P&P Chapter 4 Department Correspondence

Question 1

Department Correspondence

Chap 4 Dep Correspondence

Answer 1

Communications that can be contemporaneous, pre-recorded or written.

Question 2

Contemporaneous Communications

Chap 4 Dep Correspondence

Answer 2

Includes, but is not limited to, staff meetings, face-to-face verbal conversations, telephone systems (hardware or cellular) or video teleconferencing systems.

Question 3

Pre-recorded Correspondence

Chap 4 Dep Correspondence

Answer 3

Includes, but is not limited to, voice mail systems, tape recorders, video recorders, CD-R (recordable compact discs) or floppy disks.

Question 4

Written Correspondence

Chap 4 Dep Correspondence

Answer 4

Includes, but is not limited to, Department information that is transmitted via Policies and Procedures, Standard Operating Procedures, Department directives or memoranda. This also includes, Department equipment used to facilitate this correspondence which includes, but is not limited to, facsimile (FAX) machine, copying machine, desktop/laptop/handheld computer systems, electronic mail (e-mail),mobile data, bulletin boards, alpha paging systems or Interdepartmental and US mail.

Question 5

Memoranda

Chap 4 Dep Correspondence

Answer 5

A pre-formatted design, as determined by the Chief of Police, that is useful for the formal distribution of internal information that may pertain to a variety of law enforcement or personnel matters.

Question 6

Department Letterhead

Chap 4 Dep Correspondence

Answer 6

A pre-formatted design, as determined by the Chief of Police, that is generally used to send correspondence outside the City or for a more formal correspondence between City Departments.

Question 7

Standard Font Format

Chap 4 Dep Correspondence

Answer 7

Times New Roman, 12-point, black in color.

Question 8

Transitory Messages

Answer 8

Messages that do not set policy, establish guidelines or procedures, certify a transaction or become a receipt. These messages are informal in nature and include, but are not limited to, email messages that are short-lived with no administrative value, voice mail, self-sticking or other informal notes and other telephone messages.

Question 9

City Property

Chap 4 Dep Correspondence

Answer 9

Any building, structure and facility including surrounding property or enclosed areas that is owned or leased by the City and leased to a governmental entity.

Question 10

Chain of Command

Chap 4 Dep Correspondence

Answer 10

Unbroken line of authority extending from the Chief of Police through a single subordinate at each level of command down to the level of execution and returning to the Chief of Police.

Question 11

Communications Security (COMSEC)

Chap 4 Dep Correspondence

Answer 11

A form of information protection that results from measures taken to deny or minimize unauthorized persons from accessing, using or intercepting confidential or sensitive Department correspondence and equipment.

Question 12

Cryptosystem

Chap 4 Dep Correspondence

Answer 12

A COMSEC method of writing and deciphering information using code.