Seattle Police Manual

12.091 – Mobile Reporting Entity (MRE) Laptops

Effective Date: 12/12/2007

POLICY

MRE Laptop computers will be issued to patrol officers and patrol sergeants working in a patrol capacity. Each laptop will be individually assigned, and personnel are responsible for proper care and handling of that property or equipment. Computer equipment shall not be used for anything other than assigned purposes without prior permission of the concerned section Captain. All City of Seattle and SPD Computer Policies will be applicable, including, but not limited to, Seattle Police Manual Sections 12.040 - Computer Software, 12.030 - Computer Hardware & Devices, 12.110 - Use of Department E-mail & Internet Systems and 9.110 - Care and Use of City Equipment & Property.

I. Usage

A. MRE laptops are for SPD use only. The MRE laptop will not be allowed to connect to any wireless or wired networks outside of the SPD. The device may be used in stand-alone mode, for SPD business.

B. Officers will not loan their assigned MRE laptop to any other person.

C. Officers may be required to connect the device to the SPD network, to download and install critical software updates.

D. MRE laptops are configured to provide the most flexibility and security for SPD Users. Requests to install or modify software and/or services will be reviewed annually to see if the MRE laptop program will be updated to provide the requested software or functionality to all devices.

E. MRE laptops will not be customized for specific users.

II. Equipment issuance

A. MRE Laptops will be issued to individual patrol officers and patrol sergeants assigned to the Patrol Operations Bureau.

B. Patrol Officers and Sergeants must complete the RMS/MRE training class prior to issuance of the MRE Laptop equipment.

C. The MRE Laptop computers will be issued during the training class.

D. Patrol Officers and Patrol Sergeants will be required to sign a property record authorization form when they are issued the MRE Laptop Equipment.

E. The signed MRE Laptop property authorization form will be forwarded to the Quartermaster Unit by the trainer/laptop issuer, and be filed in the officers or sergeants issued equipment file.

1. The trainer/issuer will also send a copy of the MRE Laptop property authorization form to the Information Technology Section for the inventory control file.

F. Student officers will be issued laptops during the Post BLEA segment, and prior to their FTO assignment, by their trainers. Student officers, and trainers, will be subject to the same computer policies, procedures, and training requirements.

E. Patrol officers may choose to opt out of the MRE Laptop issuance. Officers choosing to opt out will indicate their intentions on the property authorization form. NOTE: Those who choose not to be issued an individual laptop will still be required to complete electronic reports.

III. Maintenance

A. The IT Section will be responsible for repair and maintenance to MRE Laptop equipment. Loaners will not be provided during times of repair.

B. If the laptop needs repair by ITS, the Officer will make the device available and the original unit will be returned after repair.

C. In the event repairs cannot be made the IT Section will send a memo to the Quartermaster Unit, and the patrol officer or sergeant who the laptop top was issued to.

1. The patrol officer or sergeant will be required to sign a property authorization form for the replacement laptop.

2. The original property authorization form for the non-repairable laptop will have the IT memo attached to it, and noted that the laptop has been taken out of service.

3. When the replacement laptop is issued the Quartermaster will notify the IT Section, and provide them with the required information for the inventory control file.

IV. Security

A. Each individually assigned MRE Laptop computer will be equipped with a biometric fingerprint scanner. This will be set during the training session. Access to the laptop will be granted only to the officer assigned to the computer.

B. In the event that the Laptop is lost or stolen, SPD IT must be notified immediately so that the device is disabled from the SPD Network.

C. MRE laptops use various levels of security, however the device does not provide for total security of the data on the laptop. No secure or sensitive data should be copied to the laptop other than temporarily in order to write such data into a police report. Secure and sensitive data includes but is not limited to: social security numbers, medical information, confidential informant information, hazard reports, DOL information, juvenile information, warrant information, addresses and phone numbers.

D. Officers are reminded to shield confidential information appearing on the screen of their laptops from unauthorized persons. Be careful to protect the identity of victims and witnesses by keeping the information confidential.

V. Return of Equipment

A. When an employee separates from service, transfers from patrol, is promoted to the rank of Lt. or above, or otherwise does not need the laptop, the MRE Laptop Computers will be returned to the Quartermaster Unit.

B. The following procedures will be followed to insure accountability for the return of laptops:

1. Each Personnel Order will remind patrol officers and sergeants no longer in Operations to return their laptop to the Quartermaster. In addition, an asterisk will be placed next to the individual’s name on the Personnel Order to further identify individuals who must return laptops.

2. The Quartermaster Unit will maintain a tickler file of the notices. If the laptop is not returned within two weeks they will notify the appropriate Operation Bureau Assistant Chief.

3. When notified that the laptop has not been returned to Quartermaster, the Patrol Operations Bureau Assistant Chief will take the appropriate steps to ensure the laptop is returned.

4. The Deputy Chief of Operations will be notified after 30 days, by the Quartermaster Unit if, the laptop has not been returned.

VI. Reporting Damaged, Destroyed, Lost or Stolen Equipment

A. In the event of damage or loss to a Department issued laptop, the person responsible shall report the damage or loss to their sergeant. The sergeant will thoroughly investigate the incident as outlined by Seattle Police Manual Section 9.110 - Care and Use of City Equipment and Property. Once a determination has been made, the Quartermaster Unit will reissue another laptop computer.

B. Depending on the circumstances, officers may be required to pay for issued equipment that has been damaged, lost or stolen. Final determination of office liability will be the responsibility of the Deputy Chief of Administration.