Podcast
Questions and Answers
What is the purpose of this standard operating procedure?
What is the purpose of this standard operating procedure?
- To define guidelines for storing and archiving text message communication (correct)
- To define guidelines for storing and archiving phone call communication
- To define guidelines for storing and archiving in-person communication
- To define guidelines for storing and archiving email communication
Who does this procedure apply to?
Who does this procedure apply to?
- Only Sheriff's Office personnel who use Sheriff's Office issued cell phones
- Only Sheriff's Office personnel who use personal cell phones
- Only sworn personnel of the Sheriff's Office
- All Sheriff's Office personnel regardless of whether the text message is sent and/or received on a Sheriff's Office issued or personal cell phone (correct)
Why is it necessary to define guidelines for storing and archiving text messages?
Why is it necessary to define guidelines for storing and archiving text messages?
- To adhere to the State of Florida's public record laws (correct)
- To monitor the personal cell phone usage of Sheriff's Office personnel
- To reduce the number of text messages sent by Sheriff's Office personnel
- To increase the use of email communication in the Sheriff's Office
What is a public record according to the State of Florida's public record laws?
What is a public record according to the State of Florida's public record laws?
What is a transitory message?
What is a transitory message?
What type of communication is highly recommended by the Sheriff's Office?
What type of communication is highly recommended by the Sheriff's Office?
What is a text message according to the definition provided?
What is a text message according to the definition provided?
What is the main requirement for Sheriff's Office employees when using text messages for official business?
What is the main requirement for Sheriff's Office employees when using text messages for official business?
What is the preferred form of communication for Sheriff's Office business?
What is the preferred form of communication for Sheriff's Office business?
What happens if a Sheriff's Office employee fails to properly retain text messages related to official business?
What happens if a Sheriff's Office employee fails to properly retain text messages related to official business?
What should personnel do with text messages related to a criminal investigation?
What should personnel do with text messages related to a criminal investigation?
What should be included in the email subject line when emailing screen shots of text messages?
What should be included in the email subject line when emailing screen shots of text messages?
Why are emails automatically stored and archived by the Sheriff's Office?
Why are emails automatically stored and archived by the Sheriff's Office?
What should be done with the email containing the screen shot of the text message related to a criminal investigation?
What should be done with the email containing the screen shot of the text message related to a criminal investigation?
What type of text messages are considered public records?
What type of text messages are considered public records?
Text messages related to official Sheriff's Office business are not considered public records.
Text messages related to official Sheriff's Office business are not considered public records.
Sheriff's Office employees are not required to retain text messages related to official business.
Sheriff's Office employees are not required to retain text messages related to official business.
Emails are not automatically stored and archived by the Sheriff's Office.
Emails are not automatically stored and archived by the Sheriff's Office.
Screen shots of text messages related to criminal investigations should not be printed and attached to the General Offense Report.
Screen shots of text messages related to criminal investigations should not be printed and attached to the General Offense Report.
Personnel can use personal cell phones for Sheriff's Office business without retaining text messages.
Personnel can use personal cell phones for Sheriff's Office business without retaining text messages.
Failure to properly retain text messages related to official business can result in criminal charges against the employee.
Failure to properly retain text messages related to official business can result in criminal charges against the employee.
The Sheriff's Office recommends text messaging as the preferred form of communication for official business.
The Sheriff's Office recommends text messaging as the preferred form of communication for official business.
Personnel are not required to provide specific information in the email subject line when sending screen shots of text messages.
Personnel are not required to provide specific information in the email subject line when sending screen shots of text messages.
The Sheriff's Office only stores and archives text messages sent and/or received on Sheriff's Office issued cell phones.
The Sheriff's Office only stores and archives text messages sent and/or received on Sheriff's Office issued cell phones.
Text messages are the preferred method of communication for official agency business.
Text messages are the preferred method of communication for official agency business.
All text messages sent and/or received by Sheriff's Office personnel are considered public records.
All text messages sent and/or received by Sheriff's Office personnel are considered public records.
The Sheriff's Office only stores and archives text messages related to law enforcement purposes.
The Sheriff's Office only stores and archives text messages related to law enforcement purposes.
The Sheriff's Office personnel who receive stipends for cell phone usage are exempt from following this procedure.
The Sheriff's Office personnel who receive stipends for cell phone usage are exempt from following this procedure.
The State of Florida's public record laws only apply to written documents.
The State of Florida's public record laws only apply to written documents.
The Sheriff's Office has a separate policy for storing and archiving emails.
The Sheriff's Office has a separate policy for storing and archiving emails.
Text messages can only be sent between two mobile phones.
Text messages can only be sent between two mobile phones.
What is required of Sheriff's Office employees who use text messaging for official business?
What is required of Sheriff's Office employees who use text messaging for official business?
What should personnel do with text messages related to official business?
What should personnel do with text messages related to official business?
Why is it important to retain text messages related to official business?
Why is it important to retain text messages related to official business?
What should personnel do with text messages related to criminal investigations?
What should personnel do with text messages related to criminal investigations?
What is the consequence of failing to properly retain text messages related to official business?
What is the consequence of failing to properly retain text messages related to official business?
Why is it preferred to use the Sheriff's Office email system for official business?
Why is it preferred to use the Sheriff's Office email system for official business?
What information should personnel include in the email subject line when sending screen shots of text messages?
What information should personnel include in the email subject line when sending screen shots of text messages?
Can personnel use personal cell phones for Sheriff's Office business?
Can personnel use personal cell phones for Sheriff's Office business?
What is a public record according to the State of Florida's public record laws, and what type of materials fall under this definition?
What is a public record according to the State of Florida's public record laws, and what type of materials fall under this definition?
What type of messages are considered non-transitory, and why are they subject to retention and archiving?
What type of messages are considered non-transitory, and why are they subject to retention and archiving?
What is the main requirement for Sheriff's Office personnel when using text messages for official business?
What is the main requirement for Sheriff's Office personnel when using text messages for official business?
Why are text messages related to official business considered public records?
Why are text messages related to official business considered public records?
What is the recommended method of communication for Sheriff's Office business?
What is the recommended method of communication for Sheriff's Office business?
Are all text messages sent and/or received by Sheriff's Office personnel considered public records?
Are all text messages sent and/or received by Sheriff's Office personnel considered public records?
What type of personnel are subject to these guidelines for storing and archiving text messages?
What type of personnel are subject to these guidelines for storing and archiving text messages?
What is the purpose of defining guidelines for storing and archiving text messages?
What is the purpose of defining guidelines for storing and archiving text messages?
Study Notes
Purpose and Scope
- The standard operating procedure is to define guidelines for storing and archiving text message communication concerning Sheriff's Office business.
- This procedure applies to all Sheriff's Office personnel, regardless of whether the text message is sent and/or received on a Sheriff's Office issued or personal cell phone.
Definitions
- Public Records: documents, papers, letters, maps, books, tapes, films, photographs, sound recordings, data processing software, or other material, regardless of physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any state, county, or municipal agency in Florida.
- Text Message: electronic messages between two or more mobile phones or fixed portable devices over a phone network, including text, images, videos, or sound content.
- Transitory Message: text messages created primarily to communicate information of short-term value based on the content and purpose of the message.
Procedure
- Non-transitory text messages pertaining to Sheriff's Office business are considered public records and may be viewed by any member of the public upon request.
- Employees must retain non-transitory text messages in a manner in which they can be reproduced in accordance with Florida public record laws.
- Employees shall screen shot any and all text messages sent and/or received and email them to their Sheriff's Office email address.
- Emails should include specific information in the "subject line" to allow for identification and retrieval upon a public records request.
- For criminal investigations, the email should be printed and attached via a supplement to the General Offense Report.
Consequences
- Failure to properly retain Sheriff's Office business and evidentiary-related text messages is a violation of Florida Law and could result in civil liability for the Sheriff's Office, administrative discipline for the individual employee, and negatively affect criminal cases.
Purpose and Scope
- The standard operating procedure is to define guidelines for storing and archiving text message communication concerning Sheriff's Office business.
- This procedure applies to all Sheriff's Office personnel, regardless of whether the text message is sent and/or received on a Sheriff's Office issued or personal cell phone.
Definitions
- Public Records: documents, papers, letters, maps, books, tapes, films, photographs, sound recordings, data processing software, or other material, regardless of physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any state, county, or municipal agency in Florida.
- Text Message: electronic messages between two or more mobile phones or fixed portable devices over a phone network, including text, images, videos, or sound content.
- Transitory Message: text messages created primarily to communicate information of short-term value based on the content and purpose of the message.
Procedure
- Non-transitory text messages pertaining to Sheriff's Office business are considered public records and may be viewed by any member of the public upon request.
- Employees must retain non-transitory text messages in a manner in which they can be reproduced in accordance with Florida public record laws.
- Employees shall screen shot any and all text messages sent and/or received and email them to their Sheriff's Office email address.
- Emails should include specific information in the "subject line" to allow for identification and retrieval upon a public records request.
- For criminal investigations, the email should be printed and attached via a supplement to the General Offense Report.
Consequences
- Failure to properly retain Sheriff's Office business and evidentiary-related text messages is a violation of Florida Law and could result in civil liability for the Sheriff's Office, administrative discipline for the individual employee, and negatively affect criminal cases.
Purpose and Scope
- The standard operating procedure is to define guidelines for storing and archiving text message communication concerning Sheriff's Office business.
- This procedure applies to all Sheriff's Office personnel, regardless of whether the text message is sent and/or received on a Sheriff's Office issued or personal cell phone.
Definitions
- Public Records: documents, papers, letters, maps, books, tapes, films, photographs, sound recordings, data processing software, or other material, regardless of physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any state, county, or municipal agency in Florida.
- Text Message: electronic messages between two or more mobile phones or fixed portable devices over a phone network, including text, images, videos, or sound content.
- Transitory Message: text messages created primarily to communicate information of short-term value based on the content and purpose of the message.
Procedure
- Non-transitory text messages pertaining to Sheriff's Office business are considered public records and may be viewed by any member of the public upon request.
- Employees must retain non-transitory text messages in a manner in which they can be reproduced in accordance with Florida public record laws.
- Employees shall screen shot any and all text messages sent and/or received and email them to their Sheriff's Office email address.
- Emails should include specific information in the "subject line" to allow for identification and retrieval upon a public records request.
- For criminal investigations, the email should be printed and attached via a supplement to the General Offense Report.
Consequences
- Failure to properly retain Sheriff's Office business and evidentiary-related text messages is a violation of Florida Law and could result in civil liability for the Sheriff's Office, administrative discipline for the individual employee, and negatively affect criminal cases.
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Description
This quiz covers the standard operating procedure for storing and archiving text messages related to Sheriff's Office business. It applies to all personnel, regardless of whether they use a personal or office-issued cell phone. The procedure defines public records and outlines guidelines for documenting and retaining text message communications.
