Podcast
Questions and Answers
Who is authorized to release media files to the public?
Who is authorized to release media files to the public?
What happens to video that is deemed of little or no training value?
What happens to video that is deemed of little or no training value?
Which Chief manages open records requests?
Which Chief manages open records requests?
What is required before posting non-incident digital media related to employee functions?
What is required before posting non-incident digital media related to employee functions?
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Which Chief is responsible for the usage of digital media for training?
Which Chief is responsible for the usage of digital media for training?
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Who routinely approves social media and public information use of digital media?
Who routinely approves social media and public information use of digital media?
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What date is listed as the review date for the guidelines?
What date is listed as the review date for the guidelines?
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What type of digital media does not require approval to be posted?
What type of digital media does not require approval to be posted?
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What is the primary purpose of this policy regarding digital media?
What is the primary purpose of this policy regarding digital media?
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Who does this guideline apply to?
Who does this guideline apply to?
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What is the status of digital media collected during fire department operations?
What is the status of digital media collected during fire department operations?
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Which devices are authorized for producing video during fire department operations?
Which devices are authorized for producing video during fire department operations?
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Who is the custodian of all digital media files in the Spring Fire Department?
Who is the custodian of all digital media files in the Spring Fire Department?
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What action must be taken with photographs/videos generated during department operations?
What action must be taken with photographs/videos generated during department operations?
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What is the retention period for videos of little training value?
What is the retention period for videos of little training value?
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When was this guideline approved?
When was this guideline approved?
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Which of the following is NOT a reason to retain digital media files?
Which of the following is NOT a reason to retain digital media files?
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What is the review date set for the policy?
What is the review date set for the policy?
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What must happen to videos taken with department devices?
What must happen to videos taken with department devices?
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What must be done with photographs/videos generated during operations?
What must be done with photographs/videos generated during operations?
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What does the policy state about the property of digital media collected during operations?
What does the policy state about the property of digital media collected during operations?
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Which requirement is placed upon helmet-mounted camera usage?
Which requirement is placed upon helmet-mounted camera usage?
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Which of these statements about open records requests is true?
Which of these statements about open records requests is true?
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What role does Scott C. Seifert have in relation to the digital media management policy?
What role does Scott C. Seifert have in relation to the digital media management policy?
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Which position directly oversees the Deputy Chief of Support Services?
Which position directly oversees the Deputy Chief of Support Services?
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What is the approval date for the Standard Operating Guideline SFD.003?
What is the approval date for the Standard Operating Guideline SFD.003?
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Who is responsible for reviewing the policy by July 2025?
Who is responsible for reviewing the policy by July 2025?
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What is the main purpose of the guideline mentioned in the document?
What is the main purpose of the guideline mentioned in the document?
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What action should one take if they find an error in the document?
What action should one take if they find an error in the document?
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What is the retention period for videos that must be maintained by the department?
What is the retention period for videos that must be maintained by the department?
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Which type of video must be preserved if it depicts evidence of a crime?
Which type of video must be preserved if it depicts evidence of a crime?
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What should happen to video recorded evidence related to a fire being investigated by the Harris County Fire Marshal's Office?
What should happen to video recorded evidence related to a fire being investigated by the Harris County Fire Marshal's Office?
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Who can request a video to be kept by the department?
Who can request a video to be kept by the department?
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What action is taken if there is an open litigation involving a government record with an expired retention period?
What action is taken if there is an open litigation involving a government record with an expired retention period?
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What is required when a member uses a department-issued camera during an incident response?
What is required when a member uses a department-issued camera during an incident response?
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What must the on-duty District Chief do with the electronic storage devices from helmet-mounted cameras?
What must the on-duty District Chief do with the electronic storage devices from helmet-mounted cameras?
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How is data transferred from the storage device to the department's server?
How is data transferred from the storage device to the department's server?
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Study Notes
Digital Media Management
- All digital media related to fire department activity is governed by this policy, regardless of its intended use.
- Digital media collected during fire department operations is the property of the Spring Fire Department.
- Digital media must comply with department policies and Texas state law.
- All 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.
- Usage guidelines are provided for helmet-mounted cameras.
Purpose
- The purpose of this policy is to provide procedures for establishing the collection of video and still images during training, incident responses, and routine operations.
- This is for the specific purposes of enhancing firefighter training and safety and providing essential public information.
- Any and all digital media taken of fire department activity or by fire department members is subject to this policy, regardless of intended use.
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.
- Digital media can be collected while conducting fire department operations in compliance with department policies and within the guidelines of Texas state law.
- Videos 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 request.
- Any photographs or video generated will be submitted through the approved digital upload link.
- 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.
- No photo or video will be released to the public until the Fire Chief or his designee has released said photograph or video.
- Open records requests are routinely approved and managed by the Chief of Support Services.
- Social media, public information, and outreach use of digital media is 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.
- Video deemed of little or no training value will be deleted after 180 days.
- This determination is routinely made by the Chief of Health, Safety, and Professional Development.
- Any video containing evidence of a crime, evidence of potential value in a personal injury action, any fire in which the Harris County Fire Marshal's Office is conducting an investigation, any video that is released to the public and/or social media, any video requested to be kept by any officer of the department, a video that captures a discipline issue or a policy violation will be maintained and preserved by the department 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.
- If a request from any source is made 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.
- 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.
- All video from a helmet-mounted camera 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.
- The chain of custody for helmet cameras goes from Company Officer, to District Chief, to Deputy Chief of Support Services, to Assistant Chief, to Fire Chief.
Errors
- The policy is for internal use only and does not enlarge a member’s legal duty or civil liability in any way.
- The policy should not be construed as creating a duty to act or a higher duty of care, with respect to third-party civil claims against members or the department.
- A violation of this policy, if proven, can only form the basis of a complaint by this department for non-judicial administrative action in accordance with the laws governing member discipline.
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Description
Test your knowledge on the digital media management policies in the fire department. This quiz covers guidelines for collecting and managing digital media, compliance with laws, and procedures for media release. Ensure you understand the protocols for handling photographs and videos in fire department operations.
