ISSUE DATE: NO. @@ml@[f®~ (Q)[f@l@[f November 14 2016 400-19 Houston Police Department REFERENCE: Supersedes all prior conflicting Circulars and Directives, and General Order o 400-19, dated January 19, 2012 SUBJECT: MICROCOMPUTER REGULATIONS

POLICY a. Establishing purchasing guidelines for microcomputer hardware, software, and Only software and hardware owned by the supplies. City of Houston and approved by the de­ partment's Office of Technology Services b. Maintenance of microcomputer hard­ shall be installed or used with department ware and software. microcomputers. No employee shall install or use any personal or privately owned mi­ c. Servicing and arranging all repairs for crocomputer hardware, components, or microcomputer hardware and compo­ software with any department microcom­ nents. puter system. Only the Office of Technology Services may approve any exception to this d. Creation of regulations regarding the policy. use of microcomputer hardware and software. This General Order applies to all employees. e. Funding for routine maintenance and repair of microcomputers and hardware. DEFINITIONS f. Inventory of all microcomputer hard­ Microcomputer. An individual computer or ware, components, and software as they a group of computers connected to each are received in and issued out to the di­ other by a network. Examples of microcom­ visions. puters include desktop and laptop comput­ ers, tablets, and file servers. g. Security for both the physical equipment and stored data. Service Requests. Requests for additional or replacement technology equipment, soft­ h. Establishing and maintaining a list of ware, or support services that are submitted approved microcomputer hardware, through a division's technology coordinator software, components, and supplies. and division commander to the Office of Technology Services for procurement or ful­ Commanders are responsible for ensuring fillment. Routine repair and restoration of ex­ department and City of Houston policies isting technology shall be directed to the and procedures regarding microcomputers Office of Technology Services' Service are implemented and observed. Desk. Service requests include, but are not limited to, new equipment, software and Individual microcomputer users are respon­ hardware procurement, and telephone ser­ sible for complying with all microcomputer vices. related policies, procedures, and software licenSing agreements the department or City of Houston holds. 1 RESPONSIBILITIES The department shall not accept donated The Office of Technology Services is re­ microcomputer hardware, software, or com­ sponsible for: ponents without prior review and approval ISSUE DATE: November 14, 2016 PAGE: #2

by the Office of Technology Services and creasing productivity, however, divisions authorization by the Chief of Police. shall ensure that they have accounted for the many related issues associated with these items including maintenance, training, 2 PROCUREMENT licensing, and documentation. It is incum­ bent on the division taking possession of All requests for the purchase of microcom­ items to meet the guidelines below to en­ puter hardware, software, and related sup­ sure a successful and productive experi­ plies, with the exception of toner cartridges, ence. CDs, DVDs, and flash drives shall be sent to the Office of Technology Services for ap­ Equipment that is purchased by outside proval to ensure the items meet department agencies for HPD, acquired through grants standards. or donation, or received by any means other than from the Office of Technology To reduce processing time, employees Services shall be the responsibility of the may utilize the Office of Technology Ser­ receiving division. Before receiving the vices' procurement catalogue located on equipment or software the division shall the department's Intranet Portal for order­ ensure the following: ing standardized equipment and soft­ ware. After completing the order form, a. Licensing to or for HPD is paid, current, requests shall be submitted via email to and accessible for review (software). [email protected]. For additional information, employees may b. A minimum of three years' maintenance contact the Service Desk of HPD's Office is provided and paid for. of Technology Services. c. Data back-up plan is in place. Any microcomputer hardware or software replaced through enhancement or upgrade d. Anti-virus and any security requirements shall be returned to the Office of Technolo­ are in place, licensed, and current be­ gy Services for disposal in accordance with fore installation is begun. salvage procedures or placement else­ where in the department. e. Training items are received or provided for and funded. The Office of Technology Services shall maintain a current source list for divisions to f. Documentation suitable for the complete use when needed supplies must be pur­ support and operation of the system has chased from outside vendors. been received.

g. Parts and supplies to be provided by the 3 EQUIPMENT OR SOFTWARE ACQUIRED division, as required, are funded over FROM SOURCES OTHER THAN TECH­ the life of the system. NOLOGY SERVICES Unless certified in advance by the Office of Equipment, software, or other technologies Technology Services, equipment shall not acquired from sources other than the Office be placed onto the HPD network nor shall of Technology Services and that are to be any software or other equipment or device used by HPD can perform a vital function in be used on the HPD network without ad­ accomplishing the mission of the depart­ vanced written authorization from the Office ment. To ensure that the items received are of Technology Services. Replacement of the able to fully achieve their potential for in- type of equipment addressed in this section ISSUE DATE: November 14, 2016 PAGE: #3

shall be considered if prior authorization is 5 SOFTWARE/HARDWARE UTILIZATION requested to be placed into the annual re­ placement cycles. Use of department microcomputer software, hardware, components, or supplies are re­ Divisions are encouraged to involve the Of­ stricted to department authorized applica­ fice of Technology Services for assistance tions or activities within the guidelines of in ensuring these requirements are met on General Order 400-25, Acceptable Use of a timely basis. Computers.

4 MAINTENANCE AND SERVICE RE­ 6 INVENTORY QUESTS The Office of Technology Services shall: Individual users shall not arrange for ser­ vice or repair of any equipment without first a. Affix a department inventory control receiving authorization from the Office of number tag to each unit or component Technology Services. as required. The tag's number shall be recorded on the inventory control form Funding for repairs resulting from negli­ and forwarded to the user's work unit for gence by the individual user is the respon­ its records. sibility of the individual or the individual's work unit. Such situations shall be governed b. Assemble, test, and install the equip­ by General Order 400-18, Responsibility ment at the request of the unit receiving for City and Other Government Property. the equipment.

To submit a technology service request: c. Move available hardware or software within the department to areas where a. Employees shall send an email request they are needed after being advised the with information to their division com­ equipment is no longer needed by the mander. The information required in the current user. request includes the division name, item(s) being requested, justification, Division commanders shall: budget information if applicable, contact name and telephone number, and if the d. Record and maintain a detailed invento­ request has a grant or special deadline ry of all microcomputer hardware, soft­ to expend funding. ware, microcomputer component resources, and their physical locations. b. To indicate approval the division com­ mander shall place the word "approved" e. Ensure the Office of Technology Ser­ on the email and forward it to the con­ vices is notified when their division no cerned command office. longer needs any microcomputer hard­ ware or software. c. To indicate approval the command of­ fice shall place the word "approved" on the email and forward it to: 7 SECURITY [email protected]. Microcomputer users shall secure and re­ Any questions may be directed to personnel strict physical access to hardware, software, at the Service Desk of HPD's Office of and data to authorized department person­ Technology Services. nel. All data generated by the department is ISSUE DATE: November 14, 2016 PAGE: #4

governed by policies on the release of de­ software can be subject to civil damages partment information (see General Order and criminal penalties including fines and 800-10, Police Records). imprisonment.

All microcomputer users and their com­ 8 SIMULTANEOUS CONNECTIONS manders shall ensure all copyright require­ ments, laws, and regulations are observed Unless otherwise authorized by the Office within their division. Any misuse or violation of Technology Services, no microcomputer of copyright laws shall be reported immedi­ shall be simultaneously connected to the ately to the Office of Technology Services. police computer network and:

a. Any modem. 10 LAPTOP MICROCOMPUTERS

b. Any network having any computer con­ Incident Report Entry nected to a modem. All officers assigned and trained in the use c. Any network connected to any computer of laptop computers shall use the laptop or outside the Police Department. a suitable mobile computing device (MCD) for incident report entry whenever possible. Such simultaneous connections are a seri­ ous breach of computer security and violate Any employee encountering problems with federal and state law. Supervisors and the upload of an incident report shall con­ commanders shall ensure unauthorized and tact the Service Desk of HPD's Office of uncontrolled simultaneous connections do Technology Services. not occur. Reporting Damage Microcomputers with modems or networks with modems shall be stand-alone systems Employees shall be held accountable for with no equipment that would allow a con­ any laptop assigned to them and for verify­ nection (physical or otherwise) to the de­ ing the computer is in good working order partment's network. before it leaves the police facility. Laptops not working properly shall be immediately returned to radio room personnel for ex­ 9 SOFTWARE COPYRIGHT REGULATIONS change or further instructions.

The department purchases licenses for the When a laptop is not checked out for field use of microcomputer software from a varie­ use, radio room personnel are responsible ty of outside companies. The department for inspecting and ensuring it is in good does not own this software or its related working order. documentation and, unless authorized by the software company, does not have the Radio room personnel shall physically in­ right to reproduce it. Unless otherwise not­ spect each laptop for obvious damage be­ ed in the software's license agreement, one fore accepting its return. If a laptop is copy of the software may be used with a returned with new damage or is not single user microcomputer system or single properly working, radio room personnel workstation on a local area network. shall immediately report the situation to the on-duty administrative sergeant who According to the U.S. Copyright Law (Title shall determine if an investigation is warrant­ 17, U.S.C.), persons who illegally reproduce ed. Such investigations shall be governed by ISSUE DATE: November 14, 2016 PAGE: #5

General Order 400-18, Responsibility for City and Other Government Property.

11 RELATED GENERAL ORDERS

300-11, Discrimination, Harassment, and Other Prohibited Conduct 400-13, Police Computer Systems 400-14, Control of Police Department Property 400-18, Responsibility for City and Other Government Property 400-21, Mobile Computing Devices 400-22, Keys, Passwords, and Personal Identifications Numbers 400-25, Acceptable Use of Computers 800-06, CJIS Compliance 800-09, Official Document Archives 800-10, Police Records ~n(1JJw Acting Chief of Police