Government Laptops Buying Guide

BUYING GOVERNMENT LAPTOPS FOR FEDERAL, STATE, & LOCAL GOVERNMENT AGENCIES

Government workers are under more pressure than ever before to demonstrate value to those they serve. Whether they are working with highly sensitive data or using a computer in the field, employees need government laptops that are durable and reliable, with the ability to store and transmit data securely.

This guide reviews the specific requirements to look for when purchasing laptops, or hybrids that may be used as a laptop or tablet, for a federal entity, or any branch of government, including state or local administrations. It describes features that enable devices to withstand the conditions of challenging environments while offering high performance and affordability.

When selecting government laptops, consider the following key areas of functionality in order to guarantee the best fit for your organization:

• Security
• Wireless connectivity
• Touchscreen capability
• Durability
• Safety and Ease of Use
• Performance and Response-Enabling Features
• Custom Configuration
• Value

Government employees are held to a high standard of security. While online protection of digital information is of supreme importance, it is also imperative that the laptop and its contents are protected from physical theft. The following features will ensure the best defense possible:

• Trusted platform module (TPM) security chip. This small piece of hardware authenticates passwords, encryption keys, and digital certificates.
• Theft protection agent in the bios. The presence of this feature will help recover data due to lost or stolen laptops.
• Cable lock slot. The ability to lock the laptop with a rubberized metal cable is a barrier against theft.
• Password security. Government laptops should be password-secured at the device level.
• Fingerprint scanner. In the event of the need for biometric security measures, check for options such as fingerprint scanners.
• Optical disc storage. When optical storage such as CD, DVD and additional hard drive storage may be required optical disc storage is essential. Agency policy will dictate specific security measures. Understand these requirements ahead of time.
• FIPS 140 compliance. The Federal Information Processing Standards’ FIPS 140-2 specify degrees of tamper evidence or resistance as well as modes of user authentication and security requirements for cryptographic modules. Understand the specific needs of various agencies and select accordingly.

When government workers are on the go, wireless connectivity is a must. Individuals count on constant connectivity and the ability to quickly and accurately capture data.

• Access to data via cellular networks. Dependence upon a single 3G cellular network can be inconvenient and non-productive. Identify which systems should be accessed and then determine whether 3G or broadband access will provide the needed connectivity. For example, government inspectors often need to travel to a variety of communities. Gobi can make different 3G carriers accessible in the event your regular carrier is not available.
• FirstNet connectivity. Establish whether the device is compatible with the reliable, high-tech FirstNet platform that connects to a dedicated network for first responders and law enforcement agencies, enabling mission-critical communications in the field and with those at various command centers. Also, check for FirstNet coverage in your area.
• GPS capability. Determine if the device is capable of expedited GPS routing in urgent situations. Establish whether workers’ locations will be accessible to GPS routing.
  

• Touchscreen and touchpad. A significant amount of a government inspector’s time involves recording and storing equipment and other readings. In fact, for any agency worker gathering information in the field, touchscreens are the preferred tool for accurate, fast data entry. An oversized, electrostatic, (allows scrolling) touchpad, with multi-touch (tap, pinch to zoom, and paging) are important features to have in the field. The ability to use a stylus for digital input is also a good option.
• Screen display. Viewing conditions vary for government workers. Depending on their occupation, their work may be under the night sky, beneath city lights, or in the glaring sun. Insist on a screen with night-time and direct sunlight viewing capability, and with high definition and adequate screen size.
• Swivel screen. When working one-on-one with a co-worker, or with more than one person, a swivel display allows easy screen sharing. Look for swivel mounting if you need this capability in a vehicle.

Extreme durability, including resistance to heat and cold can be a necessity for federal workers in various fields.

For example, food safety inspectors in the U.S. Department of Agriculture (USDA) visit a wide variety of plants, kitchens and processing facilities for chemical testing and outbreaks. Temperatures in these locations can range from freezing to steaming hot, as well as possible contact with substances being tested. When faced with such a variety of risks, commercial tablets or PCs will almost certainly fail. Look for a laptop or fully-rugged hybrid that has been tested and is proven to stand up to punishing treatment.

The Panasonic TOUGHBOOK® 33 is an option to look at closely. It’s tough, flexible, and supremely rugged. It is also built for maximum mobility, which food safety inspectors appreciate. And it’s going to cope in the most demanding of conditions. 

It is also important to determine if the laptops you plan to buy comply with vital standards such as MIL-STD-810H for environmental design, MIL-STD-461G that ensures control of electromagnetic interference, and international Ingress Protection (IP) ratings that indicate the level of resistance to dust and water.

The tests undertaken using MIL-STD-810H standards assess how rugged devices are and guarantee specific durability levels often required in tough environments. Laptops and hybrids that successfully undergo these evaluations will withstand the most challenging conditions including:

• Shock and drops. Tests measure the number of drops as well as height from 12 inches/305 mm to 72 inches/1.8 m, and mechanical shocks.
• Vibration. Tests simulate vibrations government workers in the field experience in all kinds of vehicles.
• Humidity. Tests involve temperature cycles from 86 °F/30 °C to 140 °F/60 °C at 95% humidity.
• Sand and Dust. Tests indicate whether devices will withstand ingress of sand and dust particles without damage.
• Water and blowing rain. These include testing that the device will withstand 5.5 inches/147 mm of rain falling for 30 seconds in 70 mph winds.
• High and low temperatures. Temperature shock tests determine if devices can be moved between extreme temperatures.
• Keyboard durability. Through testing, keyboards must withstand 25 million keystrokes.
• Electromagnetic compatibility.  MIL-STD-461G certification assures:
• Devices do not generate unwanted electromagnetic energy that interferes with the function of nearby equipment.
• Laptops will not be susceptible to electromagnetic energy from nearby equipment.

For conditions that result in particularly rough treatment including shocks, bumps and drops, features to look for include:

• Shock-mounted hard drives.
• Protective magnesium-alloy casings.
• Ergonomic design.
• Appropriate MIL-STD-810H and MIL-STD-461FGstandards.
• Appropriate IP ratings for specific environmental use.
• Weight, which could be a crucial factor in selecting your device.This is because government workers frequently collect data when standing inside a plant or even outside in the weather to examine a gauge or meter while holding the device.

A lightweight convertible tablet PC or hybrid may be an option, while tablets may be the best choice when the device is carried for long periods of time.

• Ergonomic features. Government employees sometimes work from cars or at desks, but often they are standing for long periods of time while using a laptop in the field. For devices used under these conditions, features such as a shoulder strap with elasticity and dome support for the palm of the hand are essential.
• Safety and convenience. Built-in or detachable handles can be a useful feature for those who take their laptops in and out of vehicles frequently. The ability to grab the handle reduces the likelihood of dropping the device.

For government workers on the road, staying in contact is not only necessary for proper reporting and in some cases, dispatch, but it is also a requirement for personal safety. In the case of code inspectors and other employees who visit many types of facilities at various times of the day or night, the following features will provide the access and performance that is so important to workers in the field:

• Smartcard and magnetic strip readers. These devices can be used in various facilities for secure entry or data collection.
• Mobile printers. Determine whether your device should support interface capabilities for mobile printing. Although we are quickly becoming a paperless society, paper reports in some cases remain a requirement for documentation purposes.
• Interface and integration capabilities. Third party applications may be necessary.  Check out interface capabilities for your specific requirements including:
• Fingerprint authentication readers
• Cameras
• Phones
• Barcode and RFID readers
• Continuous connectivity. If workers use their devices in vehicles, determine whether the computer will resist vibration and shocks and bumps on the road while maintaining a connection with the office.
• Dual processors. Will your workers need to access databases while using their communication software? If so, dual processors will allow efficient execution of programs and multitasking. Look for dual processors that exhibit low power consumption.
• Expandable memory. Evaluate your memory needs based on the applications that will be running. Although the laptop chosen may have plenty of RAM, expandable memory may be invaluable if applications are added later.
• Battery life and operation. Government workers outside the office need battery power that will last through their shift at a minimum. If the battery enables eight to 16 hours of continuous data time you should be good to go. Just check whether the battery has a hot-swappable function. That way you won’t have to turn the device off if you need to swap the battery out.

Government workers at all levels are guided by policies, many of them changing at any given time to accommodate new rulings and legislation. Because of this dynamic environment, the availability of customization options is important when selecting government laptops.

For example, as new video features become required for public safety purposes by agencies of the federal government such as the National Park Service (NPS), rangers are using TOUGHBOOK® rugged laptops and rugged and durable TOUGHBOOK® handhelds as a video solution to monitor specific sites.

Because of the wide range of responsibility among federal employees and other government workers, the ability to customize features can make all the difference to having a system that works efficiently for an agency’s unique needs.

Government laptops must support secure operations and exhibit durability and high performance while incorporating features designed to get the job done. All of this must be paired with reasonable pricing because procurement officials purchasing laptops require a high value in order to execute a contract.

According to PC Magazine, the overall industry failure rate for laptops in 2016 was 11%. However, TOUGHBOOK® laptop and tablet service records show an annual failure rate of only 3%. Combine this with superior TOUGHBOOK® features and you’ve got yourself unquestionable quality.

But it is only when you combine quality with reasonable pricing that value is obtained. Through our innovative cooperative purchasing program we are helping organizations take advantage of special pricing by combining purchases across multiple organizations. By purchasing in quantity, we are reducing costs for all participants, and that’s an equation for value.

For more information about Panasonic TOUGHBOOK® devices contact Mooring Tech online or call 1-877-532-8088.