Document #: 546972
Title: "Electronic Messaging"
Author:
External Link: www.ci.winston-salem.nc.us/psc
Attributed To: Winston-Salem Police Department
Last Updated: 08/26/1999
Summary:
This procedure is an excerpt from the Winston-Salem, North Carolina
Police Department's General Operations Manual. This document contains the
Department's policy on computers and electronic messaging.
Document Text:
WINSTON-SALEM POLICE DEPARTMENT
GENERAL ORDER: 1.51
EFFECTIVE DATE: May 18, 1998
PAGES: 4
SUBJECT: Electronic Messaging
REVIEW SEQUENCE: Annually
REPLACES:
REVISION NUMBER/DATE:
APPROVED BY: Police Chief
DISTRIBUTION: All Police Personnel
PURPOSE: To provide employees with guidance on the proper use of personal
computers and related electronic messaging systems utilized in this agency
for purposes of disseminating electronic mail, utilizing services of the
Internet and related electronic message transmission and recording devices.
This general order consists of the following numbered sections:
I. Policy
II. Definitions
III. Procedures
I. POLICY
The availability and use of personal computers within our work environment
has provided many opportunities for enhancement of productivity and effectiveness.
These new technologies entail the opportunity for rapid transfer and broad
distribution of sensitive information that can have damaging effects on
this agency and employees utilizing these electronic systems. Therefore,
it is the policy of this agency that all employees abide by the guidelines
set forth herein when using personal computers, services of external databases,
information exchange networks, as well as voice, mobile data terminals
and related messaging devices.
II. DEFINITIONS
1. Electronic Messaging Device (EMD): Personal computers, electronic mail
systems, voice mail systems, paging systems, electronic bulletin boards,
Internet services, mobile data/digital terminals, and facsimile transmissions.
2. System Administrator: Employees assigned to the Technical Services Section
designated with responsibility for managing all aspects of electronic messaging
through individual computers and computer networks within this agency.
III. PROCEDURES
1. General
1. Transmission of electronic messages and information on communications
media provided for employees of this agency are to be treated with the
same degree of propriety and professionalism as official written correspondence.
2. This agency encourages authorized and trained personnel with access
to EMD's to utilize these devices whenever appropriate. However, use of
any of these devices is a privilege that is subject to revocation based
on breaches of this policy.
3. EMD's and their contents are the property of this agency and intended
for use in conducting official business with exceptions noted elsewhere
in this policy.
4. Employees are advised that they do not maintain any right to privacy
in EMD equipment or its contents. This agency reserves the right to access
any information contained on EMD's and may require employees to provide
passwords to files that have been encrypted or password protected.
5. Personally owned EMD's that are used by on-duty employees must be approved
by a System Administrator. If used on-duty and the EMD is connected to
any City network, the personally owned device is subject to the same restrictions
and guidelines outlined in this general order.
6. Discretionary viewing, downloading and/or transmitting materials (other
than that required for police business) that involve the use of obscene
language, images, jokes, sexually explicit materials or messages that disparage
any person, group or classification of individuals is strictly prohibited.
7. Confidential, proprietary or sensitive information may be disseminated
only to individuals with a need and a right to know and when there is sufficient
assurance that appropriate security of such information will be maintained.
Employees should consult General Order 1.25 for specifics on dissemination
of information. Such information includes but is not limited to the following.
1. Personnel information, such as salary, performance reviews, complaints,
grievances, misconduct, disciplinary information, medical records or related
information.
2. Criminal history information and confidential informant identification.
3. Intelligence and tactical operations files.
8. No employee shall access any file or database unless they have a need
and a right to such information. Additionally, personal identification
and access codes shall not be revealed to any unauthorized source.
9. EMD's are designed and intended for conducting business of this agency
and are restricted to that purpose with the following exceptions:
1. Infrequent personal use of these devices may be permissible if limited
in scope and frequency. This use shall be in conformance with other elements
of this policy and not used for off-duty employment, or any service or
cause that is not approved by this agency. Personal use may not interfere
with the employee's performance of assigned duties and responsibilities.
This policy does not permit use of printing devices for personal use.
2. Personnel may make off-duty personal use of agency computers for professional
and career development purposes in keeping with other restrictions of this
policy and with prior approval of both the employee's immediate supervisor
and, if different, the supervisor in the area where the EMD is located.
3. E-Mails to groups of people such as are listed in the GroupWise? Version
4.1a Address Book section under "Public Groups" will not be used
for any form of personal business, i.e., baby showers, retirement parties,
cook outs, etc.
2. Importing/Downloading Information and Software
1. Unless authorized by the Police Chief, employees shall not install any
file, software, or other materials without System Administrator approval.
2. Employees shall not download any executable file, software or other
materials from the Internet or other external sources other without System
Administrator approval. If any employee is uncertain whether or not a file
is executable, they should contact the Technical Services Section for guidance.
3. Employees assigned to the Planning and Research Section of the Administrative
Support Division may download and install software as needed to complete
their responsibilities and accomplish the Department's mission. Employees
in other areas may request permission as needed from a System Administrator.
Note: This does not apply to the downloading of information, court cases,
or similar documents gathered by the Public Safety Attorney for use in
the execution of his assigned responsibilities.
4. Employees shall observe the copyright and licensing restrictions of
all software applications and shall not copy software from internal or
external sources unless legally authorized.
1. Any software for which proof of licensing (original disks, original
manuals and/or license) cannot be provided may be removed by authorized
agency personnel.
2. Privately-owned software may be loaded on agency computers if it is
necessary for business purposes and is properly licensed. Personal software
will be removed if it conflicts with departmental hardware or software,
interferes with the ability of other employees to access or utilize the
computer or occupies excessive storage space needed by the agency.
5. Employees shall observe copyright restrictions of any documents sent
through or stored on electronic mail.
6. Any hardware enhancements or additions to agency-owned equipment must
be authorized by a System Administrator. The System Administrator is responsible
for determining proper installation procedures if approved.
7. Employees shall not permit unauthorized persons to use this agency's
electronic