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Precincts, units or divisions wishing to dispose of equipment that no longer meets their needs shall refer to the City’s intranet site at http://insite/policies/index.html and refer to “Procedure for Disposal of Surplus Equipment” listed under “Policies Maintained by Contract Management.” **Note: The preceding link only works internally from the MPD’s intranet site.

In addition, commanders are to provide MPD Finance with a written explanation of any items listed on an inventory, but not located at the time of a physical inventory.

4-201.01 MARKING EQUIPMENT (07/19/07)

All MPD purchased equipment shall be marked with the full Minneapolis Police designation before issue/use. Markings may include Mpls Police or MPD, if space or design of the equipment does not permit full Department lettering. MPD Stores will provide uniform markings and advise units of the best marking for equipment type. If equipment is purchased/shipped directly to a unit, the commander shall ensure that the items are brought to MPD Stores for Department marking before use. This directive does not apply to standard ‘police’ labeled clothing.

4-202 EQUIPMENT – EMPLOYEE RESPONSIBILITY (08/13/02)

(A-C)

All employees are responsible for the department equipment they use. When an employee transfers from an assignment that issues individually-assigned equipment to an assignment that does not issue individually-assigned equipment, they shall return the equipment to MPD Stores. Any misuse or unauthorized use of City property or supplies shall constitute a violation of this policy.

4-203 REQUEST FOR EQUIPMENT, SUPPLIES OR SERVICES (08/13/02)

(A-B)

A Supply Requisition form (MPD-4022) or electronic request form from authorized personnel is required when ordering supplies and shall be signed by the commander or his/her designee. A Supply Order Authorization form (MP-8860) must be on file with MPD Stores listing all authorized personnel.

Requests for budget-approved equipment shall be submitted on an Equipment Request Form (MP- 2601, and shall be forwarded to MPD Finance for budget review. Form MP-2601 can be found on the MPD Net under “MPD Forms.” MPD Finance will then forward the form to the Deputy Chief of the Central Services Bureau for approval.

The Business Technology Unit (BTU) is responsible for evaluating all requests for technology equipment, i.e., computers, printers, software, etc. For budget-approved technology equipment, the Equipment Request Form must first be forwarded to the BTU supervisor for signature.

If a commander believes that a need for furniture or equipment is urgent and cannot wait for inclusion in the next year’s budget cycle, a letter documenting the request shall be directed to the Deputy Chief of the Central Services Bureau along with a completed Equipment Request Form.

When requesting telephone service, equipment, repair, etc., approval shall be obtained from the Manager of the Administrative Services Division, who will then make the request through the ITS Action Center.

4-204 REQUEST FOR EQUIPMENT - PORTABLE RADIOS (08/13/02)

(B-C)

Sworn personnel and authorized civilian personnel assigned to the following units or divisions will be issued individual radios. The radio assignment is permanent as long as the individual is assigned to any of the following authorized units or divisions. Care and maintenance of the radio is the responsibility of the individual.

Authorized Units and Divisions:

Precinct Patrol, Community Response Teams, School Programs, Repeat Offender Program, OCU, CCP/SAFE, Public Housing and/or other units designated by the Deputy Chief of the Central Services Bureau.

Procedures for Radio Assignment:

Any employee not currently assigned a radio, who transfers to an assignment that is authorized a permanently-assigned radio, will requisition the radio from MPD Stores. Authorization will be verified.

Lost, stolen, or damaged radios require a CAPRS report and a supervisor be notified of the incident. A copy of the CAPRS report is required by MPD Stores to obtain a replacement radio. The lost, stolen, or damaged status is indicated on the original Equipment Issued/Returned form and is maintained by MPD Stores.

When transferring to an assignment that does not authorize individual radio assignment, it is the employee’s responsibility to ensure that the radio is returned to MPD Stores. The Equipment Issued/Returned form must be signed for inventory tracking purposes.

If a radio is lost, stolen or damaged during hours when MPD Stores is closed, it is a supervisory responsibility to provide an internally-assigned radio as a temporary replacement until a permanent replacement can be made, i.e., the precinct Investigations Unit.

4-205 REQUESTS FOR REALLOCATION OF SPACE (08/13/02)

Commanders desiring a reallocation of space within a police facility not solely under their command shall forward a written request to the Deputy Chief of the Central Services Bureau.

4-206 REPAIR OF FURNITURE AND EQUIPMENT (08/13/02)

(A)

MPD personnel shall promptly report the need for repairs of any MPD-owned equipment to their commander for action. A note describing the exact nature of the problem, with samples if appropriate, shall be attached to the item needing repair.

Repairs or service to MPD-occupied buildings and offices should be made by completing a Work Order (PW-5401) and forwarding it to MPD Finance.

4-207 INVENTORY OF SPECIAL ITEMS (08/13/02)

(A)

A log shall be kept at each precinct, unit or division that is assigned radios, shotguns or pagers.

Commanders shall ensure that any special equipment assigned to their command is inventoried at least annually or whenever needs dictate.

4-208 LOST/STOLEN/DAMAGED CITY PROPERTY AND RECOVERY (08/13/02)

(A)

Employees shall notify their supervisor of the loss, recovery, or damage of City-owned property. The ensuing investigation is the responsibility of the respective commander. It is the employee’s responsibility to ensure that a CAPRS report is completed. City-owned equipment that is lost during an officer's response to an incident or crime should be reported as “LOSTPR” in the CAPRS report. Items misplaced shall be reported as a "MYSDIS" in a CAPRS report. A copy of the report shall be attached to a completed Inventory Record Change Form (MP-8001) and forwarded immediately to MPD Stores.

If property is recovered, the respective commander shall ensure that a Supplementary Report in CAPRS is completed and forwarded to MPD Stores. If the property is to be used as evidence in a criminal case, it shall be inventoried in the Property and Evidence Unit.

4-209 MPD ISSUED/RETURNED EQUIPMENT (08/13/02)

(A)

City-owned equipment that is individually issued to employees during their employment with the MPD shall be returned to MPD Stores upon termination of employment. Such items include, but are not limited to, badges, pagers, cell phones, keys, identification cards, etc. (04/14/04)

4-210 REIMBURSEMENT FOR DAMAGED PROPERTY OR EQUIPMENT (08/13/02)

Reimbursement is not normally granted under the following circumstances:

For property or equipment lost or stolen;

For damage caused by employee negligence;

For damage or loss to jewelry other than watches (watches up to $100.00);

For personal property not previously approved for official use by a precinct or division commander; (09/10/03)

To the extent that the employee may be entitled to reimbursement from other sources;

When the employee does not file a claim within 30 working days;

When the employee’s claim is denied for other reasons.

Reimbursement is not granted for uniform alterations.

4-211 INITIATING A REIMBURSEMENT CLAIM (08/13/02)

Document the incident and damage to the item in the related CAPRS report or via written memo including a detailed description of the activity during the incident and the cause of the damage. Attach reports and statements relating to the incident including your full name, assignment and badge number.

Attach original copies of payment or repair receipts (credit card, cash or check receipts). Receipts shall only reflect items claimed.

The item(s) shall be inspected by the employee’s commander or his/her designee, and a written statement from the commander or his/her designee describing the damage shall be included as part of the claim. During the claims process, damaged items may be requested for examination at any time.

Forward all claim documentation to Police Administration, Attention: Claims, Room 130, City Hall within 30 calendar days of the incident. If the Bureau Head or his/her designee approves the claim, it shall be forwarded to the MPD Finance Department for reimbursement.

If no reimbursement is granted, a memo of explanation will be sent to the claimant.

4-212 PROFESSIONAL ASSOCIATION REIMBURSEMENT (08/13/02)

It is the MPD’s policy to permit memberships in professional, technical or special interest associations whose materials, services or activities benefit police services. To provide the broadest utilization of membership benefits, the MPD will:

Pay for organization/agency memberships with Bureau Head approval;

Reimburse individual memberships when such membership is more economical and efficient than organizational membership;

Pay for an individual membership if organizational membership is not available;

Pay for only one individual membership per association per unit, unless approved in writing by a Bureau Head or the Chief of Police;

Terminate payment or reimbursement if an employee is transferred from the unit covered by the membership, unless continued membership of the individual is approved in writing by a Bureau Head or the Chief of Police.

4-213 USE OF DEPARTMENT TELEPHONES (08/13/02)

(A)

All MPD communications equipment is primarily intended for MPD business. Telephone lines may be monitored and/or recorded. Abuse of MPD communications equipment is subject to disciplinary action. For further reference, see the City’s cell phone policy at http://insite/policies/cellphone/index.html.

Incoming telephone calls shall be answered as promptly as possible. When answering the telephone, employees shall identify themselves and their units by name. Employees shall be courteous and make every attempt to supply assistance or refer the caller to the proper person. **Note: The preceding link only works internally from the MPD’s intranet site.

4-213.01 LONG DISTANCE CALLS (08/13/02)

(A-C)

Commanders are responsible for verifying all long distance calls charged to the telephones in their command. The employee shall pay personal call charges.

4-214 STANDARD FORMS (08/13/02)

Forms not available on the MPD’s intranet site (MPD Net) may be ordered from MPD Stores on a Supply Requisition form (MPD-4022). All applicable information must be completed on the requisition form.

4-215 REQUESTS FOR NEW FORMS, REVISIONS AND PRINTING (08/13/02)

(A)

Requests for creating new forms and/or form revisions shall be made through the Operations Development Unit. After a review is completed, the requester shall be referred to either the City's forms vendor or the Operations Development Unit.

Requests for printing at the City’s Copy Center must be signed by an MPD supervisor with the appropriate funding source noted.

4-216 BUSINESS CARDS (08/13/02) (12/01/08)

(A-D)

Business cards identify employees as representatives of the City. A consistent appearance reinforces the City of Minneapolis brand identity. Standard formatting helps to clearly and accurately communicate information about the City of Minneapolis and the Minneapolis Police Department.

All MPD business cards shall include:

• Employee name (nicknames and slang not permitted)

• Rank and badge number (sworn employees)

• Civil Service title (civilian employees)

• Proper name of unit or assignment

• Proper business/precinct address

• Precinct or office telephone number

• Fax Number

Employees may choose to include the MPD’s recruiting website: www.ci.minneapolis.mn.us/police/recruiting.

Secondary titles and assignments may also be included, space permitting.

In order to ensure that an authentic and professional image is conveyed, employees shall not design or use business cards for MPD business that have not been purchased via the City’s authorized vendor. Slogans, emblems or embellishments shall not be used. Deviations from standard formatting must be approved by the Chief or his/her designee. Orders for MPD business cards will be limited to 250 cards per order. (06/19/07) (12/1/08)

4-216.01 ORDERING BUSINESS CARDS (08/13/02) (12/1/08)

Employees wishing to order business cards shall complete an MPD Business Card Request Form

(MP-9049) available on MPDnet, and submit the form to MPD Stores. The purchase of business cards must be approved by the employee's Commander, with funding to come from the employee’s precinct, unit or division. (06/19/07) (12/1/08)

4-217 DISPOSABLE CAMERAS (10/12/01) (12/01/08)

(A-B)

Officers, other than those equipped with other department-approved crime scene equipment, shall use a disposable camera to document photographic evidence, especially in cases of domestic assault. Each precinct will be responsible for maintaining an adequate supply of cameras. Cameras may be obtained from MPD Stores by completing Supply Requisition form (MP-4022), authorized by a Lieutenant or above.

A separate camera shall be used for each CCN. In all cases, officers shall document in their report whether photographs were taken or not. Officers shall mark the used camera with the appropriate CCN and property inventory the camera as “Photographic Evidence”. On a routine basis, Crime Lab personnel will sign out Photographic Evidence for processing. After the film has been developed and printed, the negatives and photos will be returned to the Property & Evidence Unit.

4-218 MOBILE AUDIO AND VIDEO RECORDING (MVR) GUIDELINES (09/19/08) (08/28/09)

(A-D)

The purpose of this policy is to establish policies and procedures regarding the use of Mobile Video Recording Systems in squads. The intended primary purpose of implementing and using this equipment in MPD squads is to provide evidence in criminal and traffic related cases. Often this evidence can increase the department’s ability to successfully charge and prosecute offenders. These systems also allow for review of the facts by the involved officer. Officers are encouraged to review the footage from these cameras in order to accurately articulate a chain of events, recall facts or other details as captured by the camera. (08/28/09)

Supervisors may review the contents of these systems, as a management tool within their chain of command. (08/28/09)

Officers are prohibited from altering or attempting to alter or disable MVR recording systems in MPD squads.

4-219 MOBILE AUDIO AND VIDEO RECORDING EQUIPMENT (05/25/04) (09/19/08) (08/28/09)

(B-D)

GENERAL OBJECTIVE

The purpose of this policy is to establish policies and procedures regarding the use of Mobile Video Recording (MVR) equipment in MPD vehicles and to establish policies and procedures regarding the storage, release, and retention of MVR recordings. (08/28/09)

POLICY

The use of MVR equipment in MPD vehicles will facilitate the collection of evidence for criminal prosecution or complaint investigation. They may also be used as a training tool for officer safety and best practices in the MPD. The MVR is also meant to assist in the assessment of contacts between officers and the public by reviewing procedures and interpersonal interaction. All stops and searches captured on the MVR are presumed to be legal and valid unless evidence indicates otherwise. (09/19/08) (08/28/09)

All MVR recordings are the property of the MPD and original MVR videotapes shall remain in the sole custody of the MPD. Precinct/Unit commanders or their designees are responsible for the usage, storage, erasure, requests for copies, and recycling of recordings intended for patrol use. (08/28/09)

MVR equipment shall be activated during every stop/contact where a motor vehicle is involved, and will record the stop/contact in its entirety. Officers shall inform those who ask, that video/audio recording equipment is in use. The MVR equipment is designed and installed to automatically engage whenever emergency overhead lights are activated. Officers can also manually activate the MVR equipment. (04/11/07)

Officers are prohibited from altering MVR equipment in any way. Officers shall only use MVR recordings issued by the MPD. Officers are prohibited from erasing, re-recording or tampering with MVR recordings. (08/28/09)

Any sworn supervisor can direct an officer to activate or deactivate MVR equipment. Officers can manually deactivate MVR equipment during non-enforcement activities, such as protecting accident scenes, traffic posts, assisting motorists, etc.

MVR equipment may be remotely activated, deactivated, controlled and otherwise accessed when the activation indicator is illuminated, officers are on notice that activities may be monitored and recorded. (09/19/08) (08/28/09)

Officers may activate MVR equipment and change the camera position at their own discretion for the following purposes:

• To record their reasons for current or planned enforcement action;

• To record the actions of suspects during interviews or when placed in custody;

• To record the circumstances at crime scenes and accidents; or

• To record any other situation as warranted.

MVR recordings will be stored at the precinct/unit where issued. If original MVR recording is of evidentiary value, it shall be inventoried in the Property & Evidence Unit. Property & Evidence Unit personnel are responsible for maintaining records relative to retention of MVR recordings that are being held as evidence. MPD Stores is responsible for distributing blank MVR media to the precincts and units. (08/28/09)

An MVR-equipped vehicle can be used for off-duty employment with supervisor pre-approval. MVR-equipped vehicles and use of MVR equipment are subject to all requirements as outlined for on-duty use. (08/28/09)

Unless otherwise noted, MVR recordings shall be retained for a minimum of 90-days and then may be erased and/or reused. Non-evidentiary recordings that have been erased more than three times should be destroyed. (05/07/07) (07/11/07) (08/28/09)

Nothing herein shall preclude MPD personnel from reviewing or using recorded data for the purposes of investigation or prosecution of crimes, training, or preparation of reports. (09/19/08) (08/28/09)

Supervisors may review the contents of these systems, as a management tool within their chain of command. (09/19/08) (08/28/09)

An officer who is captured on or referenced in the video or audio data may review such data and use the data for any purpose relating to his/her employment, provided such use complies with the Minnesota Government Data Practices Act, MPD policy and other laws. (09/19/08) (08/28/09)

In the event of a Critical Incident, Crime Lab personnel shall collect MVR recordings from all squads at the scene. In order to preserve the quality and integrity of the recordings, they shall not be reviewed in the squad car prior to collection. A duplicate copy of the MVR recording will be made as soon as possible by Crime Lab personnel. (04/03/09) (08/28/09)

At the request of the Involved and/or Witness Officers, the Lead Investigator for the Critical Incident shall provide them an opportunity to view a duplicate copy of the MVR recordings prior to giving a statement. (04/03/09) (08/28/09)

4-220 VIDEOTAPE CONTROL & INSTALLATION (05/25/04) (09/19/08)

(A-B)

MVR videotapes shall be sequentially numbered and clearly labeled. MVR videotapes will have a precinct/unit designation and individually unique identifying number. Precinct/unit designations are P1, P2, P3, P4, P5, and TF (Traffic). An example of a sequential order is P1-0001, P1-0002 and P1-0003.

Each precinct/unit shall track the installation/removal of MVR videotapes via the precinct/unit MVR Videotape Log. A printable version of this log is available on the MPD's Intranet site under "MPD Forms."

At each precinct, shift supervisors are the only persons authorized to possess the key to the MVR trunk vault. They are also the only persons authorized to load or unload videotape into the MVR. Officers of the citywide MPD Traffic Unit are responsible for the loading/unloading and storage of videotapes used in Traffic Unit squads.

Videotapes shall be locked within a squad’s videotape vault. Once the videotape is loaded, it shall remain in the MVR vault until the overhead console display indicates the videotape has less than 30 minutes of recording time left. Officers assigned to the MVR-equipped squad shall request a supervisor to load new videotape into the MVR. Prior to loading new videotape in a squad, a supervisor shall note the following on the videotape and on the precinct videotape log:

• Videotape number

• Date and time tape was loaded into the MVR

• Squad and vehicle “P” number

• Precinct or unit

• Supervisor’s name and badge number

When videotape is removed from a squad, the supervisor shall note on the precinct/unit video log the date and time of the removal and the supervisor’s name and badge number.

4-221 MVR EQUIPMENT CHECK (05/25/04) (09/18/08)

(A-B)

Prior to each use, officers shall check to ensure that MVR equipment is operational. Before placing any MVR-equipped vehicle in service, officers shall perform the required series of checks to determine if the equipment is working properly. The MVR check will include the following:

Position the camera pointing forward, aiming down the center of the vehicle, to accurately record the events.

Ensure that the wireless microphone is turned on.

Perform an audio/video test to ensure that the MVR equipment is in working order. For the audio/video test, officers shall clearly state the assigned officer name(s), badge number(s), date, squad number(s), and shift. Officers shall then replay the videotape to verify that the audio and visual components are working correctly. (07/11/07)

In the event that the MVR monitor displays the wrong date and time, officers will verbally add the correct date and time and note the discrepancy on the motor patrol log.

The officer’s immediate supervisor shall immediately be notified of any missing or malfunctioning MVR equipment. Officers shall make a note on their log of the problems with the MVR and name of the supervisor notified. If equipment is missing, the officers who discover that the equipment is missing shall complete a Mysterious Disappearance report in CAPRS. (07/11/07)

4-222 OFFICER(S) RESPONSIBILITIES (05/25/04) (09/19/08)

(A-D)

MVR equipment installed in any MPD vehicle is the responsibility of the officer(s) assigned to that vehicle and shall be operated according to MPD training and the manufacturer’s recommendations.

The driver shall wear the wireless microphone, verify that it is turned on and shall be responsible for ensuring that it is working properly. (07/11/07)

Prior to placing the vehicle in service, officers will record the videotape number of the videotape installed in the MVR equipment upon the Daily Activity Log.

Whenever the 30-minute warning light appears, officers shall notify their immediate supervisor via radio and arrange to have the MVR videotape inventoried and replaced.

Officers shall notify their immediate supervisor of any videotaped sequence believed to be of value for evidence, administrative review, or training purposes.

The wireless microphone shall be placed in the vehicle-mounted charger and the belt clip attached to the visor when not in use.

4-222.01 SUPERVISORY RESPONSIBILITIES (05/25/04) (09/19/08)

(A-D)

Supervisors shall ensure that officers follow established procedures for the use and maintenance of MVR equipment, videotapes, and the completion of MVR documentation.

Unless otherwise noted, sworn precinct supervisors are responsible for the installation, removal and storage of videotapes.

Supervisors shall maintain a logbook to ensure inventory control of videotapes.

Supervisors shall conduct periodic and random checks of vehicles to ensure MVR equipment is in use.

Supervisors shall periodically view videotapes to ensure proper procedures are being followed.

Maintain a copy of all MPD Data Practice Compliance Forms.

When notified by an officer of missing or malfunctioning MVR equipment, supervisors shall promptly rectify the problem by having the squad taken to the Radio Shop for repair. If the Radio Shop is closed the sergeant shall make arrangements for the squad to get to the Radio Shop as soon as possible after it re-opens. If the supervisor is notified of a missing microphone they shall provide a replacement or if necessary, order another microphone. (07/11/07).

4-223 PROPERTY INVENTORYING MOBILE VIDEO RECORDING VIDEOTAPES (05/25/04) (09/19/08)

(A-D)

Mobile Video Recording (MVR) videotapes shall be property inventoried in the following situations:

• Any pursuit, squad accident, DWI arrest, use of force, or felony crime in which the MVR equipment was in use.

• If for any reason the officer or sworn supervisor believes the tape to be of evidentiary and/or administrative value or if the identity of someone in the video needs to be protected. In cases where evidence is recorded, it shall be noted on the videotape and in the CAPRS report.

• If the squad is involved in or responds to a Critical Incident (See 7-810). MVR videotape(s) shall be removed from all squads at the scene and property inventoried by Crime Lab Unit personnel. MVR videotapes property inventoried for reasons related to a Critical Incident shall only be permanently released or destroyed by the Property and Evidence Unit at the direction of the Commander of the Internal Affairs Unit. (07/11/07) (04/03/09)

4-224 MAINTENANCE, REPAIR AND REPLACEMENT (05/25/04)

(A-B) (09/19/08)

The Radio Shop is the liaison with the MVR vendor and will conduct all repair and replacement of MVR equipment. Damaged or nonfunctional MVR equipment will be tracked and sent for repair and/or replacement and shall be documented on a repair form.

4-225 REQUEST TO VIEW OR DUPLICATE VIDEOTAPES (05/25/04) (09/19/08)

(A-D)

MPD administration shall reserve the right to view or duplicate any MVR videotape as needed.

Evidentiary videotapes shall be viewed and/or copied under the Crime Lab’s policies. The Crime Lab is responsible for documenting any changes in the chain-of-evidence and/or custody of evidentiary tapes that are being viewed or copied.

MVR videotapes that are not being held for evidence are public information. Public requests to view or copy videotapes, or portions thereof, shall be considered in light of data practice guidelines (Minn. Stat. §13.82, Comprehensive Law Enforcement Data). Precinct/Unit commanders shall make the determination as to whether MVR videotape is released or not. All public requests to view or copy MVR videotapes must be submitted on an Office of Media Services Request Form. Officers receiving a videotape duplication request shall also complete a MPD Data Practice Compliance Form. Printable copies of both forms are available on the MPD Intranet site under "MPD Forms."

Both requests shall be submitted to the precinct/unit commander where the MVR videotape is assigned or stored. A precinct/unit commander or his/her designee will ensure that all requests are honored in a timely fashion. If a request cannot be honored, the commander shall provide an explanation to the requestor. Prior to being released, the City Attorney may also review requests to view or copy videotapes that have criminal and/or administrative value. The Chief or his/her designee shall be advised of all media requests to view or copy videotapes.

Once the requested portion of the MVR videotape is duplicated, the requestor shall pay an appropriate duplication fee per videotape, as set by the Office of Telecommunications and Media Services. Fees shall be paid at the MPD License Unit, Room 1A, City Hall. Upon delivery of the videotape, the requestor shall be given a receipt.

Under most circumstances for public requests, the Office of Telecommunications and Media Services, Room 123, City Hall will copy MVR videotapes. For public requests, the MPD commander or their designee will provide the Office of Telecommunication and Media Services the original MVR videotape, a description of the section(s) to be copied and the number of copies requested.

For internal requests, the MPD will provide the Office of Telecommunications and Media Services the original videotape, copy instructions, and a blank videotape(s) for copying purposes. Upon request, copies of videotapes shall be provided to prosecutors and the courts at no charge. With the approval of precinct/unit commanders, other law enforcement agencies with a valid need will be provided a copy of MVR videotape at no charge.

Original MVR videotapes shall be returned to the originating precinct/unit for further storage and/or reuse.

4-226 IDENTIFICATION BASED INFORMATION SYSTEM (IBIS) AND REMOTE DATA TERMINALS (RDT) (10/19/05) (09/19/08)

(A)

Through a cooperative effort with the Hennepin County Sheriff’s Department, Minneapolis Police Department has been given several IBIS Remote Data Terminals (RDT). These machines are to be used by officers as an identification aid. IBIS RDTs aid in the identification of persons by evaluating their fingerprints. IBIS RDTs will be based out of precincts and the STOP Unit. The Business Technology Unit (BTU) will assign passwords to officers who are trained to use the machines and handle repairs.

IBIS trained officers who wish to use a RDT shall sign out the RDT at the beginning of their shift and return it at the end of their shift. Sign out forms (MP-9019) are available on the MPD Net. Only officers who have attended an IBIS training course will be authorized to use the IBIS RDT.

Officers should be aware that IBIS data is only an aid in the identification of a person. IBIS information shall not be used as the sole grounds for establishing probable cause for arrest. Officers operating IBIS equipment or accessing IBIS data shall ensure that 4^th amendment rights of the person being tested are not violated and that all Police Department policies and procedures are followed.

4-227 PROCUREMENT OF COMPUTER HARDWARE, SOFTWARE AND COMPUTER-RELATED SERVICES (12/21/01)

(A-D)

The purpose of this policy is to ensure compliance with city Business Information & Technology Services (ITS) (BIS) hardware and software standards. (09/19/08)

The purchase or procurement of all computer hardware, software or computer-related services such as programming or consulting shall be facilitated through the supervisor of the MPD’s Business Technology Unit (BTU). Any precinct, unit or division wishing to obtain or implement hardware, software or services shall submit a written request detailing specific needs and requirements, (including the Space ID and Asset Tag Number) to the BTU supervisor of the Business Technology Unit. The supervisor of the Business Technology Unit will evaluate the request and forward it to BIS ITS as appropriate. It is the responsibility of the requesting precinct, unit or division to make all necessary budgetary arrangements. (09/19/08)

All computer and related equipment (printer, scanner and accessories) procured by the MPD is managed by BIS ITS and may be subject to redeployment within the MPD based upon departmental needs. Computer equipment obtained through grant programs shall be maintained according to the grant guidelines.

Any computer equipment, software or service that is obtained outside of this procedure will not be supported by BIS ITS. All ongoing support, maintenance, repairs and upgrades shall be the responsibility of the purchasing precinct, unit or division. In addition, hardware/software that is obtained or purchased without the approval of BIS ITS may be removed from the network to prevent corruption or any adverse effect on the MPD or City network(s). (09/19/08)

Any employee found to have installed illegal or unauthorized copies of computer software may be subject to disciplinary action.

4-228 COMPUTER USE AND ELECTRONIC COMMUNICATION (12/21/01)

(A-D)

All use of the City’s computer system shall comply with the City of Minneapolis Electronic Communications Policy.

Users are responsible for maintaining security of any computer to which they have logged on. When users leave the computer, they shall log off the system.

Domain passwords are selected by individual users and are not to be shared. Users should protect their password against unauthorized use. Passwords can be stolen, guessed or inadvertently made available, therefore BIS will prompt users when to change their password. Users are required to change their passwords every 30 days and will have to supply a new password in order to log on. (09/19/08)

Security levels based on the user's position determine access to programs. If a user requires a different security clearance to perform functions beyond their current security level, a request shall be made in writing to the supervisor of the Business Technology Unit.

Internet and E-mail systems do not provide private or confidential electronic communications. Users must understand that any communications created, received or backed up on the City systems are considered public documents and are subject to legal requests for public disclosure. This includes communications that users might think are of a personal and private nature.

Use of the Internet will be monitored by Business Information and Technology Services (ITS) (BIS). Inappropriate or questionable use will be reported to the supervisor of the Business Technology Unit, and if necessary, referred to the Internal Affairs Unit for investigation. This monitoring will include external links and services being accessed by employees. (09/19/08)

All Internet business that requires a fee or connects to an inappropriate site (i.e. pornographic material, sites that could violate the City's Sexual Harassment Policy, etc.) shall be pre-approved by the employee's supervisor. A memo stating the reason and approval for access shall be retained by the precinct, unit or division commander, who shall forward a file copy to Internal Affairs for review, if needed. (09/19/08)

Internal Affairs may investigate reported violations of the City's Electronic Communications Policy, with the assistance of BIS ITS personnel. Any employee whose user name and password is determined to have been in use during any violation may be subject to an Internal Affairs investigation and held accountable. (09/19/08)

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