Applicable To:  All employees

Approval Authority:  Chief Richard J. Pennington

Signature:  Signed by RJP

Date Signed:  8/18/2004

1.               PURPOSE

To establish guidelines for the use of microcomputers in the Atlanta Police Department.

2.               POLICY

The Atlanta Police Department will manage its microcomputers for maximum effectiveness in a secure environment.  The Department is committed to providing current technology that will enable users to effectively and efficiently perform their duties. 

3.               RESPONSIBILITIES

3.1              The Chief of Police will establish policies and procedures for microcomputers and other devices, networks, and software throughout the Department.

3.2              Computer Services Unit (CSU) will implement and monitor compliance with established policies and procedures for microcomputers and other devices, networks, and software throughout the Department.

3.3              Division, and unit commanders will implement the directive in their command and will be responsible for the security and utilization of the equipment.  They will insure that the Department’s microcomputer equipment and software are used in accordance with this directive.

3.4              The Training Unit is responsible for training the Department’s employees on the use of microcomputers and software.

4.               ACTION

4.1              The Computer Services Unit will support the Department’s microcomputers by:

4.1.1           Configuring the network parameters and adding the microcomputer to the Department’s LAN.

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

4.1.3           Installing the Department’s standard anti-virus software and updating the virus signature file. (CALEA 82.1.7)

4.1.4           Verifying that all necessary software is installed and functional.

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

4.1.6           Installing a surge protector with each computer.  The user will not remove or circumvent the surge protector.

4.2              Management of microcomputers at the work-site.

4.2.1           Section and unit commanders are responsible for the physical security of microcomputers and related equipment.  They will limit access to those who are suitably trained and whose job requires its use.

4.2.2           The CSU Help-line (404-853-7271), will be the first line of response for users to diagnose problems with hardware, software, the network and other technical and access problems.

4.3              Microcomputer users will:

4.3.1           Keep their data files on a designated location on the network, where Computer Services will back it up and provide access security.

4.3.2           If the data are stored on the local drive, the user and unit commander will be responsible for data integrity and security.

4.3.3           Users will not share their local drives on the network with other users.

4.3.4           Not install additional hardware, devices, or software without the approval and assistance of CSU. (CALEA 82.1.7)

4.3.5           Users will not disable or circumvent the anti-virus software function.  If a user becomes aware of a virus or similar problem, call the Help line immediately.  (CALEA 82.1.7)

4.3.6           CD or diskette introduced to the system are automatically scanned for virus prior to execution of the files. (CALEA 82.1.7)

4.4              Microcomputer software

4.4.1           CSU will approve the purchase of the Department’s software for use on microcomputers.  The approved software will follow Department of Information Technology (DIT) standards.  For other software to be acquired, its purchase must be justified and approved by CSU.

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

4.4.3           The Department will maintain and abide by all software licenses.

4.4.4           CSU will maintain a record of all software licenses owned by the Department.

4.4.5           CSU will coordinate the installation of all software and operating system upgrades and patches for the Department’s microcomputers.

4.4.5           CSU will maintain the original software media in a secure location.  Software documentation will be distributed to the user as circumstances dictate.

4.4.6           Employees will use only authorized software on the Department’s microcomputers.  (CALEA 82.1.7)
 

5.               DEFINITIONS

5.1              Authorized software: Computer programs that the City has paid for or is otherwise licensed to use.  Also includes personally owned or public domain software that is approved by CSU. 

5.2              Data file:  File storing the user’s data.  These may be in the form of word processing documents; spreadsheets, databases or other file formats for storing and presenting data.

5.3              Hardware:  Microcomputer CPU, monitors, keyboards, printers, PDA, cameras, scanners and other devices that attach to the microcomputer or network.

5.4              LAN:  Local Area Network.  A network of personal computers in a small area that are linked by cable, can communicate directly with other devices in the network, and can share resources.

5.5              Microcomputer: A personal computer or similar device, including lap top computers, tablet computers and handhelds.  These devices are characterized as being used by only one person at a time.

5.6              Microcomputer user:  An employee who is authorized or assigned to operate a Department microcomputer.

5.7              Software:  Programs used by the computer to perform any of its functions.  This definition encompasses application software, utilities and operating systems.

6.               CANCELLATIONS

APD.SOP.5.14 “Microcomputers”
     

7.               REFERENCES

Commission on Accreditation for Law Enforcement Agencies, standard 82.1.7.