Hoffman Estates Fire Department Standard Operating Guidelines PDF

HOFFMAN ESTATES FIRE DEPARTMENT STANDARD OPERATING GUIDELINES SOG Category & Identification Number: EFFECTIVE DATE: ADMINISTRATIVE – 021 January 1, 2022 NIMS COMPLIANT SOG Title: Elect...

HOFFMAN ESTATES FIRE DEPARTMENT STANDARD OPERATING GUIDELINES SOG Category & Identification Number: EFFECTIVE DATE: ADMINISTRATIVE – 021 January 1, 2022 NIMS COMPLIANT SOG Title: Electronic Communications Guidelines Revision: 5 APPROVED BY: NUMBER OF PAGES: Re-evaluation Date: Alan Wax January 1, 2024 Fire Chief 3 PURPOSE To establish a set of polices and guidelines for electronic devices used within the Hoffman Estates Fire Department so that all personnel have guidelines to follow during their normal day-to-day computing activity. To establish consistency with computerized reports within the Fire Department. The following software/cloud computing will be used to complete a report at the conclusion of an emergency incident: For all incidents, a (NFIRS) National Fire Incident Reporting System report will be completed before the end of the shift (unless waived by the shift commander due to extenuating circumstances). For specific information related to filling out this report, please see the help manual in each station. For all EMS incidents dealing with patient care, a PCR report will be completed before the end of the shift. POLICY The Village’s information technology systems, equipment, and communication capabilities are the property of the Village provided at its expense. All information and messages that are created, sent, received, accessed or stored through these systems constitute official Village records and are subject to disclosure pursuant to the Freedom of Information Act (FOIA) and subpoena. The Village of Hoffman Estates utilizes a full range of electronic communication systems and different forms of information technology. Systems utilized, but shall not be deemed as being limited to, include: telephones, cell-phones, pagers, voice mail, copiers, facsimiles 1 (FAX), networks, computers, PDA’s, peripheral devices, software, or other video capturing devices, electronic mail and the internet. The primary use of these systems is to conduct the Village’s business. Access to the electronic communications systems, owned and operated by the Village imposes certain responsibilities upon the users, in accordance with Federal, State and local law and this policy. Users accept the responsibility for utilizing any of these systems in ways that are ethical, that demonstrate integrity, and that respects the rights and privacy of others who share this resource. The intent of captured video is for training. The archiving of the video will be determined by the Deputy Fire Chief, but generally will not be archived after being used for training. Employee access to the internet shall be conducted in a professional manner and in compliance with all applicable Federal, State and local laws, and Village policies. Internet access and uses are a privilege. The internet shall not be used for any illegal, improper, unprofessional or illicit purpose. Intentional misuse may subject the user to the termination of internet access rights and/or disciplinary action. The Village prohibits the use of its electronic communications systems for accessing, viewing, creating, possessing, copying, downloading, transmitting, or distributing sexually explicit materials. The systems shall not be used to communicate defamatory, threatening, harassing, obscene, disruptive, profane, or otherwise objectionable materials or comments. Actions or communications construed as harassing or disparaging on the basis of race, gender, national origin, age, sexual orientation, religion, political beliefs, or disability are not allowed via the Village’s communications systems. The Fire Department and its employees will not infringe upon the copyrights of companies or individuals. Software must be properly licensed and registered and all agreed upon fees shall be paid for each license delivered. Personnel are not to make copies of software other than those specified by the manufacturer. Software will not be installed on or copied from a Village owned computer without written permission from the Fire Chief and Information Systems Manager. Fire Administration will do a periodic check of all computers, and all non-authorized software will be removed. On occasion, there may be a need for utilizing a personal electronic device. Employee usage during working hours as defined in the Collective Bargaining Agreement, Appendix C, Section 4, should be limited to essential and emergency matters. RESPONSIBILITIES All personnel are encouraged to save and back-up all-important data to the network drive on a daily basis. Should a hard drive fail, all data contained on that hard drive could conceivably be lost. Information Systems maintains a backup of Department computer programs but is not responsible for any personal data that is stored on these hard drives. Anyone needing assistance on how to make a backup file or want to schedule a training 2 session, should contact the Information Systems All personnel are encouraged to change their passwords to prevent common knowledge of their passwords. Passwords should be changed a minimum of every 90 days. When the computer requests a new password, follow the prompts in the active window, and enter a new password that has not been used within the two previous changes All personnel will have access to the Village's e-mail and have the ability to send mail and documents to other users at Fire, Police, Public Works, or Village Hall. Personnel are to check their memos once per duty day. Personnel are encouraged to archive memos of interest including purging memos after one year. All messages sent on the Village's e-mail memo system will be done in a professional business like manner and should be of Department business nature only. Company officers are responsible for completing computerized fire reports after every incident. In addition to the fire report, all ambulance calls requiring patient care or transport will have a separate PCR report completed at the hospital or station (if a refusal) before the end of the shift. EXCEPTIONS REFERENCES Village Policy Manual –2021 Appendix “E” Electronic communication Policy Collective Bargaining Labor Agreement – Appendix C, Section 4 DEFINITIONS End of Document 3