The acquisition and use of department-issued
smartphones shall be in accordance with applicable
laws, the city’s Mobile Computing Device
Agreement and Acceptable Usage of Information
Technology Resources Policy, and this directive.
DEFINITION

Smartphone: A mobile telephone that provides
advanced capabilities and has a complete operating
system that is capable of running applications
and linking to the city’s exchange server.

ACQUISITION

A. Department-issued smartphones are authorized
for officers on patrol assignments, in specialized
elements, and those at the rank of captain and
above. Other sworn/civilian personnel designated
by their command may be authorized to have
department-issued smartphones.

B. New and replacement smartphones shall be acquired as follows:

1. New Smartphones

A request for a new smartphone shall be submitted
with a justificatory To/From report to the major
or designee of the Information Technology Division
(ITD) via the chain of command; or

2. Replacement Smartphones

A request for a replacement smartphone shall be
submitted with an appropriate justification
utilizing the “Request for Replacement of Issued
Item(s)” e-form and sent via channels to the ITD
with an e-form copy to the Finance Division.
USE OF SMARTPHONES

A. Smartphones shall be used only for authorized
police purposes. Smartphones are issued to individual
employees and are associated with the employee’s
city e-mail, calendar, and other applications
available through an active synchronization
application. Each smartphone is configured with
the city’s authorized mobile device management application.

B. The following general rules for the use of
smartphones shall be adhered to unless doing
so will definitely impede the proper performance
of duties:

1. The device shall not be used by anyone other
than the designed user;

2. The mobile device management application shall
not be removed. Removal of the application may
result in the smartphone being wiped and disabled;

3. Employees shall not access the manufacturer’s
application store or download applications, free
or paid, from any publicly accessible application
store or site on the Internet. However, employees
are encouraged to download approved applications
from the city’s enterprise application store;

4. No collect calls should be accepted;

5. Employees shall reimburse the department for
all unauthorized toll (e.g., international,
collect, etc.) calls made and received on department
-issued smartphones. Reimbursement shall be made
in accordance with the current rates listed in the
city telephone contract or price schedule; and

6. All terms and conditions set forth by the city,
department, wireless carrier, and manufacturer shall be abided by.

C. Use of Mobile Electronic Devices While Operating a Motor Vehicle

Officers shall only use hands-free mobile electronic
devices while operating a motor vehicle. Use of such
devices in and outside the scope of official duties
shall be in accordance with applicable laws; Policy
4.16, MOBILE DATA COMPUTERS; and Policy 2.21, STANDARDS
OF CONDUCT.
CONTROL OF SMARTPHONES

Each element that has one or more smartphones
issued to the element or to individuals in the
element shall have procedures in its manual of
operations that govern the control of these
smartphones. The procedures shall include the
subjects listed below:

A. User responsibilities, such as the proper
maintenance and treatment of the smartphone
(e.g., observing proper storing conditions,
charging the batteries, adhering to warranty
conditions, etc.);

B. Circumstances when its use is appropriate; and

C. Circumstances when its use is inappropriate
(e.g., personal calls, use of personal e-mail, etc.).

ISSUES

A. Whenever a smartphone is inoperable, the
employee shall call the ITD helpdesk for
assistance (see the Honolulu Police Department
(HPD) intranet for contact information).

B. With the exception of normal wear and tear,
any damage to a smartphone shall be documented
by the employee who was responsible for the
smartphone when the damage occurred. The
employee shall initiate either a Miscellaneous
Public case, which should cross reference any
relevant reports (e.g., Motor Vehicle Collision
report) or the appropriate criminal case.

C. In the event that the smartphone is lost
or stolen, the employee or the employee’s
supervisor (if the employee is incapacitated)
shall call the ITD helpdesk, as soon as
practicable, to report the loss in order to
preserve the security of the data and resources.
SUGGESTIONS

Employees who have innovative ideas or suggestions
on how to better use smartphones for work-related
purposes are encouraged to contact the ITD commander
directly or utilize the suggestion box on the HPD intranet.