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Questions and Answers
What is the main purpose of the digital media management policy?
Who has the authority to release digital media files to the public?
What happens to videos of little training value after 180 days?
What type of devices are allowed to collect video for the fire department?
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Which of the following statements is true about digital media collected during fire department operations?
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What defines the custodian of digital media files in the fire department?
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What is required for all digital media generated by fire department members?
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What must be done with digital media collected while conducting fire department operations?
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Who is the only individual authorized to release any digital media files to the public?
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What happens to video deemed of little or no training value?
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Who manages open records requests?
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What type of digital media can be posted without approval?
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For how long will video containing evidence of a crime be preserved?
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What action must be taken if a helmet camera is used during an incident?
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If a government record has an expired retention period, when can it still not be destroyed?
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Who is responsible for transferring the data from the storage device to the department server?
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Who is responsible for the social media use of digital media?
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Under what condition can a member delay the use of a helmet camera?
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Which type of media requires administrative review before it can be released to the public?
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What must be included in the supplemental narrative when a department camera is used?
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When can helmet cameras be used by department members?
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What is strictly prohibited regarding the use of department issued helmet cameras?
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What should a member do if they are recording conversations?
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What type of video content is covered by HIPAA Privacy Laws?
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Study Notes
Digital Media Management Policy Overview
- This policy governs all digital media related to fire department activity, regardless of intended use.
- Digital media collected during fire department operations is the property of the Spring Fire Department and must comply with department policies and Texas state law.
- Photographs/videos taken during department operations are subject to open records requests and must be submitted through the approved digital upload link.
Custodianship and Release of Digital Media
- The Fire Chief or designee is the custodian of all digital media files and has sole authority to release any media files to the public.
Retention and Preservation of Digital Media
- Videos deemed 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.
- Videos containing evidence of a crime, evidence of value in a personal injury action, investigations by the Harris County Fire Marshal's Office, videos released to the public or social media, or videos requested by department officers are maintained and preserved for 1 year.
- A government record with an expired retention period may not be destroyed if any litigation, claim, negotiation, audit, public information request, administrative review, or other action involving the record is open.
Helmet Mounted Cameras
- Only department-owned helmet cameras are permitted.
- Helmet cameras should be used when:
- Members are wearing their helmet on a scene with active fire.
- An officer directs their use.
- Members deem their use appropriate and HIPAA compliance is not violated.
- The use of a helmet camera should never interfere with the performance of duties or create a safety hazard.
- Personal use of a department-issued helmet camera is strictly prohibited.
- Photos or videos containing identifiable patient information are covered by HIPAA Privacy Laws and must be protected.
- The recording of discipline or other sensitive topics is prohibited.
- Members operating cameras are responsible for being aware of conversations and for notifying other members that they are recording.
Digital Media Upload Instructions
- All photographs/videos generated by members while conducting department business are subject to open records request and must be submitted through the approved digital upload link.
Digital Media Approval Process
- 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.
Retention and Preservation of Helmet Mounted Camera Videos
- All video must 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 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.
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Description
This quiz provides an overview of the digital media management policy governing the Spring Fire Department's operations. It covers key aspects regarding the custodianship, retention, and release of digital media, ensuring compliance with departmental policies and Texas state law.
