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Newport News Police Department
ADMINISTRATIVE MANUAL
ADM - 540 – AGENCY COMPUTER & INFORMATION
TECHNOLOGY USAGE
Amends/Supersedes: ADM-540 (09/09/2024) Date of Issue: 12/30/2024
I. GENERAL
A. Computers, networks and other technology are critical to department operations. The Public Safety
Information Technology Unit, with support from the city's Information Technology Department, is
responsible for ensuring that employees have access to programs and technology essential to their job
functions. This policy establishes the responsibilities and requirements for all employees to maintain
access to both information systems.
B. Computer, as referenced, applies to all electronic resources capable of receiving and sending electronic
communication, retrieving or organizing department information, and connecting to the city’s wired area
network (WAN). The definition will include but is not limited to, MDCs, electronic notebooks, tablets,
desktop or laptop PCs, etc.
NOTE: Smartphone use for electronic communications will also fall under applicable sections (e.g.,
correspondence, privacy, games, etc.). For more information, refer to ADM-535 Cellular
Phone Use.
II. POLICY
A. Personnel accessing department computer systems must comply with the established regulations and
specific procedures regarding these systems and any rules or regulations issued by the city regarding
such systems and their use as established in this policy and PAM-1403 Use of Information Technology
Policy. Any employee who violates these policies may be subject to disciplinary action under department
policy and PAM-1000 Standards of Conduct, resulting in the revocation of access rights to any or all
department computing resources, as determined by the Chief of Police. [82.1.6]
B. Employees will not use agency funds to make any information technology-related purchases (e.g.,
computers, monitors, external drives, software, printers, scanners, cameras, audio/visual equipment, or
related peripheral devices, subscriptions or purchases of services from third-party providers, etc.)
without first consulting with the Public Safety Information Technology (IT) Unit supervisor.
C. Any employee assigned an agency computer, its related documentation, software and accessories,
whether permanent or temporary, is solely responsible for its care and safekeeping.
D. The use of obscene, profane, discriminatory, demeaning or degrading language in any electronic
correspondence is strictly prohibited.
E. While on or off duty, employees will be mindful of sending or receiving emails, viewing internet sites or
web pages, or engaging in activities related to computers or information technology, potentially bringing
the department into disrepute or discrediting individuals. Employees shall adhere to the PAM-1000
Standards of Conduct, ADM-210 Standards of Conduct/Disciplinary Action, and the department’s Code of
Ethics.
F. Employees shall not use the department’s electronic communications resources for personal gain (e.g.,
selling personal items, homes, services, etc.), whether for themselves, family members, or friends. This
does not prohibit disseminating information regarding fund-raising and ticket sales for department-
sponsored or sanctioned group events via email.
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