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Newport News Police Department
G. Employees have no expectation of privacy regarding electronic or physical records, including email,
personal files or official work documents, either received or generated by them while using department-
owned electronic resources or connected to a city-approved network. The department reserves the right
to access any content from any information technology resource without prior notice. It may require
employees to provide passwords to encrypted or password-protected files upon request.
1. Employees will not transmit or receive confidential or sensitive department information over their
personal non-city messaging platforms (i.e., Google Mail, Facebook, Twitter, Snap Chat, Slack, etc.).
2. Employees who store their personal information on department computers or peripherals do so at
their own risk and are subject to city disclosure and surrender requirements.
H. Department personnel will follow the mandates of the Virginia Freedom of Information Act (Chapter 37,
Title 2.2 of the Code of Virginia) and ADM-160 Privacy/Dissemination of Information, as they relate to the
dissemination of information and electronic records when using computer resources in the course of
their work activities. [82.1.7]
I. Employees will observe all copyright and licensing restrictions associated with computer media and
software applications.
J. The IT Unit, in cooperation with City Information & Technology, will ensure multifactor authentication
is set up on all appropriate devices to help maintain the required level of access security established by
city, state and federal agencies that allow employees to access their systems, or have systems that may
be accessible from the department’s network.
III. USE OF DEPARTMENT COMPUTER EQUIPMENT AND PERIPHERALS
A. Department computer resources are designed/intended to conduct official business. The installation of
games or other software for entertainment purposes is prohibited. Exceptions to official business use
include: [41.3.7(c)]
1. Infrequent personal use is permissible if limited in scope and frequency. Such use may not be
connected to for-profit activities or promoting any product, service, or cause that the Chief of Police
or designee has not explicitly approved.
2. Employees may use departmental computer resources for professional and career development
purposes when within this policy and with the prior approval of an appropriate supervisor.
B. The IT Unit is responsible for coordinating employee access to systems and software as dictated by the
employee's duties and responsibilities. System access may require adjustment as employees are
transferred or promoted. Employees experiencing issues accessing necessary systems will notify the IT
Unit. [41.3.7(a)]
C. The assigned employee is responsible for ensuring the security of their computer against unauthorized
use. Employees will not allow unauthorized personnel to use their user ID or passwords to access any
department computer, city virtual private network (VPN), NNPD WAN, the city's mainframe systems,
email systems, or any other secured system designated for department business. Employees are
responsible for all activities that transpire under their user ID. [41.3.7(b)]
D. To avoid breaches of security or theft, employees will utilize the following measures, as applicable:
1. Set screen saver passwords.
2. Close and secure the door to any private office.
3. Log off of computer resources when they leave a work area.
4. Ensure the computer is secured and out of public view when stored in a vehicle or at home.
5. Set up and utilize the department’s mandated multi-factor authentication.
E. The system administrator or IT Unit representative must be consulted before moving department-owned
computer equipment (e.g., unplugging it from the network, moving it to another office, etc.).
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