Applicable To:  All employees

Approval Authority:  Chief Richard J. Pennington

Signature:  Signed by RJP

Date Signed:  12/20/2005

1.          PURPOSE  PAGEREF _Toc122254929 \h 1

2.          POLICY   PAGEREF _Toc122254930 \h 1

3.          RESPONSIBILITIES  PAGEREF _Toc122254931 \h 1

4.          ACTION  PAGEREF _Toc122254932 \h 2

4.3        Employee Identification Number (unique ID number) PAGEREF _Toc122254933 \h 2

4.4        Mainframe ID (POLI numbers) PAGEREF _Toc122254934 \h 2

4.5        Criminal History Access Code  PAGEREF _Toc122254935 \h 3

4.6        Other Access Codes  PAGEREF _Toc122254936 \h 3

4.7        Access to the APD Network  PAGEREF _Toc122254937 \h 4

4.8        Incident and Accident Reporting  PAGEREF _Toc122254938 \h 4

4.9        Police Central System   PAGEREF _Toc122254939 \h 4

5.          DEFINITIONS  PAGEREF _Toc122254940 \h 5

6.          CANCELLATIONS  PAGEREF _Toc122254941 \h 5

7.          REFERENCES  PAGEREF _Toc122254942 \h 5

1.               PURPOSE

To establish procedures to manage access codes and associated passwords for computer systems in use by the Atlanta Police Department, including but not limited to the APD network (LAN/WAN), Incident Reporting (UNI Search), COPSMORE, Datamaxx/Cyberlinx, Police Central, CJIS, MARS-G and other mainframe systems.

2.               POLICY

Each employees of the Atlanta Police Department using one of the Department’s password-protected computer systems will have a unique user ID and password for the system.  Users will not share their access codes with others and will be responsible for data, transactions and activity conducted with their ID.  Group or generic IDs, will be considered for specific situations on a case-by-case basis.

3.               RESPONSIBILITIES

3.1              Division, section and unit commanders will ensure that all affected employees under their command are familiar with this procedure.

3.2              Supervisors will monitor this process and ensure that all affected employees are in compliance with this directive.  Supervisors will notify the Computer Services Unit when an employee leaves the Department, is transferred or when job duties no longer require access to specific computer

3.3              The Communications Section commander through the Terminal Agency Coordinator will control the distribution and accessibility of the Criminal History Access Codes and the Terminal Number (ORI number) and will coordinate the system administration of the Employee Identification Number for the COPSMORE laptop computers.

3.4              The Computer Services Unit will manage the security and access to the APD network (LAN/WAN), and Police Central.  Requests for mainframe access will be submitted to the City’s Department of Information Technology (DIT) by CSU.

3.5              The Central Records Unit (CRU) will manage the security and access to the APD Incident Reporting System (UNISearch).  Requests for access will be submitted to the Central Records Unit commander.

3.6              All employees will maintain the secrecy of the passwords associated with their Employee Identification Number, mainframe ID and any other access codes.  Protecting the password is essential to the integrity of the employee’s electronic signature.

4.               ACTION

4.1              The Personnel Services Unit will forward copies of all personnel orders to the Communications Section and Computer Services Unit.

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

4.3              Employee Identification Number (unique ID number)

4.3.1           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.

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

4.3.3           Prior to graduation, the Training Academy director will forward an updated roster of recruits or lateral transfer officer’s identification numbers to the 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.

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

4.3.5           The Communications Section will activate all employee identification numbers for the PoliceWorks 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.

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

4.4              Mainframe ID (POLI numbers)

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

4.4.2           POLI numbers are issued by DIT after receiving an ISR from CSU requesting that an employee be granted mainframe access.

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

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

4.4.5           A lack of activity will deactivate the POLI number and after a time will release the POLI number for reissue.  CSU will coordinate the reinstatement of inactive POLI numbers at the request of the employee; call Help-line at 404-853-7271.  If the POLI number has been reissued, the employee must request another through his or her unit commander.

4.4.6           CSU will coordinate the adjustment of a transferred employee’s access rights with the new supervisor.

4.4.7           CSU will deactivate POLI numbers of employees who have separated from the Department or have been transferred to an assignment not requiring access.     

4.4.8           CSU will audit POLI numbers on an annual basis and notify DIT of those that should be deactivated. (CALEA 82.1.6)

4.5              Criminal History Access Code

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

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

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

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

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

4.5.6           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.

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

4.6              Other Access Codes

4.6.1           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.

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

4.7              Access to the APD Network

4.7.1           At the request of an employee’s supervisor, CSU will establish the employee’s ID on the local area network (LAN) and set access rights to the unit’s files.

4.7.2           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.

4.7.3           CSU will set standards for network ID’s and passwords including the length of passwords and the frequency of changes.

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

4.7.5           CSU will audit network ID’s on an annual basis and deactivate those not in use. (CALEA 82.1.6)

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

4.8              Incident and Accident Reporting

4.8.1           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.

4.8.2           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.

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

4.8.4           Employee’s will be required to change his password at first login and at an interval specified by CRU thereafter.  All passwords are to be kept confidential.

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

4.8.6           CRU will audit UNI Search ID’s on an annual basis and deactivate those no longer in use. (CALEA 82.1.6)

4.9              Police Central System

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

4.9.2           The Computer Services Unit will establish a user ID upon receiving a signed request from the users commander justifying the need to access the information.

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

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

4.9.5           CSU will audit IDs on an annual basis and deactivate those no longer in use.  (CALEA 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 and e-mail services.

5.2              Employee Identification Number:  A unique number assigned to all APD employees for identification purposes.

5.3              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_ _ _).

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

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

5.6              Terminal Agency Coordinator:  Designated by the Chief of Police as the Department’s official liaison with GCIC.  Usually the Communications Section commander.

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

6.               CANCELLATIONS

APD.SOP.6055 “Computer Access Codes”, revised August 16, 2004
     

7.               REFERENCES

APD.SOP.3110 “GCIC and NCIC Information”

APD.SOP.3062 “In-Vehicle Computers”

Commission on Accreditation for Law Enforcement Agencies (CALEA), standard 82.1.6