Chicago Police DepartmentGeneral Order G09-01-03
Use of the Internet
Issue Date:11 January 2010Effective Date:12 January 2010
Rescinds:G98-07-06A
Index Category:Information Management
I.Purpose
This directive:
  • A.explains the Internet and how the Department benefits from using it.
  • B.explains the use of the Internet by Department personnel for official business.
  • C.gives a brief overview of the Department's home page on the World Wide Web.
  • D.explains procedures for individual units to gain access to the Internet.
II.Policy
It is the Department's policy to use the Internet and the Department's home page on the World Wide Web to disseminate information, such as official Department reports, press releases, information, and other data routinely released to the public; and to provide appropriate services which encourage police-community partnerships and enhance cooperative problem solving.
III.General Information
  • A.The Department uses the Internet for the following purposes:
    • 1.The Department maintains a CLEARpath Webportal on the WWW to provide information:
      • a.about the Department and its programs and to offer some police services to the community. Individual units contribute to the Department's home page through the development and maintenance of unit home pages.
      • b.to the public regarding: wanted posters, the Department’s official blog , recruitment information, crime summary information, and prostitution patron arrest photographs.
    • 2.The Department gathers information from the community and other law enforcement professionals through interactive forms and e-mail, and by accessing other sites on the WWW, news groups , bulletin boards , etc.
  • B.The benefits to the Department of using the Internet and WWW include the following:
    • 1.The Internet is a valuable resource for encouraging members of the community to get involved in crime prevention and problem solving in their neighborhoods.
    • 2.The Internet allows the Department to gather valuable information from the community and other law enforcement professionals through interactive forms and e-mail .
  • C.The Department’s official homepage is located on the world wide web at: http://www.chicagopolice.org.
IV.Use of the Internet by Department Members
  • A.Members:
    • 1.using Department resources to access the Internet will be restricted to official Department business.
    • 2.will not download:
      • a.any material for personal use.
      • b.software of any kind without the prior approval from the command staff member of Public Safety Information Technology (PSIT).
  • B.Information will not be disseminated through the Internet by Department members as delineated in the Department directive entitled, “Department Reports, Publications, Survey Responses, and Official Statistics.”
  • C.Department-owned commercial or developed software for the Internet will not be used for personal use.
  • D.Links contained within Department home pages are limited to government and not-for-profit agencies. Private, for-profit organizations are not to be linked to any Department material.
V.Department E-Mail Accounts
  • A.Procedures for members to obtain a Department E-mail account will:
    • 1.read, complete, and obtain the proper signatures as indicated on:
      • a.E-Mail Account Request Form for Network Connected Computers (CPD-65.117), and
      • b.E-Mail Compliance Statement form (CPD-65.118).
    • 2.obtain approval from the command staff member of PSIT.
      NOTE:
      The original E-Mail Account Request Form for Network Connected Computers and E-Mail Compliance Statement form will be retained in PSIT.
  • B.Department Internet and E-mail Guidelines
    • 1.All authorized users of City and Department Internet and e-mail must:
      • a.adhere to the provisions of the Department’s Internet and E-Mail Use Policy,
      • b.complete the procedures as outlined in Item V-A of this directive,
      • c.have an anti-virus software package installed on the computer work station,
      • d.promptly report any breaches of computer security to their commanding officer and the command staff member of PSIT,
      • e.be in compliance with all federal and state laws,
      • f.conform to all City of Chicago ordinances and Department policies and procedures,
      • g.strive to minimize undue strain on the City’s and Department’s computer networks and disruption to others,
      • h.not disclose the contents or existence of City or Department computer files, e-mail, or other information to anyone other than authorized recipients.
    • 2.City and Department Internet and e-mail resources are to be used for Department business only.
    • 3.Department members who receive an e–mail which is of a criminal nature requiring immediate action (threats, reports of abuse, harassment, etc.) will immediately notify their sworn supervisor. The notified sworn supervisor will:
      • a.determine if the completion of a case report is necessary to document the incident.
      • b.ensure:
        • (1)a preliminary investigation is completed.
        • (2)the proper notifications are made.
    • 4.The City of Chicago and the Chicago Police Department have the right to monitor Internet and e-mail use to ensure that these resources are being used for Departmental business purposes only.
    • 5.No outgoing messages on City or Department Internet or e-mail may purport to make a statement of City or Department policy, either expressly or by implication, except for messages that quote ordinances or other sources of City and/or Department policy, or messages approved by the Superintendent of Police.
  • C.Procedures for members to access Department E-mail on non-Department Computers
    Members can access their Department e-mail account via the Internet on computers that do not have Chicago Police Department intranet access (i.e. personal computers) by the following:
    • 1.Access the Chicago Police Department’s CLEARpath Webportal at http://www.chicagopolice.org;
    • 2.Place the cursor over “Online Services;”
    • 3.From the drop down list of services, choose “CPD Employee Services;”
    • 4.Select “CPD Web Mail” and;
    • 5.Enter your personal username and password for e-mail access.
      NOTE:
      Members accessing their Department e-mail account on a non-Department computer does not preclude members from adhering to the provisions of the Department’s Internet and E-Mail Use Policy and the policy delineated in this directive.
  • D.PSIT is responsible for processing e-mails sent to the Department via the Department’s Homepage and:
    • 1.forwarding e-mails to the appropriate unit for additional action, if necessary.
    • 2.if the e-mail is:
      • a.of a criminal nature requiring immediate action (threats, reports of abuse, harassment, etc.), the Department member receiving the e-mail will immediately notify their sworn supervisor. The notified sworn supervisor will:
        • (1)determine if the completion of a case report is necessary to document the incident.
        • (2)ensure:
          • (a)a preliminary investigation is completed.
          • (b)the proper notifications are made.
      • b.complimentary in nature, the Department member receiving the e-mail will process it as delineated in the Department directive entitled, “Complimentary Communications.”
  • E.Only City of Chicago, Department of Innovation and Technology (DoIT) or its designees are authorized to access the City of Chicago website server for the purposes of posting, removing, or modifying content. No unauthorized Department member shall access, or attempt to access, the City of Chicago Server for the purposes of posting, removing, or modifying content.
  • F.Members with questions, information, ideas, or suggestions about the Department's home page should contact PSIT.
Jody P. Weis
Superintendent of Police
06-127 MAV
GLOSSARY TERMS:
1. -
A collection of computers and computer users that are linked through a global cooperative of computer resources. Information can be gleaned by different means through the Internet - by the World Wide Web (WWW), news groups and bulletin boards - and correspondence can be disseminated through electronic mail (e-mail).
2. -
An information system accessible through the Internet that is electronically linked and highly graphical and interactive. The WWW is the most popular and fastest growing information network on the Internet.
3. -
A website on the World Wide Web that serves as a centralized access point for various types of information which otherwise would have been on multiple websites.
4. -
The starting point of a World Wide Web (WWW) site.
5. -
The word “blog” is a portmanteau of the words, “web” and “log,” which results in the word, “blog.” A blog is a website where entries are commonly displayed in chronological order. Blogs provide commentary on news or on a particular subject where users can leave comments in an interactive format.
6. -
Text-only information systems, organized by topics, that are accessible via the Internet. Users can join news groups so information is regularly sent to them by e-mail, or they can log on and read about different topics.
7. -
Text-only information system, organized by topic, that is accessible through the Internet. Users can post information on appropriate bulletin boards that others can log on to, read posts, and respond to posts
8. -
With either a browser or specific e-mail software, users can send and receive text messages through the Internet.