Digital Media management (medium)

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Questions and Answers

Who has the authority to release digital media files to the public?

The Fire Chief (correct)

The Support Services Manager

The county commissioner

Any on-duty firefighter

What is the retention period for videos of little training value?

365 days

180 days (correct)

90 days

Indefinitely

What governs all digital media related to fire department activity?

Public opinion

This policy (correct)

Federal Law

Local government regulations

What must be done with photographs/videos during operational activities?

They are the property of the Spring Fire Department Signup and view all the answers

What happens to media files that have been requested to be kept?

Their retention period is waived Signup and view all the answers

Which of the following is a guideline mentioned for helmet-mounted cameras?

They have specific conditions for use Signup and view all the answers

Who is considered the custodian of all digital media files?

The Fire Chief or designee Signup and view all the answers

What must be done with digital media subject to open records requests?

They must be submitted through the approved digital upload link Signup and view all the answers

What is the primary purpose of the policy described?

To establish procedures for collecting media to enhance firefighter training and safety Signup and view all the answers

Who does this guideline apply to?

All members of the fire department Signup and view all the answers

What type of devices are authorized for capturing video?

Department owned devices like cameras and drones Signup and view all the answers

What happens to photographs or videos taken during department operations?

They are subject to open records requests Signup and view all the answers

When will this policy be reviewed?

1 July 2025 Signup and view all the answers

Who approved the policy?

Scott C. Seifert Signup and view all the answers

What must be done with photographs or videos generated during departmental business?

They must be submitted through an approved digital upload link Signup and view all the answers

What is stated about digital media collected during fire department operations?

It is the sole property of the Spring Fire Department Signup and view all the answers

Who is the custodian of all digital media files?

Fire Chief or designee Signup and view all the answers

What must occur before any media files can be released to the public?

Release by the Fire Chief or his designee. Signup and view all the answers

Which chief routinely approves social media use of digital media?

Chief of Strategic Services Signup and view all the answers

What is the retention policy for video deemed to have little or no training value?

Deleted after 180 days Signup and view all the answers

Which type of digital media can be posted without prior approval?

Non-Incident digital media related to employee functions Signup and view all the answers

Who is responsible for managing open records requests?

Chief of Support Services Signup and view all the answers

What is the review date for the guideline document?

1 July 2025 Signup and view all the answers

Which role is responsible for making determinations about digital media training value?

Chief of Health, Safety, and Professional Development Signup and view all the answers

What is the minimum retention period for videos that depict evidence of a crime?

1 year Signup and view all the answers

Which of the following types of videos is NOT preserved by the department?

Videos capturing minor infractions Signup and view all the answers

What must be done with a storage device containing video data from helmet-mounted cameras?

Turned in unedited to the on-duty District Chief Signup and view all the answers

Which party is responsible for sending requests to maintain videos to the Chief of Support Services?

Any department officer Signup and view all the answers

What action should be taken if a government record has an expired retention period?

It may not be destroyed if litigation is ongoing Signup and view all the answers

How should documentation of control and custody of video data be handled?

With a supplemental narrative completed by a member using a department camera Signup and view all the answers

Which is true regarding evidence collected from all video?

It is subject to being used as criminal evidence Signup and view all the answers

What should happen to the electronic storage device once data is transferred to the server?

It can be formatted Signup and view all the answers

Under what condition is a member allowed to use a helmet camera?

Only when it does not delay other duties. Signup and view all the answers

What is explicitly prohibited regarding the personal use of helmet cameras?

Using it for personal reasons. Signup and view all the answers

What must a member ensure regarding HIPAA compliance when using a helmet camera?

They must avoid capturing identifiable patient information. Signup and view all the answers

What must a member do if they are recording conversations?

They must inform others that they are recording. Signup and view all the answers

When can a member be permitted to use the camera while active at a fire scene?

Anytime they are wearing their helmet. Signup and view all the answers

What types of recordings are explicitly prohibited?

Recordings of discipline or sensitive topics. Signup and view all the answers

What action must be taken if the use of a helmet camera creates a safety hazard?

Delay recording or choose not to record. Signup and view all the answers

Who is responsible for ensuring the proper use of helmet cameras?

The member operating the camera. Signup and view all the answers

Study Notes

Spring Fire Department Digital Media Management Policy

All digital media related to fire department activity is governed by this policy, regardless of its intended use.
Digital media collected during operations of any kind is the property of the Spring Fire Department and must comply with department policies and Texas state law.
All generated 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.

Helmet Mounted Cameras

Usage guidelines for helmet-mounted cameras are provided, including conditions for use, data handling, and restrictions on personal use.
Only department owned helmet cameras will be permitted.
Members issued a helmet camera should use it:
- Anytime they are wearing their helmet on a scene with active fire.
- Anytime directed by an officer.
- Anytime the member determines it is 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 department issued helmet cameras is strictly prohibited.
Any photo or video that contains identifiable patient information are covered by HIPPA Privacy Laws and must be protected.
The recording of discipline or other sensitive topics is prohibited.

Policies and Procedures for Handling Digital Media:

Digital Media can be collected while conducting fire department operations in compliance with department policies and within the guidelines of Texas state law.
Video will only be produced from department owned devices.
All photographs/videos generated by members while conducting department business are subject to open records request.
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.

Digital Media Retention and Preservation:

Video deemed of little or no training value will be deleted after 180 days.
Any video containing the following will be maintained and preserved by the department for 1 year:
- Evidence of a crime.
- Evidence of potential value in a personal injury action.
- Fire in which the Harris County Fire Marshal's Office is conducting an investigation.
- Video that is released to the public and/or social media.
- Video requested to be kept by any officer of the department.
- A video that captures a discipline issue or a policy violation.
If there is a request from any source to maintain a video from an incident response, the request will be made through department email to the Chief of Support Services.

Helmet Camera Use Policies:

All video 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 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

Explore the regulations governing digital media within the Spring Fire Department. This quiz covers the management of collected media, the role of the Fire Chief, and policies surrounding helmet-mounted cameras. Test your understanding of compliance with departmental and state laws.