400-13 Police Computer Systems Flashcards
Authorized use of centralized police computer systems is restricted to the following:
a. Entries, modifications, and inquiries on local, state, and national computers.
b. Dispatching.
c. Prisoner bonding.
d. Information necessary for the efficient and expeditious performance of the department’s operations.
Employees shall limit their system activities to those necessary to accomplish their assigned responsibilities.
Security clearance and access to information is restricted to official police business and does not permit any employee access to information for personal reasons.
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Any employee accessing police files or obtaining information from a centralized police system shall be held accountable for the appropriate and correct use of the information and for the proper disposal of the information.
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Information obtained through the computer shall not be considered probable cause to arrest.
Information received through the computer should be considered in conjunction with other information about the circumstances of an offense before any arrest decision is made.
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Based on the nature of their duties, most classified personnel shall be granted access to computerized police information, including, but not limited to, incident reports and general name and personnel inquires.
However, when an incident report is flagged “Confidential” by an investigative division (e.g., Homicide, Narcotics), only the division that initiated the flag can authorize access to the report.
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Each employee who uses a personal computer, laptop, or mobile device to access centralized police systems shall be held accountable for its proper operation and shall be responsible for each transaction made.
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The Command Center is responsible for coordinating all requests for confidential status of employee information.
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Classified and civilian employees wanting their home address and telephone number confidential must write a letter of justification via their assistant chief to the Command Center giving specific reasons for the request.
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The following guidelines shall be used as a basis for granting confidential status of employee information:
a. When an officer spends the majority of time serving as an undercover investigator and access to the officer’s home address or telephone number would endanger the officer or family members.
b. Internal affairs officers who primarily investigate possible criminal violations committed by department personnel.
c. Employees who have received a personal or family-directed threat of death or serious bodily injury and the employee’s division commander and Criminal Intelligence Division personnel have determined that the threat is legitimate.
d. Employees who have a SpOUSE! with confidential status.
e. EXCEPTIONS: Employees not meeting any of the above guidelines may request an exception from the Chief of Police (via the employee’s chain of command). The request must provide details about the employee’s duties and responsibilities and explain why there would be a high level of danger to the employee or family members if the home address or telephone number were accessible.
The Office of Technology Services is responsible for monitoring and managing all HPD personal computers, laptops, and mobile devices that access centralized police computer systems and for maintaining the integrity of HPD’s computer network and related systems.
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Under no circumstances shall any other employee move any HPD owned computer equipment.
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Any problems encountered with HPD computer equipment should be immediately reported to that division’s technology coordinator. If the problem cannot be resolved, the Service Desk for the Office of Technology Services should be contacted.
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