Mobile Data Access Policy

Policy & Procedures                 No. 4.12
                                  Subject:
                 Mobile Data Access
                                  Issuing Authority:                                       Effective Date:   Review Date:
                     Chief of Police                    10/30/2013  10/11/2023
                                                                         Review Date:

 Review
 Revision   3/24/2014
 Reissued   9/30/2016
            11/15/2018
            02/13/2020

41.3.7  11.5.1

             GENERAL CONSIDERATIONS AND GUIDELINES

Computers are available to the Canton Police Department and Communications Center personnel
to process information in a more efficient manner and to enhance the productivity of those using
them. Computers are no more valuable than the information entered in them by the people who
use them. They are available to officers, civilian employees and volunteers to accomplish our
public safety mission.

We are becoming more and more dependent on computers. The door access system, records,
MDT'S, communications consoles, property and evidence, mug shots, automated fingerprint
system, Breathalyzer systems, telephones, crime analysis & mapping tools, surveillance
equipment, traffic monitoring equipment, and even our heating and cooling systems in the
facility rely on computers to function properly. Officers depend on them to document cases,
produce reports, prepare presentations for citizens, and access information contained in our
computers and those of other law enforcement agencies.

When computers fail, the ability of police to provide citizens with public safety services is
compromised. When computers fail, the ability of police officers to receive vital information
relative to their safety is compromised. Computers are acquired and maintained by the Canton
Police Department to accomplish our police mission and not for personal amusement or personal
business.

                 PROCEDURES

     I.     The Chief of Police shall designate a person to be in charge of department computer
           systems. This person may designate other individuals who have responsibility for
            specific hardware and software within the department. These

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individuals are responsible for the day to day operation and functionality of these
       systems.

II.       It is the responsibility of the person in charge of computer systems to act as a liaison with
       the Information System Department at the Town Hall in order to purchase, install,
       configure, and maintain police computer systems. Maintenance of computers is to be
        carried out only at the direction of this person or the Department Head of the IS
       Department.

III.   The shift commander on duty is responsible to assure that all police systems are in
      working order and to report all malfunctions to the proper person. The senior dispatching
        officer on duty is responsible to assure all CAD computers are in working order and to
        report all malfunctions pursuant to Communication Center directives to the shift
      commander. Depending on the severity of the breakdown and the necessity of the system
        to department operations the shift commander or senior dispatcher will determine if
      immediate notification is necessary or to wait until the person in charge is scheduled to
       work. Whenever any person with computer responsibility is working, they should be
        notified of the malfunction and given the opportunity to fix the problem if staffing
       allows.

IV.    All personnel will be issued passwords to the systems to which they are authorized. This
      password is confidential and should not be made available to any other person. When a
       person has reason to believe that their password has been compromised they will change
           it (if they have that ability) or request a new password from the person in charge of
      computer systems. Persons must use the password issued to them whenever using any
      computer system.

V.     All department computer systems are for business only. Examples of such systems would
       include portable laptops, mobile data terminals, tablets and cell phones to name a few.
       41.3.7 (1A-D) All employees are to refrain from installing software; including both
       unauthorized and unlicensed software 11.5.1, modifying system setups, or attempting
      hardware or software changes or repairs unless they have received prior specific
        instructions from the person in charge of computers. 41.3.7 (3B)

VI.   No hardware may be added to any department computer without the authorization of the
       person in charge of computers. 41.3.7 (3C)

VII.   Programs, tables, and other files necessary for the operation of our Records and CAD
       systems will not be changed without the express consent of the person in charge of the
      computer system.

VIII.  Personal computers are issued to a person or bureau. No person may use these computers
       unless specifically authorized by the person in control of that computer or bureau. The
       configuration and initial settings on these computers may not be changed except with the
      knowledge and consent of the person in control of that computer, bureau or division.

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IX.   The person in charge of computers establishes regular backup routines for police
       reporting systems. Supervisors and employees should know if the work they do is
       covered by daily backup routines. Employees are warned that files stored only on local
       hard drives are not backed up. These files are the responsibility of the user and will be
        lost in the event of a hardware or software failure. Personnel using local hard drives must
       develop their own backup routines.

X.     Internet access on department computers should only be utilized to accomplish the
       mission of the Canton Police Department.

XI.    Internet connections are allowed only on those computers designated by the person in
       charge of department computers. Programs or other files may not be downloaded from
       the Internet nor will any information be transferred from on-line sources to any computer
        that is connected to our police reporting system. 41.3.7 (3B); 11.5.1

XII.   Storage devices and computer software from a non-secure source could corrupt the
       agency’s computer system. Therefore, the following security protocol will be strictly
       adhered to: 11.5.1

                  -   There will be no installing any unauthorized or unlicensed software to any
                computer that is connected to our agency

                  -   There will be no transferring information from any source regardless of its
                   origin (any data media source or drive)

                  -   There will be no transferring on information from on-line sources

XIII.  Misuse of the LEAPS/NCIC computers may result in the Criminal History Systems
      Board disconnecting the department from the system. Unauthorized transactions and
       tampering with the hardware or software on this system is forbidden and will result in
       harsh disciplinary action. 41.3.7 (1B)

XIV.  Laptops installed in vehicles and the servers in the Communication Center are to be used
       only for police purposes. Unprofessional comments will not be transmitted from them.
       This department and other agencies keep a record of transmissions. No software may be
       loaded on this system without authorization of the person in charge of computers. Use of
      any disk or CD not authorized is strictly forbidden. 41.3.7 (3B)

XV.   Persons using any computer in the Canton Police Department will not access files or
      programs to which they are not authorized. Personal files, e-mail and other confidential
         files such as individual folders and documents are specifically for the use of person or
       persons designated to use them.

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XVI.  Information contained in Canton Police computers are for official police business. No
       person may disseminate information except as prescribed by law. It is a criminal offense
        to disseminate criminal offender information except as authorized by law. No information
       or database maintained by this department will be used for anything other than official
       police business except as specifically authorized by the Chief of Police.

XVII. Employees are warned that no right to privacy is to be expected or assumed when using
       police computer systems. Electronic mail and computer files prepared, displayed, started,
        transmitted, or received on Police computer systems could be viewed by the person in
       charge of computer systems or the Chief of Police or designee at any time.

XVIII. When using computers and communications equipment, services, all Department
       personnel are expected to adhere to professional, ethical and lawful codes, and to use the
      equipment and facilities effectively and efficiently.

      A. Canton Police Department personnel shall never use any part of the system(s) to
          perform illegal or malicious acts.

       B. Canton Police personnel shall not, on their own without proper authorization and
           support, alter their user access level or permission, attempt to access services not
            specifically allowed, deprive other authorized users of resources or access, or any
        way intervene in the operation and function of software, hardware, or services. Users
            will not alter the user interface, functionality, or capacity of the software or
          equipment, nor will they install or attempt to install additional software; including
          both unauthorized and unlicensed software. 41.3.7(3C); 11.5.1

       C. At the start of the work shift officers assigned to a vehicle equipped with a computer
           are required to log on the system and to immediately report any problems or defects
            in the system to the shift supervisor. Any failure of any part of the system during a
             shift shall be reported immediately to the shift supervisor, and a defective
          equipment/system form will be completed and forwarded to officer(s) serving as
          system administrator.

      D. During normal operations and functions, officers should stop their vehicles while
          sending or receiving messages. All officers are advised to fold down the screen while
           driving their vehicles to avoid dangerous distractions. The laptop computer will
          provide an audible alert when an incoming message has been received; the screen
          does not need to be visible for an officer to know when information requests or
            notifications have been received.

       E. The vehicle computers are to be used only as terminals in the department's mobile
           data system. Nothing is to be attached to, placed upon, leaned against, connected to,
           inserted in or otherwise made to impinge upon the machine, and the system is not to
          be used for purposes other than those for which it was specifically purchased.
          41.3.7(1B)

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F. Communications on the system shall be limited to those necessary for the
   performance of duty.

G. Passwords and other security login features assigned to each officer are not to be
    shared, and are the responsibility of each officer.

H. All communications are recorded, and may be reviewed by supervisors. These data
    records can be considered part of the public record and are subject to subpoena and
    other legal reviews.

I.  All information requested by an officer through the system is for official police use
    only.

J.  Extreme care should be taken to avoid damage. Eating drinking or smoking in the
    vehicle in a manner which results in damage will not be tolerated.

K. Officers will logoff at the end of their shifts.

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