13A - Computers Record Security and General Management

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Policy & Procedure Page 1 of 12 Lexington Police Department Subject: Computers, Record Security & General Management Policy Number: 13AAccreditation Standards: Reference: 11.4.4; 82.1.6; 82.1.7 Effective Date: 12/1/11 New Revised Revision Dates: 1/24/19 By Order of: Mark J. Corr, Chief of Police The Municipal Police Institute, Inc. (MPI) is a private, nonprofit charitable affiliate of the Massachusetts Chiefs of Police Association. MPI provides training and model policies and procedures for police agencies. This policy is an edited version of MPI Policy 4.21, “Computers and Data Security.” GENERAL CONSIDERATIONS AND GUIDELINES The Lexington Police Department utilizes computer equipment to aid in accomplishing its primary mission: responding to calls for service, preventing crime, apprehending criminals and documenting incidents. Computers and access to databases supplied by the Department or Town make our work more efficient and more accurate. The Department has a central computer with a police information management system called "PROPHOENIX”. The Department utilizes a computer system “PMAM”, a policy and training module accessible on-line. The Department also has access to the Town’s network server for internet, Microsoft Office®, and e-mail. Extensive on-line records are accessible to Department personnel 24 hours a day, seven days a week. The computerized records include: • All calls for police service, dispatch logs, arrest logs; • Restraining orders; • Motor vehicle citations; • Arrest and police information records; • Police incident reports; • Personnel information; • Statistical and data summaries; and additional police and management records. Most of the Department's administrative reporting is conducted within the central computer system. All other reports will be prepared in accordance with Department procedures on forms approved by the Chief of Police