactical computers within the Atlanta Police Department that are not maintained by the DIT.

3.5 The Training Section will train the Department’s employees on the use of its personal computer hardware and software.

3.6 Employees will follow the guidelines in this directive, in particular keeping their passwords secret.

3.7 Supervisors will ensure their employees comply with this directive.

4. ACTION

4.1 Personal computers

4.1.1 The DIT Help-line (404-330-6474), will be the first line of response for users to diagnose problems with hardware, software, the network and other technical and access problems.

4.1.2 The DIT will support the Department’s personal computers by:

1. Configuring the network parameters and adding the personal computer to the Department’s LAN;

2. Ensuring that the operating system has all the current patches recommended by the vendor;

3. Installing the Department’s standard anti-virus software and updating the virus signature file; (CALEA 5th ed. standard 11.4.4)

4. Verifying that all necessary software is installed and functional;

5. Once installed at the user’s location, testing that the user is able to connect with the network and is able to print;

6. Making a surge protector available with each computer. Users will not remove or circumvent the surge protector; and

7. Ensure CD or diskettes introduced to the system are automatically scanned for virus prior to execution of the files. (CALEA 5th ed. standard 11.4.4)

4.1.3 Personal computer users will:

1. Keep their data files on a designated location on the network, where the DIT will back it up and provide access security;

2. Be responsible for data integrity and security if data is stored on the local drive;

3. Not share their local drives on the network with other users;

4. Not install additional hardware, devices, or software without the proper anti-virus inspection and assistance of the DIT, if necessary; (CALEA 5th ed. standard 11.4.4) and

5. Not disable or circumvent the anti-virus software function. If a user becomes aware of a virus or similar problem, call the DIT Help-line (404-330-6474) immediately.

(CALEA 5th ed. standard 11.4.4)

4.2 Technical Support

4.2.1 The DIT will determine whether to purchase software for use on Departmental personal computers. The approved software will also follow Department of Information Technology (DIT) standards. For other software to be acquired, its purchase must also be justified and approved by the DIT.

1. Employees will not make unauthorized copies of the Department’s software.

2. The DIT will coordinate the installation of all software and operating system upgrades and patches for the Department’s personal computers.

3. The DIT will maintain the original software media in a secure location. Software documentation will be checked out to the user as circumstances dictate.

4.2.2 The DIT will ensure the security of the Department’s computers and networks by establishing inventories, user accounts, passwords, and access to the various systems managed by the DIT. The Unit will also maintain firewalls, virus protection, intrusion detection, and other measures to secure the network from outside sources.

4.2.3 The DIT will maintain the Department’s inventory of computer hardware and software, including licenses, in cooperation with the Property Control Unit. Software installed on Department computers will maintain compliance with all applicable licensing agreements.

4.2.4 The DIT will identify and resolve problems with mainframe communications and mainframe applications.

4.3 Budget Support Provided:

4.3.1 As part of the yearly budget process, the manager of the DIT will provide the Assistant Chief of Police with a report that identifies and prioritizes the computer and technology needs of the Department.

1. The DIT will assist division, section, and unit commanders in determining their IT related needs. The DIT will insure that requests for technology are in compliance with Departmental standards and fit into the Department’s Information Technology Strategic Plan.

2. The DIT will advise the units on replacement of outdated hardware and software equipment.

3. The DIT will develop and maintain a four-year hardware replacement plan for the Department.

4. The DIT will identify and evaluate emerging technologies that may prove useful for the Atlanta Police Department and brief appropriate Department employees.

5. The DIT will coordinate the upgrading to newer versions of software.

4.4 Network Management

4.4.1 The Network Administrator will monitor and ensure that all aspects of network security are adhered to and that the Local Area Network (LAN) is maintained and operated in accordance with Department and DIT directives. The Administrator will brief Department commanders as necessary when issues with LAN security arise.

4.4.2 Local Area Network (LAN) Equipment

1. The Administrator will determine and enforce any and all aspects of LAN security

2. Unit commanders who supervise units where LAN's are being utilized will determine and enforce which employees within the unit are authorized to use the equipment.

4.4.3 Passwords

1. The Administrator will create the initial password and ensure that employees using LAN equipment are aware of their responsibility to change the initial password to a personal password.

2. Employees using LAN equipment will remember and keep private their personal password.

4.4.4 LAN Cables and Communications Lines

1. The Administrator will be responsible for any LAN cabling changes to networks.

2. No changes or additions to cabling will take place without the prior approval of the Administrator.

3. Only unit commanders are authorized to request cabling changes. The unit commander will forward his or her request in email form to the DIT manager. If approved, the DIT will coordinate carrying out the request.

4.4.5 Hardware Changes and Equipment Relocation

1. The Administrator will coordinate any changes or additions to personal computer hardware on all LAN's. This will include back-up hardware, network interface cards, uninterruptible power units, and any other network related hardware.

2. The unit commander at the location of a LAN will notify the DIT commander before any equipment movements, transfers, or relocations. Equipment is defined here as personal computers on the LAN (nodes), file servers, uninterruptible power supply units, and any other LAN related equipment.

4.4.6 The Administrator is responsible for conducting regular data back-ups on local area networks.

4.5 Internet and Electronic Mail

4.5.1 Internet access is permitted for the following uses:

1. To transmit or receive electronic mail (e-mail).

2. File transmissions, uploads, or downloads of electronic data through the Internet for the purpose of Department related business that falls within the guidelines of this policy.

4.5.2 Use of Department computers

1. Use of the Internet and electronic mail (e-mail) for Department business or on Department computers, networking or accounts must follow these guidelines.

2. The loading of software for an Internet Service Provider (ISP) on a Department computer and the creation of a Department ISP account must have the prior approval of the DIT commander. The DIT commander may issue a list of approved ISP's for this purpose.

4.5.3 Restrictions

1. It is expressly prohibited to use the Internet or electronic mail on any Departmental computer, or any other computer while conducting Departmental business, while on or off-duty, or by any other presentation of being on Departmental business, to view, upload, download, copy, retain, transfer, or otherwise deal with any images, files or programs that contain any of the following:

a. Images or files that display nudity, obscenity, or sexually explicit material.

b. Images or files that would be considered offensive due to sexual or graphic content by any reasonable member of the public or any employee of the Atlanta Police Department.

c. Images or files that would bring discredit to any employee or to the Atlanta Police Department as a whole.

d. Exceptions are listed in sections 4.5.9 and 4.5.11.

2. Employees are responsible for purging any images or files that violate section 4.5.3 from Department computers.

3. Employees will not allow non-employees to use the Internet or e-mail through the use of Department hardware or software other than for conducting Department business.

4. No Departmental computer will be used to communicate with or establish a link with another computer if the remote computer is reasonably believed to be engaged in activities that violate any Department policies or City, State or Federal Laws.

4.5.4 Electronic mail (E-Mail)

1. Electronic mail is not a private or protected form of communication. E-mail may be used for business purposes under the following restrictions:

a. The message cannot contain language that would be considered offensive due to sexual or graphic content by any reasonable member of the public or employee of the Atlanta Police Department.

b. The message content will not bring discredit to any employee or the Atlanta Police Department as a whole.

c. Transmitted mail must not contain attached files that would violate any part of this policy.

d. Employees will not transmit chain email or similar messages through the City’s mail server.

e. It is the user's responsibility to purge materials that violate this policy.

f. Messages must be written in a professional, business-like manner.

4.5.6 Employees will not release information such as passwords, access codes, or other confidential information that could comprise the security of data, files or software stored on any Departmental computer.

4.5.7 Employees will not in any way disable data protective software; exceptions will be made for PSITD employees for maintenance, upgrades or other necessary purposes.

4.5.8 Employees will not intentionally interfere with a Departmental computer system, such that Departmental data is lost, stolen, falsified, forged, compromised or deleted.

4.5.9 In order to properly investigate criminal activity, it may be necessary to upload, download or transfer certain files that are prohibited within this policy.

1. These files may be temporarily stored on Departmental computers during the course of an active criminal investigation. As soon as possible, these images or files must be removed from the computers and either deleted or transferred to external storage media, such as CDs, diskettes, or tape after the criminal investigation has been completed. The storage media will then be maintained under the evidentiary policies of the Atlanta Police Department.

2. Images or files may be stored on Departmental computers if the storage of such files on removable media might hinder the prosecution of a criminal investigation. A supervisor directly involved in, or supervising the investigation, must approve this exception. In all cases, the unit commander, the section commander, and the division commander will be notified of this exception, and the file name, location of the storage, and the reason for the exception.

4.5.10 It may become necessary during the course of a criminal investigation to establish a communicative link between a Department computer and a remote system involved in criminal activity.

1. This link may be established only for the purpose of conducting a legitimate investigation, and may continue only while the investigation is active.

2. This link may only be established under the supervision of technical personnel designated by the Criminal Investigations Division commander, in consultation with the DIT and the Cyber Crimes Unit.

a. It is vital that no link be established that could compromise the security of the Department's computer network.

b. Links of this type must be established by a "stand-alone" computer in all cases. This link may not be established with a computer directly connected via network to any Department server.

4.5.11 Any other exceptions not in this policy must be pre-authorized by the Criminal Investigations Division commander.

4.5.12 The Department has the right to inspect the files, programs, hardware, or software of any computer owned, leased, or otherwise controlled by the Department. The Department may electronically monitor Internet activity or e-mail.

4.5.13 Employees do not have a right to privacy regarding any personal or business-related information stored on a Department computer system.

4.5.14 The use of encryption software, unless authorized by the Criminal Investigations Division commander, is in violation of this policy. In all cases, the key to the encryption must be provided to the Criminal Investigations Division commander.

4.5.15 The use of encryption software to prevent the inspection of any files is forbidden.

4.5.16 A computer owned, leased, or otherwise controlled by the Department may be inspected at any time by a supervisor to check for full compliance with Departmental policy. In the case of sensitive investigations, and in order not to compromise ongoing investigations, an inspection of a computer containing such an investigation must be done either:

1. After consultation with the immediate supervisor. The section commander must then be notified of this inspection.

2. By the Office of Professional Standards (OPS).

4.6 Internet and Intranet Website Content

4.6.1 Information on the Intranet and Internet websites will be timely, accurate, up-to-date and Department related.

4.6.2 The Horizon intranet is authorized for access only to Department employees and will be accessible only from computers on the Department’s network. The intranet is not secure from unauthorized access; material on the intranet may be subject to open records requirements.

4.6.3 The Atlanta Police Department Internet website (www.Atlantapd.org) is for public use. Data used on this website must be approved for public viewing.

1. All information that was prepared for another purpose and will be posted to the website must follow the guidelines set forth in this directive.

2. All internal and external links must be verified prior to being published to the website.

4.6.4 Personal information such as home telephone number or address, personally owned cellular telephone or pager number, date of birth, social security number, etc, will not be published.

4.6.5 Crime Statistics and Investigations

1. Authorized information that may be posted:

a. Official Uniform Crime Report data

b. Management data crime maps

c. Wanted persons and notification of arrests of wanted persons

d. Missing persons and notification when missing persons are located

e. Suspect and vehicle lookouts

f. Information on rewards

2. Information requiring approval by the Chief of Police prior to posting:

a. Neighborhood-level crime data other than online crime maps.

b. Demographic data on crime or arrests.

c. Information on open investigations other than specified in paragraph 1, particularly any information that could hinder an investigation or prosecution.

d. Information received from other law enforcement agencies, GCIC, or NCIC.

e. Official crime scene photographs.

f. The identity or location of victims of sex offenses, in particular rape or attempted rape.

g. Any information concerning the identity of individuals under the age of 17 who are taken into custody.

h. The prior criminal record, character, or reputation of a suspect.

i. Any opinion of a Department employee regarding the guilt or innocence of a suspect.

j. Any opinion of a Department employee regarding the merits of a case or quality of evidence gathered.

k. The existence of any confession, admission of guilt, or statement made by the accused or the failure or refusal by the accused to make a statement.

l. The identity, testimony, or credibility of any prospective witness.

4.6.6 Social Networking Site(s) Regulation(s)

1. Department employees will conduct themselves in a manner which does not bring discredit upon Department employees, the Department, the City of Atlanta, or the community, when utilizing social networking sites on and off duty.

a. It is the policy of the Department to acknowledge that employees have a right to maintain personal web pages or sites and to encourage employees to exercise that right to the extent possible without causing a decline in public confidence and respect for the Department or the employee as a member of the Department. As such, the Department will impose restrictions and oversight, when direct or indirect references to the Department or its employees are made within Social Networking forums, not to include legitimate and professional web pages or sites that are primarily used for posting, viewing, and submitting a Department employee’s résumé.It will be the policy of the Department that all employees will adhere to the procedures and guidelines outlined in this policy.

b. All Department personnel are prohibited from posting, placing or having posted or placed by a third party any information relating to their duties or any information they have learned as a result of their duties as an employee of the City of Atlanta and/or the Department on any social networking site or identifying themselves directly or indirectly as an employee of the Atlanta Police Department. This prohibition will include, but is not limited to:

(1) The posting of any pictures, video, audio, comments, or other digital technology media of any incident, inquiry, investigation, or other information relating to the Atlanta Police Department.

(2) The posting of any pictures, audio, or video of any article of clothing or equipment governed by the Atlanta Police Department. This will include, but not be limited to any pictures of any officer, whether on or off duty in any part of his/her police uniform or equipment, any pictures, images or artwork of any Atlanta Police Department patch or logo unless the employee has obtained prior written approval of the posting of such picture or image from the Chief of Police or his or her designee.

c. All personnel are prohibited from posting comments, pictures, video or audio material, or responding in any way to any comments or inquiries to any social networking site, including their own, while on duty unless it is related to the conduct of the employee’s official duties, the employee’s supervisor has knowledge of the use of social media for the purpose of carrying out those duties and has approved the employee’s use of social media in advance.

d. Department employees shall not post any material that is violent, sexually explicit, racially or ethnically derogatory, discredits or tarnishes the image of the Department, Department employees, the City of Atlanta, or the community, or show a negative bias to one gender. This restriction will not prohibit any posting of material that is a legitimate public speech involving a matter of genuine public concern.

2. Off -Duty Conduct

a. Social Networking Sites

(1) Employees of the Atlanta Police Department are held to the highest ethical standard, which is an inherent part of the law enforcement profession. An officer’s conduct, both on and off duty, is the means by which the officer and the Department’s reputation are measured. Sworn personnel must maintain high standards of professional and personal conduct at all times. Department employees utilizing, posting pictures/audio/video, commenting, or creating a social networking site(s), blogs, and comment oriented websites, must conduct themselves at all times in a manner so as to not bring embarrassment, disgrace, or doubt to their credibility as an impartial police officer or employee of the Atlanta Police Department, or does not bring discredit upon individuals, the Department, the City of Atlanta, or the community.

b. Working Environment

(1) Employees of the Atlanta Police Department, while on or off duty, will never utilize digital technology, blogs, or social networking sites to harass, belittle, or criticize an employee or another person in any manner. The posting of any digital technology to a social networking site or forwarding or sending an email(s) that criticizes, ridicules, or otherwise may potentially embarrass or disgrace another employee or person is prohibited. This will also include the altering or editing of digital technology that harasses, belittles, or criticizes an employee in any manner.

c. Privacy

(1) Department employees should be aware that they may be jeopardizing their personal confidentiality and/or that of other employees by posting photographs or personal information about themselves or other members of the City of Atlanta and/or the Atlanta Police Department. In addition, the Department employee(s) may be jeopardizing his or her safety, the safety of their family, their co-workers, and on-going or future investigations. In addition, Department employees are advised that in the event information has been posted on a social networking site identifying themselves as a police officer, the posting could make them ineligible for specialized assignments where anonymity is required.

3. Restrictions

a. Department employees will not identify themselves or other employees directly or indirectly as a member of the Atlanta Police Department, not to include when utilizing egitimate and professional web pages or sites that are primarily used for posting, viewing, and submitting a Department employee’s résumé.

b. Photographs or other depictions of Atlanta Police Department uniforms,

badges, patches, insignia and vehicles will not be used on Department employee internet postings.

c. No pictures, video, artwork, comments or other reference depicting

violent, sexual, racial or ethnically derogatory material may be posted or associated with an Atlanta Police Department employee.

d. Department employees will not post or be associated with any material on the internet that brings discredit to or may adversely affect the efficiency or integrity of the Department and/or the City of Atlanta.

e. Department employees will not use the Department’s computer systems to access, download, or contribute to any social networking site unless he or she is lawfully doing so as a part of their regular duties or as a part of an investigation requiring access to a social networking site.

f. Department employees may not upload any audio/video files captured on devices owned by the Atlanta Police Department.

g. Department employees should consider the possible adverse consequences of internet postings; such as, future employment, cross-examination in criminal cases, and public, as well as, private embarrassment.

h. Department employees are encouraged to seek the guidance of supervisors regarding any posting that may adversely reflect upon either the Department or upon the professionalism or integrity of the employee.

4.7 Computer Access Codes

4.7.1 The Personnel Services Unit will forward copies of all personnel orders to Central Records, Communications Section and to the DIT.

4.7.2 All documents containing password information are considered confidential and must be handled accordingly.

4.7.3 Employee Unique Identification Number

1. The Personnel Services Unit will generate a unique ID number for each Atlanta Police Department employee at the time of hire by entering him or her into the APIS system. The employee ID number is unique, and it cannot be reused or reissued, even when the person is no longer employed by the Atlanta Police Department.

2. The Personnel Services Unit will send a list of employee identification numbers to the Training Academy when each recruit class is formed.

3. Prior to graduation, the Training Academy director will forward an updated roster of recruits’ or lateral transfer officers’ identification numbers to the DIT, Central Records, Communications Section and the Personnel Services Unit. Prior to field training, all police officer recruits will choose a confidential password (4-6 alphanumeric characters) for their employee identification number.

4. If a civilian employee needs his or her employee ID number, the employee’s supervisor will retrieve that information from the Personnel Services Unit.

5. The Communications Section will activate all employee identification numbers for the field reporting software. At the request of an employee, the Communications Section will reset his or her password. The Communications Section will also de-authorize the employee identification number of all terminated employees, but leave them in the system.

6. When writing reports on the field reporting software, officers will use their employee ID numbers as their electronic “keyboard signature.”

4.7.4 Mainframe ID (POLI numbers)

1. A POLI number will be used for access to the mainframe (including CJIS) for police employees.

2. POLI numbers are issued by the DIT after receiving an ISR requesting that an employee be granted mainframe access.

3. The DIT will request a POLI number after receiving a signed memo or email from the employee’s section commander. In cooperation with the employee’s supervisor, the DIT will determine an employee’s level of security. On receiving the POLI number, the DIT will notify the employee and supervisor.

4. The employee will be required to change his password at first login and at an interval specified by the DIT thereafter. All passwords are to be kept confidential.

5. A lack of activity will deactivate the POLI number and after a time will release the POLI number for reissue. PSITD will coordinate the reinstatement of inactive POLI numbers at the request of the employee; call Help-line at 404-330-6474. If the POLI number has been reissued, the employee must request another through his or her unit commander.

6. The DIT will coordinate the adjustment of a transferred employee’s access rights with the new supervisor.

7. The DIT will deactivate POLI numbers when an employee no longer requires access to the mainframe or has separated from the Department.

8. The DIT will audit POLI numbers on an annual basis and notify the Department of those that should be deactivated; copies of the annual audit will be forwarded to the Planning and Research/Accreditation Unit.

4.7.5 Criminal History Access Code

1. Section commanders may request in writing a criminal history access code for employees performing criminal history checks as a part of their assignment.

2. The Terminal Agency Coordinator in Communications will oversee and authorize the distribution of the criminal history access codes.

3. Upon successful completion of the GCIC certification training, the requesting employee must complete a criminal history password request form.

4. The Terminal Agency Coordinator in Communications will coordinate with GCIC to have the criminal history access code issued.

5. If the requesting employee does not have a mainframe ID (POLI number), he or she will request one following the steps outlined above.

6. The Communications Section will maintain a log of all employees with criminal history access codes and deactivate codes no longer necessary. The Communications Section will also coordinate the resetting of passwords for criminal history access codes, at the request of the employee.

7. As part of Criminal History access, the Communications Section will administer user ID for Datamaxx and Cyberlinx.

4.7.6 Other Access Codes

1. An ORI number (originating agency) is GCIC’s identifier for a computer terminal authorized to access GCIC databases. These numbers are obtained and assigned by the Communications Section.

2. An Operator I.D. number allows entry into the MARS G database. The Financial Management Unit commander will control these numbers.

4.7.7 Access to the APD Network

1. At the request of an employee’s supervisor, the DIT will establish the employee’s ID on the LAN.

2. The employee will choose a unique password on first login and will change it on a regular basis as specified by the system security policy.

3. The DIT will set standards for network ID’s and passwords including the length of passwords and the frequency of changes.

4. The DIT will deactivate the ID’s of separated employees and those transferred to assignments where access is not required.

5. The DIT will audit network ID’s on an annual basis and deactivate those not in use; copies of the annual audit will be forwarded to the Planning and Research/Accreditation Unit.

(CALEA 5th ed. standard 82.1.6)

6. Access to a unit’s files by persons outside the unit will be with the approval of the unit commander.

4.7.8 Incident and Accident Reporting

1. Access to the Incident and Accident Reporting system (UNI Search) will be granted to those employees whose job functions require retrieval or research of incidents and accidents.

2. The Central Records Unit (CRU) commander will establish a user ID upon receiving a signed written request or Departmental email from the user’s commander justifying the need to access the information.

3. Requests for user ID’s from outside the Atlanta Police Department will be authorized by the Central Records Unit commander.

4. An employee will be required to change his or her password at first login and at an interval specified by CRU thereafter. All passwords are to be kept confidential.

5. CRU will deactivate the ID’s of separated employees and those transferred to assignments where access is not required.

6. CRU will be the main point of contact with the UNISearch provider for user access and environments.

7. CRU will audit UNI Search ID’s on an annual basis and deactivate those no longer in use; copies of the annual audit will be forwarded to the Planning and Research/Accreditation Unit. (CALEA 5th ed. standard 82.1.6)

4.7.9 Police Central System

1. Access to Police Central will be granted to those employees whose job functions require retrieval or research of mug shots.

2. The DIT will establish a user ID upon receiving a signed request from the user’s commander justifying the need to access the information.

3. Requests for user ID’s from outside the Atlanta Police Department will be authorized by the Identification Unit commander and established by the DIT.

4. The DIT will deactivate the ID’s of separated employees and those transferred to assignments where access is not required.

5. The DIT will audit IDs on an annual basis and deactivate those no longer in use, copies of the annual audit will be forwarded to the Planning and Research/Accreditation Unit.

(CALEA 5th ed. standard 82.1.6)

5. DEFINITIONS

5.1 APD Network: The in-house network of computers. Also known as the LAN (local area network), WAN (wide area network), or Intranet. It is the home of Horizon.

5.2 Blog: A blog (short for web-log) is a personal online journal that is frequently updated and intended for general public consumption. Blogs are defined by their format: a series of entries posted to a single page in reverse-chronological order. Blogs generally represent the personality of the author or reflect the purpose of the Website that hosts the blog. Topics sometimes include brief philosophical musings, commentary on Internet and other social issues, and links to other sites the author favors, especially those that support a point being made on a post.

5.3 Chain e-mail: Any e-mail that suggests to the recipient that he forward it to "all your friends and relatives" or anything similar, thus forming a chain between the author of the e-mail and each recipient.

5.4 Criminal History Access Code: A code that allows the user to have access to criminal history information from GCIC.

5.5 Electronic Mail (E-Mail):Electronic transfer of information from one computer to another over a network.

5.6 Employee Identification Number: A unique number assigned to each APD employee for identification purposes.

5.7 Internet: An interconnected system of networks that connects computers around the world via the TCP/IP protocol. For the purposes of the directive, in general, it is the electronic connection of any Atlanta Police Department computer to any non-Atlanta Police Department computer, computer system or network. This includes any connection through direct network cable, dial-up modem access, radio frequency modem, proxy servers, or any other similar connection.

5.8 Intranet: An electronic communications network that connects computers or computer networks. Like the Internet, but having access restricted to a limited group of authorized users (such as employees of a company).

5.9 ISR: Information System Request form, a City of Atlanta form used to request computer equipment, computer programs and program changes.

5.10 LAN: A system that links together electronic office equipment, such as computers and printers, and forms a network within an office or building.

5.11 Mainframe: The City’s large computer that supports CJIS, MARS-G, and other programs that are available through the network.

5.12 Non -Tactical Computer: Computers which are not defined as tactical.

5.13 Password: Confidential alphanumeric characters used for entry into various computer software applications.

5.14 Personal Computer System: Any desktop or laptop computer, owned, leased or otherwise controlled by the Atlanta Police Department.

5.15 POLI Number: A number which allows access to software applications on the mainframe, including CJIS. The format is POLI followed by three alphanumeric characters (POLI_ _ _).

5.16 Résumé: A document that contains a summary of relevant job experience and education.

5.17 Social Networking: A social networking site can be defined as web-based services that allow individuals to (a) construct a public or semi-public profile within a bounded system, and/or (b) articulate a list of other users with whom they share a connection, and/or (c) view and traverse their list of connections and those made by others within the system, and/or (d) a site that provides a virtual community for people interested in a particular subject or just to “hang out” together, and/or (e) create their own online “profile” with biographical data, pictures, likes, dislikes and any other information they choose to post, and/or (f) communicate with each other by voice, chat, instant message, videoconference and blogs, and/or (g) the service typically provides a way for members to contact friends of other members. The nature and nomenclature of these connections may vary from site to site. These social networking sites include, but are not limited to FaceBook, MySpace, Tagged, Twitter, all blogs and others.

5.18 Tactical Computers: Computers which support mission critical applications, and contain highly sensitive information such as Field Reporting, Computer Voice Stress Analysis, and Cybercrime investigation.

5.19 Terminal Agency Coordinator (TAC): Designated by the Chief of Police as the Department’s official liaison with GCIC.

5.20 UNI Search: The database providing access to the imaged incident, accident, and related reports.

5.21 Webmaster: a person responsible for the creation or maintenance of a World Wide Web site, especially for a company or organization. The World Wide Web is a part of the Internet designed to allow easier navigation of the network through the use of graphical user interfaces and hypertext links between different addresses.

5.22 Web site: one or more Internet or intranet addresses at which an individual or organization provides information to others often including links to other locations where related information may be found.

6. CANCELLATIONS

APD.SOP.6050 “Public Safety IT Division”, July 1, 2006

7. REFERENCES

Commission on Accreditation for Law Enforcement Agencies (CALEA) 5th Edition Standards

11.4.4, and 82.1.6