Sheriff's Policy Manual - Laptop Computers PDF

SHERIFF’S POLICY MANUAL 15.2 LAPTOP COMPUTERS: The purpose of this policy is to ensure all laptop computers and BSO-owned accessory equipment are maintained in a high state of readiness and properly accounted for at all times. A. Definitions: 1....

SHERIFF’S POLICY MANUAL 15.2 LAPTOP COMPUTERS: The purpose of this policy is to ensure all laptop computers and BSO-owned accessory equipment are maintained in a high state of readiness and properly accounted for at all times. A. Definitions: 1. Accessory Equipment: Items used to support operations such as printers, cables, carrying cases, or any device attaching to or enhancing the use and capability of the laptop computer. 2. Hardware: A computer and associated physical equipment directly involved in the performance of communications or data-processing functions. 3. Laptop Computer: A portable or mobile electronic device used to process and/or store information through electronic medium or by printing. 4. Software: Written or printed data such as programs, routines, and symbolic languages essential to the operation of computers. 5. Terminal Mount: A device installed in a vehicle specifically designed to secure a laptop computer or other portable or mobile-data device. B. Policy: BSO provides laptop computers and accessory equipment to employees in an effort to increase their efficiency and effectiveness. To accomplish the highest degree of benefit from provided laptop computers and accessory equipment, they must be used properly and maintained continuously. C. Procedure: 1. All employees assigned a BSO laptop computer and/or portable or mobile data device will be responsible for their proper use and maintenance. Any deviation from this policy may result in disciplinary action. 2. BSO laptop computers and/or portable mobile data devices will be used in accordance with written directives and for those purposes specifically authorized. No unauthorized software or peripheral devices will be installed or attached. BSO will provide software only for BSO-owned computers and portable or mobile data devices. 15.2 09/27/2012  SHERIFF’S POLICY MANUAL 3. BSO laptop computers, portable or mobile data devices, and accessory hardware or software will be promptly repaired in accordance with BSO directives. Such repairs and maintenance will include all aspects of the device, any accessory equipment, software, and software updates and revisions. 4. BSO laptop computers and portable or mobile data devices will be used in a safe manner at all times. Examples of safe use include, but are not limited to: a. When a vehicle equipped with a mount is in motion, the mount will be maintained out of air bag deployment zones. b. When a laptop computer or portable or mobile data device is in use, the vehicle must be operated in a safe and consistent manner so it does not pose a hazard to other vehicles or pedestrian traffic in the area of the vehicle. c. When using a laptop computer or portable or mobile data device, employees must continuously maintain situational awareness of their surroundings to avoid mishaps or potentially threatening situations. 5. All BSO laptop computers and portable or mobile data devices will be removed from the mount and placed in a secure location when the vehicle is not in service. Every effort will be made to store laptops and portable or mobile data devises in conditions where heat and moisture will not adversely affect the maintenance or operation of the device. When no other secure location is available, the device may be secured in the BSO vehicle's trunk. Fire Rescue vehicles will have their devices secured in the Fire Station when the vehicle is not in service. 6. All employees assigned a BSO laptop computer or portable or mobile data device will read the warranty information and follow all maintenance and operating instructions provided by manufacturers. Applicable employees will attend training on the appropriate use of all hardware and software in accordance with BSO directives. 7. BSO laptop computer malfunctions will be reported to the Information Technology Division help desk. The help desk will provide instructions based on the malfunction. Only the Information Technology Division or 15.2 09/27/2012  SHERIFF’S POLICY MANUAL authorized service centers referred by the Information Technology Division can alter software or hardware configurations. The help desk can answer any questions relating to laptop computers and portable or mobile data devices. 8. Only authorized software will be utilized on a BSO laptop computer. The criteria for determining authorized software will be as follows: a. Licensed through a BSO Purchase Order b. Approved for use by the Information Technology Division Chief Information Officer c. Installed by the Information Technology Division 9. Unauthorized software can fall into one or both of the following categories: a. Illegal: Due to lack of a license to use the software. b. Improper: Software may be licensed, but not approved for use on BSO laptop computers. 10. Under no circumstance will unauthorized software be installed on a BSO laptop computer. Employees may be subject to disciplinary action if it is determined they installed unauthorized software into their BSO laptop computer. If unauthorized software is found on a BSO laptop computer, the following will occur: a. The employee assigned the laptop computer will be notified immediately that the laptop computer contains unauthorized software. b. The laptop computer will remain in the custody of the Information Technology Division and another laptop computer will be temporarily issued to the employee. c. The employee's chain of command will be notified in writing. d. A check for security violations will be performed on the BSO network. 15.2 09/27/2012  SHERIFF’S POLICY MANUAL e. Unauthorized software and any related files will be removed. f. The laptop computer will be returned to the employee pending written authorization from the employee's chain of command. 11. Mobile-data software installed on BSO laptop computers will enable the use of car-to-car messaging. All employees utilizing mobile-data software will note the following: a. All messages will be for official use only. b. All messages will be the property of BSO. c. All messages will be subject to FS 119 and are public record. 12. Employees will not utilize BSO laptop computers for personal inappropriate subject matter. 15.2 09/27/2012