Use of Electronic Features in Telecommunications System Policy

Facilities and Equipment Management
Policy No. 353 / Use of Electronic Features In Telecommunications System
Approved: / March 20, 1990
Resolution No. / 90-95

A.The County telecommunications system includes telephone instruments and electronic features. The public has a right to expect courteous and efficient service from its governmental agencies. Automatic answering systems can, if properly implemented, result in cost savings, greater efficiency and better response to contacts from the public. Use of certain electronic telephone features are subject to the following:

1.Where possible, Ingham County telephone numbers published in the public telephone directory after June 1, 1990 and are designated to dispense pre-recorded information must clearly state that the call will be answered by a recording.

2.Where possible, telephone numbers published in the public telephone directories which are not designated to disperse pre-recorded information, will normally be answered by a human during regular business hours.

3.Departments wishing to use this automated answer feature of the telephone system must present a detailed plan for handling incoming calls to the County Services Committee for approval.

History:1990, Resolution 90-95, Effective March 20, 1990; -- Amended 2002, Resolution 02-286, Effective January 1, 2003

4.Individual direct inward dialed numbers may be forwarded to an electronic voice mail box with the provision for releasing the call to a receptionist.

5.Each department’s plan will specify the individual that is responsible for the implementation and administration of the system.

B.Upon implementation of the new county-wide telecommunications system, all personal central office Michigan Bell telephone lines, also referred to as private lines, will be replaced with direct inward dialed (DID) numbers. The DID number may or may not be published as determined by the individual, according to one of the following options:

1.The number will be published in the public directories and made available to the public.

2.The number will not be available to the public directories but be listed in the County’s internal directory.

3.The number will be kept confidential.

History:1990, Resolution 90-115, Effective April 24, 1990

C.All requests for cellular or mobile telephones and pagers to be provided as an Ingham County expense (whole or in part) will be presented:

1.In writing to the Chief Information Officer for review and approval.

2.If the request is denied by the Chief Information Officer, the request may be taken to the Controller.

3.If the request is denied by the Controller, the request may be taken next to the County Services Committee for review and/or approval.

History:1990, Resolution 90-115, Effective April 24, 1990; -- Amended 1990, Resolution 90-363, Effective December18, 1990;; -- Amended 2002, Resolution 02-286, Effective January 1, 2003; -- Amended 2014, Resolution 14-190, Effective May 13, 2014

D.All cellular or mobile telephones and pagers will be purchased or leased by the Innovation and Technology Department. Costs for equipment, leasing and service will be charged back to departments as appropriate.

History:1990, Resolution 90-363, Effective December18, 1990

E.Requests for facsimile machines, new telephones or upgrades to existing telephones will:

1.Be submitted in writing to the Chief Information Officer for review and approval.

2.If the request is denied by the Chief Information Officer, the request may be taken to the Controller.

3.If the request is denied by the Controller, the request may be taken next to the County Services Committee for review and/or approval.

History:1990, Resolution 90-95, Effective March 20, 1990; -- Amended 2002, Resolution 02-286, Effective January 1, 2003

The cost of facsimile machines, new telephones, including an upgrade, is the responsibility of the requesting department. Equipment will be purchased outright and charged back to the requesting department by the Innovation and Technology Department.

Telephones obtained through the master lease/purchase agreement with AT&T will have no trade-in value when upgrading. Departments will continue to be charged for lease/purchase payments on all telephones for the duration of the agreement, regardless if a telephone is upgraded.

When a request requires communication boards be added to a telephone switch, the purchase of needed equipment will be funded by the telecommunication budget and will be subject to approval of the Controller.

History:1990, Resolution 90-363, Effective December18, 1990; -- Amended 2014, Resolution 14-190, Effective May 13, 2014

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