General Order 200-14 Telephone Regulations Flashcards Preview

General Orders 200 Administration Deck 2 > General Order 200-14 Telephone Regulations > Flashcards

Flashcards in General Order 200-14 Telephone Regulations Deck (17):
1

What is the Policy of General Order 200-14 Telephone Regulations?

The City of Houston's long-distance telephone
service and cellular telephones, including
smartphones and similar devices, are for official use only to assist employees in performing their assigned duties

2

NETWORK BASED LONG-DISTANCE CALLS

Employees who routinely use the City of
Houston's network based long-distance telephone
service for police business shall
make an email request for a City issued
long-distance access code.

The email request containing the required information
shall be routed through the employee's
chain of command, Divisional technology
coordinator, Division commander, and Assistant
Chief.

If approved, the Assistant Chiefs office shall forward the email request to the Technology Services Request email account at: TSC.Technologyservicesrequest
@houstonpolice.org.

3

What is an employee does not have a City issued long- distance access code?

If an employee does not have a City issued
long-distance access code, the employee
shall request a supervisor to place any
needed long-distance call using the supervisor's
code.

4

What should employees use the City issued long distance access codes ?

Employees shall use City issued long distance
access codes only to conduct official
City business.

Long-distance codes are confidential passwords and are governed by General Order 400-22, Keys and Passwords.

5

What happens if a long-distance code is compromised?

If a long-distance code is compromised,
lost, or stolen, employees shall immediately
do the following:

A. Contact the Office of Technology Services
(Technology Services) to cancel
the code.

B. Follow up the contact with a letter requesting
the existing access code be deleted.

In addition, incidents involving the compromise
of a City issued access code or the misuse of the City of Houston's long distance telephone service shall be reported and investigated in accordance with General Order 400-18, Responsibility for City Property.


If a City issued access code is still required,
employees shall follow the instructions outlined
in the first paragraph of this section.

6

NON-NETWORK LONG-DISTANCE CALLS

Employees may seek reimbursement for
long-distance charges, but only when the
communication was necessary to conduct
official City business and one of the following
circumstances existed:

7

Employees may seek reimbursement for
long-distance charges, but only when the
communication was necessary to conduct
official City business and one of the following
circumstances existed:

A. The employee was outside the City network
local access zone.


B. The officer was on an undercover police
investigation and use of the City issued
code would have compromised the investigation.

8

COLLECT CALLS

With the exception of the Command Center,
no employee shall accept collect calls.

9

If a person attempts to place a collect call to any department telephone, the employee receiving the call shall do one of the following in the order listed:


A. Ask the operator to have the caller use a
department toll free number.

B. Ask the operator to obtain a telephone
number from the caller so the call may
be returned.

C. Ask the operator to have the caller place
the collect call to the Command Center.

10

DIRECTORY ASSISTANCE

Directory assistance calls from office telephones
are not allowed unless such calls
pertain to City business.

All other normal means of obtaining a number shall be used before using directory assistance.

11

CELLULAR TELEPHONES

When using City issued cellular telephones,
including smartphones and basic "flip" and
feature telephones, employees shall be
governed by the following:

12

When using City issued cellular telephones,
including smartphones and basic "flip" and
feature telephones, employees shall be
governed by the following:

A. Standard or conventional telephones
are to be used when possible.

B. All calls (made or received) shall be as
brief as possible.

C. Usage shall be for conducting City business
only.

D. Smartphones shall not be "jail-broken,"
"rooted," or modified in any way without
prior written approval from Technology Services.

E. Criminal Justice Information (CJI) and
Police Department operational data
shall not be stored in "cloud" based
storage resources accessed by
smartphones (e.g., DropBox, Apple
iCioud, Amazon Cloud Drive, Google Drive) without prior written approval from Technology Services.

Also, when storing any Police Department or personal
data, such use shall be limited to
an immediate need only.

F. Employees shall not install or attempt to
install software applications ("apps") on their smartphone from any source other than application stores approved by Technology Services.

G. Employees shall be aware that any data,
media, telephone call logs, or applications stored on smartphones may be subject to public disclosure under the Texas Public Information Act.

13

Acquisition of Cellular Telephones

Any request to acquire a City issued cellular
telephone or similar device shall include,
but not be limited to, the following
information :

The type of device requested (e.g., smartphone, basic "flip" and feature telephone) and a justification for the requested device.

The request shall be sent via email through the employee's chain of command, Divisional technology coordinator, Division commander, Assistant chief,
and Executive assistant chief.


If approved, the Executive Assistant Chiefs office shall
forward the email request to the Technology
Services Request email account at:
TSC.Technologyservicesrequest@houstonpolice.org.

Authorized purchases or leases of such devices
shall be handled the same as any other acquisition.

14

Inventory

Division commanders shall maintain a complete
record of department owned or leased
cellular telephones, including smartphones
and similar devices under their commands.

Executive Staff members shall maintain a
complete record of department owned or leased cellular telephones, including smartphones and similar devices under their immediate commands.

15

Executive Staff members shall maintain a
complete record of department owned or leased cellular telephones, including smartphones and similar devices under their immediate commands.

This record shall include each cellular telephone's:




A. Serial number

B. Departmental inventory control number
(if it is owned by the City)

C. Telephone number

Inventoried cellular telephones that are no
longer repairable or needed shall be returned
to Technology Services for handling.

Cellular telephones that are issued directly
to an individual by Technology Services and
that are no longer needed because the individual
resigns, retires, or is terminated shall be returned to Technology Services.


16

Loss

Incidents involving the loss, damage, destruction
misuse, or compromise of any cellular telephone or similar device shall be reported and investigated as indicated in General Order 400-18, Responsibility for
City Property.



17

TELEPHONE NUMBERS

The Command Center shall maintain a current
list of the most commonly used department
telephone numbers, fax numbers,
and toll free numbers.

It is the responsibility of each Division Commander
and each Executive Staff member to inform the Command Center of any telephone
number updates.