47 Questions
What is the purpose of this standard operating procedure?
To define guidelines for storing and archiving text message communication
Who does this procedure apply 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
Why is it necessary to define guidelines for storing and archiving text messages?
To adhere to the State of Florida's public record laws
What is a public record according to the State of Florida's public record laws?
All 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
What is a transitory message?
A text message created primarily to communicate information of short-term value based upon the content and purpose of the message
What type of communication is highly recommended by the Sheriff's Office?
Email communication
What is a text message according to the definition provided?
Electronic messages between two or more mobile phones or fixed portable devices over a phone network
What is the main requirement for Sheriff's Office employees when using text messages for official business?
To retain the message in a manner that can be reproduced in accordance with Florida public record laws
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?
The employee may face administrative discipline and the Sheriff's Office may be liable for civil liability
What should personnel do with text messages related to a criminal investigation?
Screen shot the text messages and email them to their Sheriff's Office email address
What should be included in the email subject line when emailing screen shots of text messages?
Enough specific information to allow for identification and retrieval
Why are emails automatically stored and archived by the Sheriff's Office?
To comply with Florida public record laws
What should be done with the email containing the screen shot of the text message related to a criminal investigation?
It should be printed and attached to the General Offense Report
What type of text messages are considered public records?
Text messages made or received in connection with the transaction of official Sheriff's Office business and are non-transitory
Text messages related to official Sheriff's Office business are not considered public records.
False
Sheriff's Office employees are not required to retain text messages related to official business.
False
Emails are not automatically stored and archived by the Sheriff's Office.
False
Screen shots of text messages related to criminal investigations should not be printed and attached to the General Offense Report.
False
Personnel can use personal cell phones for Sheriff's Office business without retaining text messages.
False
Failure to properly retain text messages related to official business can result in criminal charges against the employee.
False
The Sheriff's Office recommends text messaging as the preferred form of communication for official business.
False
Personnel are not required to provide specific information in the email subject line when sending screen shots of text messages.
False
The Sheriff's Office only stores and archives text messages sent and/or received on Sheriff's Office issued cell phones.
False
Text messages are the preferred method of communication for official agency business.
False
All text messages sent and/or received by Sheriff's Office personnel are considered public records.
False
The Sheriff's Office only stores and archives text messages related to law enforcement purposes.
False
The Sheriff's Office personnel who receive stipends for cell phone usage are exempt from following this procedure.
False
The State of Florida's public record laws only apply to written documents.
False
The Sheriff's Office has a separate policy for storing and archiving emails.
False
Text messages can only be sent between two mobile phones.
False
What is required of Sheriff's Office employees who use text messaging for official business?
To retain the message in a manner in which it can be reproduced in accordance with the Florida public record laws.
What should personnel do with text messages related to official business?
Screen shot the message and email it to their Sheriff's Office email address.
Why is it important to retain text messages related to official business?
Because they are considered public records and may be viewed by any member of the public upon request.
What should personnel do with text messages related to criminal investigations?
Screen shot the message, email it to their Sheriff's Office email address, and print and attach it to the General Offense Report.
What is the consequence of failing to properly retain text messages related to official business?
Civil liability for the Sheriff's Office, administrative discipline for the individual employee, and negatively affecting criminal cases.
Why is it preferred to use the Sheriff's Office email system for official business?
Because emails are automatically stored and archived by the Sheriff's Office in compliance with Florida's public record laws.
What information should personnel include in the email subject line when sending screen shots of text messages?
Specific information to allow for identification and retrieval.
Can personnel use personal cell phones for Sheriff's Office business?
Yes, but they must still retain text messages related to official 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?
A public record is any document, paper, letter, map, book, tape, film, photograph, sound recording, 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.
What type of messages are considered non-transitory, and why are they subject to retention and archiving?
Non-transitory messages are those that relate to Sheriff's Office business and are not of short-term value. These messages are subject to retention and archiving because they are considered public records under Florida's public record laws.
What is the main requirement for Sheriff's Office personnel when using text messages for official business?
The main requirement is to retain and archive these messages, as they are considered public records under Florida's public record laws.
Why are text messages related to official business considered public records?
Text messages related to official business are considered public records because they are made or received in connection with the transaction of official business, as defined by Florida's public record laws.
What is the recommended method of communication for Sheriff's Office business?
Email communication is highly recommended.
Are all text messages sent and/or received by Sheriff's Office personnel considered public records?
Yes, all text messages sent and/or received by Sheriff's Office personnel related to official business are considered public records.
What type of personnel are subject to these guidelines for storing and archiving text messages?
All Sheriff's Office personnel, regardless of whether they use Sheriff's Office issued or personal cell phones, are subject to these guidelines.
What is the purpose of defining guidelines for storing and archiving text messages?
The purpose is to adhere to the State of Florida's public record laws.
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.
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.
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