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Questions and Answers
Who is the custodian of all digital media files within the fire department?
Who is the custodian of all digital media files within the fire department?
What happens to videos with little training value after 180 days?
What happens to videos with little training value after 180 days?
What is the primary purpose of the digital media policy?
What is the primary purpose of the digital media policy?
What type of media does this policy encompass?
What type of media does this policy encompass?
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Which of the following statements is TRUE regarding digital media collection?
Which of the following statements is TRUE regarding digital media collection?
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What is the effective date of the current revision of the digital media management policy?
What is the effective date of the current revision of the digital media management policy?
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Which device type is NOT mentioned for video production in the policy?
Which device type is NOT mentioned for video production in the policy?
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Which of the following must be followed when collecting digital media?
Which of the following must be followed when collecting digital media?
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Who is authorized to release any media files to the public?
Who is authorized to release any media files to the public?
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What happens to video deemed of little or no training value?
What happens to video deemed of little or no training value?
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Which chief manages open records requests?
Which chief manages open records requests?
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What type of digital media can be posted without prior approval?
What type of digital media can be posted without prior approval?
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How long must certain videos be maintained and preserved by the department?
How long must certain videos be maintained and preserved by the department?
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What must happen before any photo or video is released on social media?
What must happen before any photo or video is released on social media?
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What is required for digital media, even if it does not involve incidents?
What is required for digital media, even if it does not involve incidents?
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What action should be taken if there is open litigation involving a government record?
What action should be taken if there is open litigation involving a government record?
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Who is responsible for turning in the unedited video footage collected from the helmet camera?
Who is responsible for turning in the unedited video footage collected from the helmet camera?
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What should be included in the supplemental narrative when a department camera is used?
What should be included in the supplemental narrative when a department camera is used?
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What is prohibited when using helmet-mounted cameras?
What is prohibited when using helmet-mounted cameras?
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When can a member decide not to record video using a helmet camera?
When can a member decide not to record video using a helmet camera?
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Which of the following is a requirement for video storage devices used with helmet cameras?
Which of the following is a requirement for video storage devices used with helmet cameras?
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What type of information must be protected due to HIPAA Privacy Laws?
What type of information must be protected due to HIPAA Privacy Laws?
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What must the IT manager do with the data once it is transferred from the storage device?
What must the IT manager do with the data once it is transferred from the storage device?
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Which scenario allows the use of a helmet camera?
Which scenario allows the use of a helmet camera?
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What must happen to digital media collected during operations in terms of compliance?
What must happen to digital media collected during operations in terms of compliance?
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Which factor determines whether videos of little training value are deleted?
Which factor determines whether videos of little training value are deleted?
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What is the main responsibility of the custodian regarding digital media files?
What is the main responsibility of the custodian regarding digital media files?
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What should firefighters do when using personal devices to capture digital media?
What should firefighters do when using personal devices to capture digital media?
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What rationale is provided for collecting video and still images during fire department operations?
What rationale is provided for collecting video and still images during fire department operations?
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Which guideline applies to helmet-mounted cameras as per the policy?
Which guideline applies to helmet-mounted cameras as per the policy?
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How long can videos of little training value be retained before deletion?
How long can videos of little training value be retained before deletion?
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What is NOT a scenario for using helmet-mounted cameras?
What is NOT a scenario for using helmet-mounted cameras?
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What must happen to unedited video footage collected from helmet cameras?
What must happen to unedited video footage collected from helmet cameras?
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What is the primary responsibility of the member operating the helmet camera?
What is the primary responsibility of the member operating the helmet camera?
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Under which condition may a member choose not to record video using a helmet camera?
Under which condition may a member choose not to record video using a helmet camera?
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What must be done with electronic storage devices after data transfer to the server?
What must be done with electronic storage devices after data transfer to the server?
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What is prohibited when using helmet-mounted cameras?
What is prohibited when using helmet-mounted cameras?
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Who is responsible for transferring electronic data from the storage device to the server?
Who is responsible for transferring electronic data from the storage device to the server?
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What type of information must be protected due to HIPAA Privacy Laws?
What type of information must be protected due to HIPAA Privacy Laws?
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Under what condition should helmet cameras be used according to department policy?
Under what condition should helmet cameras be used according to department policy?
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Which chief is responsible for approving the use of digital media for training purposes?
Which chief is responsible for approving the use of digital media for training purposes?
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What must happen for non-incident digital media to be posted without approval?
What must happen for non-incident digital media to be posted without approval?
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How long must a video that depicts evidence of a crime be preserved by the department?
How long must a video that depicts evidence of a crime be preserved by the department?
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What happens to a government record with an expired retention period if there is an ongoing action involving it?
What happens to a government record with an expired retention period if there is an ongoing action involving it?
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Which chief oversees the management of open records requests?
Which chief oversees the management of open records requests?
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Which condition does NOT require video to be maintained for 1 year?
Which condition does NOT require video to be maintained for 1 year?
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What must be considered before any photo or video is released publicly?
What must be considered before any photo or video is released publicly?
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Which type of video can be deleted after 180 days due to its limited value?
Which type of video can be deleted after 180 days due to its limited value?
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What must be done to digital media collected by department members during operations?
What must be done to digital media collected by department members during operations?
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Which role has the authority to decide on the release of digital media files to the public?
Which role has the authority to decide on the release of digital media files to the public?
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Under what circumstances can videos of little training value be kept beyond the 180-day deletion timeframe?
Under what circumstances can videos of little training value be kept beyond the 180-day deletion timeframe?
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What does the digital media policy state regarding the ownership of digital media collected during fire department activities?
What does the digital media policy state regarding the ownership of digital media collected during fire department activities?
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Which of the following is not included in the requirements for video production from department-owned devices?
Which of the following is not included in the requirements for video production from department-owned devices?
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What must occur if there is open litigation involving a government record?
What must occur if there is open litigation involving a government record?
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According to the digital media policy, what is a critical requirement when using helmet-mounted cameras?
According to the digital media policy, what is a critical requirement when using helmet-mounted cameras?
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What is the primary purpose of establishing procedures for collecting digital media during fire department operations?
What is the primary purpose of establishing procedures for collecting digital media during fire department operations?
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What should be documented in the supplemental narrative when a department camera is used?
What should be documented in the supplemental narrative when a department camera is used?
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Which condition permits the use of department-owned helmet cameras?
Which condition permits the use of department-owned helmet cameras?
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What action must be taken with the electronic storage devices used for helmet cameras after data transfer to the server?
What action must be taken with the electronic storage devices used for helmet cameras after data transfer to the server?
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What is strictly prohibited regarding the use of department-issued helmet cameras?
What is strictly prohibited regarding the use of department-issued helmet cameras?
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Which topic is not suitable for recording with helmet-mounted cameras according to the policy?
Which topic is not suitable for recording with helmet-mounted cameras according to the policy?
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What should a member do if initializing the helmet camera poses a safety risk?
What should a member do if initializing the helmet camera poses a safety risk?
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Who is responsible for transferring the electronic data from the storage device to the server?
Who is responsible for transferring the electronic data from the storage device to the server?
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Which of the following statements about the helmet-mounted cameras is true?
Which of the following statements about the helmet-mounted cameras is true?
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What specific criteria must be met for a video to be preserved by the fire department for one year?
What specific criteria must be met for a video to be preserved by the fire department for one year?
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Which of the following actions regarding digital media requires approval by the Chief of Support Services?
Which of the following actions regarding digital media requires approval by the Chief of Support Services?
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What general provision is in place for the destruction of government records with an expired retention period?
What general provision is in place for the destruction of government records with an expired retention period?
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Which statement best describes the authority over the release of digital media related to department business?
Which statement best describes the authority over the release of digital media related to department business?
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Which of the following types of videos is NOT subject to mandatory deletion after 180 days?
Which of the following types of videos is NOT subject to mandatory deletion after 180 days?
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Which chief is responsible for managing the use of digital media for public outreach and social media?
Which chief is responsible for managing the use of digital media for public outreach and social media?
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What requirement is stipulated for non-incident digital media to be posted?
What requirement is stipulated for non-incident digital media to be posted?
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What is a condition that necessitates maintaining a video for one year, based on administrative review?
What is a condition that necessitates maintaining a video for one year, based on administrative review?
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Study Notes
Digital Media Management
- All digital media related to fire department activity is governed by the Spring Fire Department and must comply with department policies and Texas state law.
- Digital media collected during operations of any kind is the property of the Spring Fire Department.
- All generated photographs/videos are subject to open records requests and must be submitted through the approved digital upload link.
- The Fire Chief or designee is the custodian of all digital media files and has the sole authority to release any media files to the public.
- Videos of little training value will be deleted after 180 days unless they contain evidence of a crime, are part of an investigation, or have been requested to be kept.
Helmet Mounted Cameras
- Only department owned helmet cameras are permitted.
- Members should use helmet cameras when wearing their helmet on a scene with active fire, when directed by an officer, or when deemed appropriate and HIPAA compliance is not violated.
- Personal use of department issued helmet cameras is strictly prohibited.
- Any photo or video that contains identifiable patient information are covered by HIPPA Privacy Laws and must be protected.
- The recording of discipline or other sensitive topics is prohibited.
Data Handling
- All video will be turned in, unedited, to the on duty District Chief prior to the end of shift or when the electronic storage device is full.
- The on-duty District Chief will turn the electronic storage devices into the IT Department as soon as possible. The storage device shall not be inserted into any device other than the helmet camera until it is handled by IT personnel.
- The IT manager will transfer the electronic data from the storage device, directly to the assigned master file location on the department server. Once the data is transferred to the server, the storage device can be formatted.
Other
- Open records requests are routinely approved and managed by the Chief of Support Services.
- Social media, public information, and outreach use of digital media are routinely approved and managed by the Chief of Strategic Services.
- Use of digital media for training is routinely approved by the Chief of Health, Safety, and Professional Development.
- Non-Incident digital media that consist of employee related functions may be posted without approval as long as it adheres to other SFD policy and guidelines. Such media is still required to be submitted as stated above.
- Any member issued a department camera, will complete a supplemental narrative on any response that the camera is used. This report is the documentation of the control and custody of the video data.
- The supplement should provide who was in control of the camera and the chain of custody for the storage device.
- All video is subject to being used as criminal evidence.
Digital Media Management Policy
- This policy governs all digital media related to the Spring Fire Department (SFD) activities, regardless of intended use.
- All digital media obtained during fire department operations belongs to the SFD and must comply with department policies and Texas state law.
- All photos and videos are subject to open records requests and must be submitted through the approved digital upload link.
- The Fire Chief or designee is responsible for managing and releasing all digital media files to the public.
- Videos with minimal training value will be deleted after 180 days, except in specific situations.
- Helmet-mounted cameras:
- Usage is limited to active fire scenes, officer direction, and situations where it's deemed appropriate and doesn't violate HIPAA compliance
- Cameras must be turned in unedited to the on-duty District Chief prior to the end of shift
- Personal use of department-issued helmet cameras is strictly prohibited
- Recording discipline or sensitive topics is prohibited
Data Retention
- Videos with evidence of a crime, ongoing investigations, or public release will be kept for one year.
- Videos related to specific issues (discipline, policy violation, or containing patient information) will be preserved as necessary.
- Videos capturing events involving the Harris County Fire Marshal's Office will be kept for one year.
- A supplementary narrative documenting control and custody of the video data must be filled out by members using department cameras.
Open Records Requests & Social Media
- Open records requests are managed by the Chief of Support Services.
- Social media, public information, and outreach use of digital media are managed by the Chief of Strategic Services.
- Digital media relating to training is approved by the Chief of Health, Safety, and Professional Development.
- Non-incident digital media containing employee-related functions can be posted without approval as long as it adheres to other SFD policies and guidelines.
- No photos or videos will be released to the public without the Fire Chief's or designee's approval.
### Digital Media Management
- Digital media related to fire department activity is governed by this policy.
- Digital media collected during operations is the property of the Spring Fire Department and must comply with department policies and Texas state law.
- The Fire Chief or designee is the custodian of all digital media files and has the sole authority to release any media files to the public.
- Videos of little training value will be deleted after 180 days unless they contain evidence of a crime, are part of an investigation, or have been requested to be kept.
Purpose
- The purpose of this policy is to provide procedures for collecting video and still images during training, incident responses, and routine operations.
Policy Statement
- Any and all digital media taken of fire department activity or by fire department members is subject to this policy.
Scope
- This guideline applies to all members.
Procedures and Responsibilities
- All digital media collected while conducting fire department operations is the sole and exclusive property of the Spring Fire Department.
- Video will only be produced from department-owned devices, including department-issued phones, digital cameras, helmet cameras, video cameras, and drones.
- All photographs/videos generated by members while conducting department business are subject to open records requests.
- The Fire Chief or designee is the custodian of all digital media files and is the only individual authorized to release any media files to the public, including social media.
- Video deemed of little or no training value will be deleted after 180 days.
- Any video containing evidence of a crime, evidence of potential value in a personal injury action, or is part of an investigation will be maintained and preserved by the department for 1 year.
- If there is a request from any source to maintain a video from an incident response, the request will be made through department email to the Chief of Support Services.
- Any member issued a department camera will complete a supplemental narrative on any response that the camera is used.
- All video is subject to being used as criminal evidence.
- Only department-owned helmet cameras will be permitted.
- Personal use of department-issued helmet cameras is strictly prohibited.
- Any photo or video that contains identifiable patient information is covered by HIPAA Privacy Laws and must be protected.
- The recording of discipline or other sensitive topics is prohibited.
- It is the responsibility of the member operating the camera to be aware of conversations and to notify other members that they are recording.
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Description
This quiz covers the policies and regulations regarding digital media management within the Spring Fire Department. It includes details on the ownership of digital media, open records requests, and the use of helmet-mounted cameras. Understand the responsibilities associated with digital media in a fire department context.
