Spring Fire Department Digital Media Policy PDF

Manual Name: S rin Fire De artment Policies & Procedures Document Title: Di ital Media Chiefs Signature: Document Number: SFD.003 Date: 06/30/17 Revision Number: 00 PURPOSE The purpose of this policy is to provide procedures for establishing the collection of video images during training and incid...

Manual Name: S rin Fire De artment Policies & Procedures Document Title: Di ital Media Chiefs Signature: Document Number: SFD.003 Date: 06/30/17 Revision Number: 00 PURPOSE The purpose of this policy is to provide procedures for establishing the collection of video images during training and incident responses for the specific and limited purpose of enhancing firefighter training and safety. SCOPE This policy shall apply to all personnel involved in the fire department operations occurring on any training or incident, including but not limited to fires, medical emergencies, motor vehicle incidents, or any other call for service. REFERENCES/DEFINITIONS • • • • • Digital Media - Digitized content (text, graphics, audio, photographs, and video) that can be transmitted over internet or computer networks. Video - Media suitable for playback after the incident or training. This also includes still photography or still frames captured from a video camera. Video File - An electronic container for video streams or information. Editing - Modification of the video. Social Media - Facebook, Twitter, lnstagram, Snapchat, YouTube, or any other social media outlet. REVIEW The Command Staff is responsible for reviewing this procedure and assuring its accuracy. PROCEDURE/POLICY All digital media collected while conducting fire department operations is the sole and exclusive property of the Spring Fire Department. Digital Media can be collected while conducting fire department operations in compliance with department policies and within in the guidelines of Texas state law. Video shall only be produced from department owned devices to include but not limited to helmet cameras, video cameras, go pro devices, and drones. All video shall 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 storage device shall not be inserted into any device other than the helmet camera until it is handled by IT personnel. 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. Page 1of2 Manual Name: Sprin g Fire Department Policies & Procedures Document Title: Digital Media Document Number: SFD.003 Date: 06/30/17 Revision Number: 00 . All photographs/videos generated by members while conducting department business is subject to open records request. This includes any photographs taken on personal or department owned devices of incidents, training, or other fire department events. Any photographs or video generated with these parameters shall be submitted through email to the email group "Digital Media" ( [email protected] ). The Deputy Chief of Support Services is the custodian of all digital media files and is the only individual authorized to release any media files to the public, including social media. Non-Incident digital media that consist of employee related functions may be posted without approval as long as it adheres to SFD.043 Social Media Policy. Such media is still required to be submitted as stated above. 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. • • • • • In any case, where, upon administrative review, it appears that the video depicts evidence of a crime, or evidence of potential value in a personal injury action. Any fire in which the Harris County Fire Marshal's Office is conducting an investigation. Any video that is released to the public and/or social media. Any video requested to be kept by any officer of the department. These requests can be made to the Deputy Chief of Support Services. 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 shall be made through department email to the Deputy Chief of Support Services. Any member issued a department camera, shall complete a supplemental narrative on any response that the camera is used. This report is the documentation of the control and custody of the video data. The supplement should provide who was in control of the camera and who the storage device of the camera was given to. All video is subject to being used as criminal evidence. HELMET MOUNTED CAMERAS Only department owned helmet cameras will be permitted. The member issued a helmet camera, will use the camera in the following conditions. • • • Anytime the member is wearing their helmet on a scene with active fire. o If the operation of the camera is a distraction or safety concern, the member can decide to not use or delay the use of the camera. Anytime directed by an officer. Anytime the member determines it is appropriate and HIPAA compliance is not violated. The recording of discipline or other sensitive topics is prohibited. It is the responsibility of the member operating the camera to be aware of conversations and to notify other members that they are recording. Page 2 of 2