Tactical Usage & Device Safety

1. Purpose and Scope

This Tactical Usage & Device Safety Policy sets out the mandatory conditions for the safe deployment and use of POPS Notebook during live Public Order and Public Safety (POPS) operations. It addresses the unique risks associated with carrying and operating electronic devices in dynamic, high-threat environments.

This policy applies to all officers and authorised users who access the Application in an operational capacity, including during planned events, spontaneous disorder, and training deployments. Compliance is mandatory and forms part of your duty of care to yourself, your colleagues, and the public.

This document supplements, and does not replace, your force's own mobile device policy, IT security policy, and operational safety briefings issued by your Tactical Commander or Silver Commander.

2. The 'Heads Up' Principle — Situational Awareness

The most critical safety rule when using POPS Notebook in an operational environment is to maintain situational awareness at all times. No information displayed in this Application is worth compromising your safety or the safety of those around you.

You must not become 'heads down' in the device during a live deployment. The Application is designed for rapid, glance-and-go reference — not prolonged reading while in a hostile or fluid environment.

• Before opening the Application, assess your immediate surroundings and ensure you are in a position of cover or relative safety.
• Limit screen interaction to brief, purposeful actions — check a reference, log a decision, or review a formation — then return to a heads-up posture immediately.
• Never use the Application while moving in a formation, during a public order advance or withdrawal, or when in direct contact with a hostile crowd.
• If you are in a Serial Commander or sector commander role, delegate device interaction to a colleague where possible so you can maintain command focus.
• Use haptic feedback cues (vibration) for confirmations so you do not need to look at the screen for every interaction.

3. Code 1 Dress & Fire Retardant Uniform Considerations

When deployed in Code 1 dress — full public order kit including fire retardant overalls, flame-retardant gloves, and protective headwear — the presence of an electronic device introduces specific risks that must be actively managed.

Lithium-ion batteries and electronic components are susceptible to thermal damage and can present an ignition or chemical burn hazard if exposed to direct flame, extreme heat, or mechanical compromise. In a public order environment where petrol bombs, flares, and other incendiary devices may be deployed against officers, this risk is significant.

• Your device must be stowed inside a purpose-designed, flame-resistant pouch worn under your fire retardant overalls — not in an external pocket or exposed position.
• Do not carry the device in a position where it could be dislodged during physical activity, restraint, or crowd contact.
• If your device is exposed to direct flame, extreme heat, or shows signs of swelling, overheating, or chemical leakage, you must immediately remove it from your person in a safe manner and notify your Serial Commander.
• Do not attempt to operate the device while wearing flame-retardant gloves in a high-threat environment — this compromises both your grip on the device and your situational awareness.
• If you are issued a heat-resistant device case or pouch, you must use it. Do not substitute with non-rated equipment.

Officers in Level 2 and Level 3 public order roles should ensure their device is secured before any anticipated contact with hostile crowds, and should not retrieve or operate the device during active disorder unless operationally critical and only from a position of cover.

4. Device Security Before Deployment

Before going on duty, you must ensure your device is secured against unauthorised access. The Application contains operational data that, if compromised, could endanger officers and undermine active operations.

• Enable biometric authentication (fingerprint or facial recognition) and a strong alphanumeric passcode on your device. Do not use easily guessable patterns or PINs.
• Set the device to auto-lock after 30 seconds or less of inactivity.
• Ensure the device's operating system is fully updated with the latest security patches.
• Do not install unverified applications or profiles on the device used for operational duty.
• Enable full-disk encryption (standard on modern iOS and Android devices) and verify it is active.

5. Device Storage and Securing After Use

After concluding an operational deployment or shift, you must ensure the device is secured and that no operational data remains accessible. The Application's 24-hour ephemeral data lifecycle is a safety net, not a substitute for active data hygiene.

• Use the Application's 'Clear Ephemeral Operational Data' function before going off duty to purge all deployment caches, rosters, and operational logs from the device.
• Physically secure the device in a lockable location — not left in an unattended vehicle, locker room, or open office.
• If you are required to hand the device to a colleague for continuity, use the 'Wipe All Local Data' function first and ensure they re-authenticate with their own credentials.
• Do not leave the device unattended in public areas, including police station front counters, canteens, or changing rooms.
• If the device is shared between officers (pool device), each user must clear their data after each shift.

6. Battery and Power Management

The Application is designed for offline use, but it still requires device battery power. A dead device during a deployment removes your access to reference material, decision support tools, and the Golden Hour timer.

• Ensure your device is fully charged before deploying. Do not begin a shift with less than 80% battery.
• Carry a charged power bank rated for your device, particularly for extended or multi-day deployments.
• Reduce screen brightness where operationally safe to do so to conserve battery.
• Close unnecessary background applications before deployment to maximise available power.
• If your device battery falls below 20% during a deployment, notify your Serial Commander and transition to paper-based or memorised reference material.

7. Night Operations & Visual Signature

During night-time operations, a bright device screen can compromise your position, disrupt your night vision, and alert hostile elements to your location. The Application provides dedicated night and red-light themes to mitigate this risk.

• Activate Night Mode or Red Light Mode before deploying to a night-time operation — do not wait until you are in position.
• Red Light Mode is specifically designed to preserve night vision. Use it during any deployment where maintaining dark adaptation is operationally critical.
• Reduce screen brightness to the minimum level at which content remains legible.
• Shield the screen with your hand or body when in close proximity to hostile crowds or when in an exposed position.
• Be aware that even in Red Light Mode, the screen is visible at close range. Do not open the device in direct line of sight of hostile elements.

8. Loss, Seizure or Compromise of Device

If your device is lost, stolen, seized, or otherwise compromised during a deployment, you must take immediate action to protect operational data and alert your command chain.

• Immediately notify your Serial Commander or Silver Commander via radio — do not delay to search for the device.
• If you have access to another device, use the Application's remote logout function or contact your Force Admin to suspend your account.
• Report the loss to your Force Information Assurance lead and Security team as soon as practicable.
• If the device has been taken by a hostile element, assume all operational data on it is compromised. Your Serial Commander must assess whether operational plans need to be modified.
• The Application's 24-hour auto-wipe will limit the exposure window, but you must not rely on this as the sole mitigation.

9. Data Wipe & Post-Deployment Hygiene

Operational data must not persist on your device beyond the operational requirement. The Application enforces a 24-hour Time-to-Live on all ephemeral caches, but you are responsible for ensuring data is cleared promptly after use.

Failure to clear operational data is a breach of this policy and may constitute a disciplinary offence. It also creates a security risk if the device is subsequently lost, stolen, or examined.

• Clear all ephemeral operational data at the conclusion of each deployment or shift using the 'Clear Ephemeral Operational Data' function in Settings.
• Before handing a device to evidence, IT support, or any third party, use 'Wipe ALL Local Data' to ensure no operational content remains.
• Do not photograph or screenshot operational content — the Application's screenshot guard will blur content, but you must not attempt to circumvent it.
• Do not discuss or display operational content from the Application on personal messaging platforms or social media.

10. Limitations & Operational Discretion

POPS Notebook is a decision support tool, not a decision-making system. The references, checklists, and guidance contained within the Application do not replace your professional judgement, your force's standing orders, or the lawful commands of your Tactical Commander.

The Application operates entirely offline and does not transmit your data to a central server. This means that data entered during a deployment is only available on the device on which it was entered — it will not be visible to your command chain unless you physically share it.

If the Application fails, freezes, or displays incorrect information during a deployment, you must revert to your force's standard operating procedures and paper-based reference material. Do not allow a technology failure to compromise your operational effectiveness or safety.

Ultimately, your safety and the safety of your colleagues and the public takes priority over any function of this Application. If using the device creates a risk, stow it and rely on your training.