___ June 2023

PPA MEMORANDUM ORDER NO. _______

TO : All Port Police Officers and Personnel

SUBJECT : GUIDELINES ON THE PROPER USAGE, CARE AND

MAINTENANCE OF RADIO COMMUNICATION EQUIPMENT

I. AUTHORITY

1. Section 6-c of Presidential Decree 857

II. REFERENCES:

1. Hytera Radio Manual

III. DECLARATION OF POLICY

Effective communication has invariably served a pivotal role in the

enforcement of rules and regulations. For ports in particular, the use of
various means of effective communication has continued to solidify and
strengthen existing security measures for the maintenance of peace and order
within the port zones. For this purpose, the security of data communicated
must be preserved and protected from being compromised, the manner and
method of communication relative to data transmission through the use of
radio communication equipment must be delineated and the appropriate
usage, care and handling of radio communication equipment must be set forth
with the promulgation of specific and uniform standards.

IV. SCOPE

This guidelines applies to Port Police Officers who are issued Radio
Communication Equipment assigned or detailed at any office/unit of the
Philippine Ports Authority.
V. DEFINITION OF TERMS:
a. Communication Equipment – is a facility consisting of the physical
equipment for disseminating information. Refers also to the
communication equipment such as handheld/mobile/base radios, mission-
critical radio, smartphone, UHF/VHF radio transmitter, GPRS and other
electronics capabilities.

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 b. Communication Security – is the set of measures and control taken to
deny unauthorized persons of information derived from electronic
communications and technical eavesdropping.

c. Mission-Critical Radio – refers to mission-critical communication enabled

equipment which utilizes combined traditional two-way communication
technology and advance mobile technology such LTE/5G network
reception, etc. in order to provide resilient mobile voice, data and video
service thus allowing more mobility, interoperability and more security.

d. Mission-Critical Communication – the ability to deliver a fast, reliable and

resilient emergency response while maintaining secure connectivity
among first responders during situations where public safety and security
is at risk. This requires careful coordination and ongoing communication in
the execution of missions for the protection of lives and property.

e. Mobile Radio – a radio transceiver similar to the base radio except that it is
installed in a patrol vehicle and is powered by the car battery instead of an
AC source. Its antenna is usually mounted on the roof of the vehicle
through its magnetic base.

VI. GUIDELINES:
Communication security is a command responsibility. Port Police Officers
shall ensure that only those authorized personnel shall use radio
communications equipment that includes receiving and transmitting official
communication within the PPA and to other offices and law enforcement
agencies. All duty Port Police personnel are required to observe the following
guidelines for the proper usage, care and maintenance of transceiver radios
and accessories:

1. PROPER USAGE PROCEDURES

The Hytera Radio is a mission-critical radio fully equipped with mobile

functionality and capabilities designed to deliver mission-critical
communications in the most efficient and secured manner. Its usage its
monitored by a server of the Authority. For this purpose, proper usage and
handling of the device must be considered.

a. Device Check

Before using the Hytera Radio, a device check must be undertaken to

ensure that the device is in good working condition by performing the
following:

i. Ensure that the battery is charged

ii. Turn on the device.

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 iii. Ensure the radio is not in airplane mode and check for network
coverage signal.
iv. Connect to the server by inputting your log in credentials.
v. Keep the device in “ring” mode and the volume is high enough
in order to hear any incoming calls and messages.

b. Making calls and sending messages

The Hytera Radio is equipped with mobile functionality which enables it

to make outgoing calls, receive incoming calls, send and receive text
messages thru the Hytera HyTalk. In using this feature, the Port Police
Officer shall observe the following protocols:

i. Ensure the device is connected to the server.

ii. Outbound calls shall be limited to contacts within the
exclusive network of the Authority.
iii. Sending of messages shall be limited to contacts within
the closed network group of the Authority.
iv. The calls/messages must only be made in connection
with a mission or operation or while the same is being
undertaken.
v. The device shall not be used for recording calls.

c. Video Talking

In making video calls, Port Police Officers shall observe the following
protocols:

i. Ensure the device is connected to the server.

ii. Video calls must only be made to contacts within the
closed network group of the Authority.
iii. Video calls must only be made in connection with a
mission/operation or while the same is being undertaken.
iv. The video functionality of the Hytera Radio under any
circumstances must not be used for recording law
enforcement activities.

d. Creation of Groups
Users within the closed network in coordination with the server may
create groups for the following purposes:
i. Organizing missions/operations;
ii. Limiting participants to the mission/operation; and
iii. Maintaining confidential information.

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 2. CARE AND MAINTENANCE

a. For optimum usage of the device battery, ensure the device is

charged before reaching low battery level and detached from the
charging station immediately once fully charged.
b. Do not submerge the device into water.

3. PROHIBITIONS

a. The sim card provided to the issued Hytera Radio must not be
removed or replaced without permission from the Authority or
designated officer.
b. Installation of sim cards to the device and use of accessories
other than those provided by the Authority is not allowed.
c. Installation of unauthorized applications and removal of pre-
installed applications is strictly prohibited.
d. The device must only be used during missions/operations for
purposes of communication.
e. Save in the cases of conducting missions/operations, the device
must not be used outside the Authority’s offices and premises.

V. EFFECTIVITY

This guidelines shall take effect immediately.

JAY DANIEL R. SANTIAGO

General Manager