Public Information Policy: Sheriff's Office

Public Information Policy Overview

• This policy outlines what constitutes public information and how it's released to the media and general public
• The policy adheres to Florida Public Records Law F.S.S. 119
• The Osceola County Sheriff's Office must provide information and reports that do not impede ongoing investigations or expose protected individuals

Key Definitions

• Competent Authority includes positions such as the Sheriff, Chief Deputy, and Public and Media Relations Supervisor
• Confidential Information is protected by law and cannot be disclosed by the Sheriff's Office
• Criminal Intelligence Information pertains to data on identifiable persons or groups, gathered to anticipate or prevent criminal activity
• Criminal Investigative Information relates to data compiled during investigations, like lab results or surveillance information
• Exempt Information is not disclosable under Florida or Federal Law
• Florida Public Records include all forms of recorded material related to official business
• Media Release is a summary provided to the news media about an incident
• News Media includes journalists, photographers, and technicians from newspapers, radio, or television

Procedures for Information Release

General Guidelines

• Authorized personnel who can release information include the Sheriff, Chief Deputy, and the Public and Media Relations Supervisor
• Active criminal investigative or intelligence information can only be disclosed after consulting with those responsible for the investigation
• The Public and Media Relations Office is tasked with assisting the news media and managing media releases, including social media content

Responsibilities of Public and Media Relations Office

• Assisting news media at incident scenes, addressing media access
• Being responsible for on-call media response
• Preparing and distributing media releases, including social media content
• Arranging and assisting at news conferences
• Coordinating the release of information about victims, witnesses, suspects, and those arrested
• Assisting during crisis situations
• Coordinating the release of confidential investigations information and operations per F.S.S.
• Developing procedures for information release when another public service agency is involved
• Coordinating media requests for agency personnel interviews

Releasable Information

• Classification, time, date, and location of the charged crime or arrest
• Name, sex, age, and address are releasable unless protected by law
• The name, age, sex, race, address, and jail booking photograph of an adult charged with a crime can be released
• Information on juveniles charged with felonies or certain misdemeanors and traffic violations is also releasable

Non-Releasable Information

• Includes active criminal intelligence or investigative information as defined by Florida law
• Information that could identify victims of sexual offenses, child abuse, or lewd acts
• The identity of suspects in child abuse cases without established probable cause
• Information about juveniles, unless specifically exempted
• The identity of critically injured or deceased individuals before next of kin notification, except under specific division captain authorization
• Specific causes of death, particularly in homicide cases where it could hinder investigations
• Suspect identity/location if unapprehended, can acknowledge suspect existence without comment
• Investigative procedure details or results, can acknowledge test were performed without comment
• Details that could interfere with investigations or enable suspects to flee, such as modus operandi
• Confessions, admissions, or statements of defendants
• Witness identities, testimony, or character assessments
• Opinions on the defendant's guilt, innocence, or the case's merits
• Protected personal information of agency members, including family details, unless the member is charged with a crime (jail booking photo MAY be releasable)
• Confidential information from other law enforcement agencies
• Any exemptions as per F.S.S. 119

Document Release

• The Public and Media Relations Supervisor can release incident, supplementary, and arrest reports with redactions
• Closed Internal Affairs investigations can be released with confidential/exempt information removed
• Non-active criminal investigation documents can be released with redactions

Media Release Protocols

• The Public and Media Relations Supervisor prepares and disseminates news releases
• A Sheriff's designee handles releases in their absence
• Press releases are sequentially numbered annually, starting in January, and retained in the Public and Media Relations Office
• Distribution methods include press briefings, mail, fax, email, and social media
• News conferences for major events are scheduled by the Sheriff or designee with advance media notification

Media Access to Incident Scenes

• Media representatives actively covering an incident at the scene are allowed closer access provided it does not interfere, with safety restrictions in place
• Crime scene access is only granted after evidence processing and on-site investigation completion, with exceptions made by the Sheriff or incident commander
• Incident commanders designate a news media briefing area during hostage or barricade situations
• Arrangements should be made to prevent interference with law enforcement operations during catastrophic events

Guidelines for Speeches, Interviews, and Presentations

• Agency members must obtain prior authorization from the Sheriff before engaging in public speaking events

Incident Information Release

• Information release to media, communication supervisors can provide date/time of call, occurrence/type of incident, incident location
• The classification of law, fire, medical, or combined radio calls cannot be disclosed
• Inquiries for additional information relating to law calls or mixed law/fire calls should be referred to the Sheriff’s Public and Media Relations Supervisor or his/her designee
• Regarding media requests for further information relating to fire radio calls, the call shall be directed to the County Public Information Officer

Information Release to the Public

• Refer citizens requesting law call to the Osceola County Sheriff’s Office Public Records/Validation Unit, if it is considered not in progress
• Refer citizens requesting fire/medical call activity to the Osceola County Fire Rescue Administration, if it is considered not in progress
• Provide the information necessary to ensure their safety to citizens requesting information in reference to an in-progress situation in their area

Employee Information to Other Agency Members

• Employee information to other agency members is only relased
• On-duty supervisors/acting shift leaders may release the employee phone number(s) and/or address if the requesting employees identity is verified

Audio Recording Protocols

• F.S.S. 119 and agency policy dictate the audio recording release process
• On-duty Communications supervisors have approval over playback, unless immediate playback is necessary to ensure the safety of the public or field personnel
• The Communications Manager or above may authorize the release of recordings upon receipt of a request
• The Osceola County Sheriff’s Office Records Section can only release a recording when personnel are using it for training and/or disciplinary purposes
• Sergeants and above, may request in writing, for training and/or disciplinary purposes involving their personnel, a copy of a recording from the Communications Section Operations Manager or designee.
• The request must state the case number, date/times, type of call, and reason for the request.
• Policy 479.0 governs the release of Body Worn Camera recordings