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13A - Computers, Record Security and Management <br />Policy & Procedure Page 2 of 12 <br />This policy will serve as a guide to help all employees preserve the integrity of our <br />data, manage use of computer systems, decrease liability exposure, and prevent <br />unlawful or wrongful actions involving computers and data. <br />This policy supplements the policies and user agreements of state and federal data <br />providers such as Leaps/NCIC/CJIS and contracted databases, in addition to the <br />Electronic Communications Policy for Town of Lexington employees. <br />It is the policy of the Lexington Police Department to: <br />1. Utilize computer resources to enhance our ability to perform our mission; and, <br />2. Improve officer safety through the availability of information, while maximizing <br />security protocols and system integrity. <br />PROCEDURES <br />DEFINITIONS: <br />Hardware: The tangible components of a computer such as disk drives, <br />monitors, keyboards, mouse, etc. <br />RMS: Records Management Systems of this Department and others. <br />Offensive/Disruptive Communications: Communications which contain <br />sexual content or sexual implications, racial slurs, gender-specific comments, <br />or any other content that offensively addresses a person's race, creed, <br />religion, physical or mental disability, color, sex, national origin, age, <br />occupation, marital status, political opinion, sexual orientation, or any other <br />group status. <br />Password: A word or string of alphanumeric characters restricting access to <br />an account, network, database, or file to an authorized member. <br />Software: The programs, data, routines, and operating information used <br />within a computer. <br />Virus: A hidden code within a computer program or file intended to corrupt a <br />system or destroy data stored in a computer. <br />Malware: Malicious computer software that interferes with normal computer <br />functions or sends personal data about the user to unauthorized parties over <br />the Internet. <br />System Administrator: An individual assigned or authorized by and under the <br />direction of the Chief of Police to oversee and/or manage the operation and <br />security of the department computer system and network