DEPARTMENT OF PUBLIC SAFETY DIVISION OF FIRE COLUMBUS, OHIO 17-007 SUBJECT: TITLE: Administration SOP Revision-04-05-07 Social Media 04-05-08 Digital Imagery Implementation Office of the Chief PURPOSE: ORIGINATING BUREAU: EFFECTIVE DATE: February 26, 2017 DISCARD DATE: December 31, 2017 February 24, 2017 The Division of Fire acknowledges that social media and other technology provides several useful benefits including training and other useful information for the betterment of the Division and its members. Additionally, social media provides a valuable means of assisting the Division and its members in meeting community safety & outreach programs, public relations, fire prevention education, recruitment and other related Division objectives. As such, the Division of Fire embraces the usage of social media and other types of technology to that end. These policies establish the Division's expectations and procedures on the use and management of social media and digital imagery. The following SOP s have been Issued. SOP #: 04-05-07 Name: Social Media Status: Issued Effective Date: 2/26/2017 SOP #: 04-05-08 Name: Digital Imagery Status: Issued Effective Date: 2/26/2017 It is the intent of the Division to periodically revise the SOP Manual and to make revisions available on the Internet. The revisions are available from the Divisions Publications link on the Division of Fire Internet home page. Any member unable to obtain SOP revisions from the Intranet should contact Research and Innovation at ext. 75257. David J. Walton Administration Officer James R. Cannell, Jr. Acting Fire Chief
Subject: Standard Operating Procedures Reviewed: Social Media S.O.P. Number 04-05-07 Vol-CH-Cat.Sub Approved: Fire Chief Issued: 02/26/2017 Revised: SECTION 1: ADMINISTRATION 1.1 PURPOSE: This policy establishes the Division of Fire s social media use, procedures, and protocols; which are intended to mitigate associated risks from the use of this technology where possible. This policy is not meant to address one particular form of social media, rather social media in general, as technology changes. 1.2 RESPONSIBILITY: It shall be the responsibility of each member to know, understand, and utilize these procedures as they apply to the situation at hand. It shall further be the responsibility of all Division Officers to train their subordinates in the proper application of these procedures and to implement and enforce the use of these procedures. 1.3 CONFLICT: This SOP shall not be construed as invalidating, preempting, or superseding any previously issued operating procedure, rule and/or protocol. Conflicts with other SOPs, Rules and/or protocols shall be brought to the immediate attention of the member s supervisor so that it can be evaluated by the Fire Chief, or designee, and adjusted if necessary. SECTION 2: DEFINITIONS 2.1 Pages Pages is the specific portion of a social media website where content is displayed, and managed by an individual or individuals with administrator rights. 2.2 Post Post is the content an individual shares on a social media site or the act of publishing content on a site. 2.3 Social Media A category of Internet-based resources that integrate user-generated content and user participation. This includes, but is not limited to, social networking sites (Facebook, MySpace) micro blogging sites (Twitter, Nixle), photo and videosharing sites (Flickr, Snap Chat, Instagram, YouTube) wikis (Wikipedia), blogs, and news sites (Digg, Reddit). Columbus Division of Fire S.O.P. 04-05-07 Rev. 02/26/2017 1 of 3
2.4 Speech Expression of communication of thoughts or opinions in spoken words, in writing, by expressive conduct, symbolism, photographs, video, or related forms of communication. SECTION 3: INFORMATION 3.1 Social media provides valuable assistance to Division personnel with meeting community outreach, solving problems, conducting investigations, and fire prevention. 3.2 The Division endorses the exchange of information via social media to enhance communication, encourage collaboration, and foster productivity. 3.3 The Division recognizes the role that these tools play in the personal lives of some Division personnel. The personal use of social media can have bearing on Division personnel in their official capacity. This policy provides prohibitions on the use of social media by Division personnel where such is the case. SECTION 4: POLICY STATEMENTS 4.1 On duty use representing the Division of Fire: 4.1.1 Division social media sites or pages, including but not limited to, Official Division pages and Station pages, shall be approved by the Fire Chief or his/her designee and shall be administered by the Public Information Officer or his/her designee. 4.1.2 Social media pages shall clearly indicate they are maintained by the Division and shall have Division contact information prominently displayed. 4.1.3 Social media content shall adhere to applicable laws, regulations, and policies, including all information technology policies. 4.1.4 Social media pages shall state that the opinions expressed by visitors to the page(s) do not reflect the opinions of the Division. 4.1.5 Pages shall clearly indicate that posted content will be monitored and that the Division reserves the right to remove any content for reasons including, but not limited, comments that contain obscenities, off-topic comments, and personal attacks. 4.1.6 Pages shall clearly indicate that any content posted or submitted for posting is subject to public disclosure. 4.1.7 Personnel representing the Division via social media outlets shall identify themselves as a member of the Division. 4.1.8 Division personnel shall observe and abide by all copyright, trademark, and service mark restrictions in posting materials to social media. Columbus Division of Fire S.O.P. 04-05-07 Rev. 02/26/2017 2 of 3
4.1.9 Personnel representing the Division via social media outlets shall not conduct private business on the social media site. 4.1.10 Personal Use of Social Media: Division personnel are free to express themselves as private citizens on social media sites to the degree that their speech does not: 4.1.11 Violate any other Division of Fire Rules of Conduct, Policy, Systems Manual, Directive, or City Work Rule. 4.1.12 Impair working relationships within the Division of Fire; 4.1.13 Demean, ridicule, or personally attack employees of the Division of Fire. (See Systems Manual Section 204); 4.1.14 Impede or interfere with their own or that of another Division employee s ability to perform their job requirements; 4.1.15 Personnel shall not post pictures or otherwise identify other Division of Fire personnel assigned to covert assignments if the posting could identify the covert personnel as a firefighter. (See Digital Imagery SOP). 4.1.16 Division personnel shall not post comments, pictures, or video of emergency scenes that could be under investigation. 4.1.17 Division personnel shall not post comments, pictures, or video of emergency scenes that would violate HIPAA laws. (See SOP 07-00-37). 4.1.18 Division personnel shall not engage in speech that may undermine or impeach a Division employee s testimony in criminal proceedings. 4.1.19 Nothing stated above shall prohibit (a) the use of Social Media to discuss matters associated with terms/conditions of employment or (b) constitutionally protected speech. Columbus Division of Fire S.O.P. 04-05-07 Rev. 02/26/2017 3 of 3
Subject: Standard Operating Procedures Reviewed: S.O.P. Number 04-05-08 Vol-CH-Cat.Sub Digital Imagery Approved: Fire Chief Issued: 02/26/2017 Revised: SECTION 1: ADMINISTRATION 1.1 PURPOSE: The purpose of this policy is to protect nonpublic employee data, medical patients, the public, the operations of the Fire Department, and public confidence in the Fire Department and its employees. This policy establishes the Division of Fire s position on the management of photographs and electronic images taken by Division personnel while providing guidance on its administration. This policy is not meant to address one particular form of photography/digital imagery, rather photography/digital imagery in general, as technology changes. 1.2 RESPONSIBILITY: It shall be the responsibility of each member to know, understand, and utilize these procedures as they apply to the situation at hand. It shall further be the responsibility of all Division Officers to train their subordinates in the proper application of these procedures and to implement and enforce the use of these procedures. 1.3 CONFLICT: This SOP shall not be construed as invalidating, preempting, or superseding any previously issued operating procedure, rule and/or protocol. Conflicts with other SOPs, Rules and/or protocols shall be brought to the immediate attention of the member s supervisor so that it can be evaluated by the Fire Chief, or designee, and adjusted if necessary. SECTION 2: DEFINITIONS 2.1 Images Images include photographs, digital photographs, digital images, video recordings, or electronic files containing a graphic image or series of images, as well as any physical or digital reproduction or copies of digital photographs, digital images, video recordings, or files. 2.2 Imaging Device Imaging Device includes any device capable of producing an image or digital image, including but not limited to a camera, cellular phone, video camera, helmet camera, digital camera or digital camcorder. 2.3 Social Media Columbus Division of Fire S.O.P. 04-05-08 Rev. 02/26/2017 1 of 4
A category of Internet-based resources that integrate user-generated content and user participation. This includes, but is not limited to, social networking sites (Facebook, MySpace) micro blogging sites (Twitter, Nixle), photo and videosharing sites (Flickr, Snap Chat, Instagram, YouTube) wikis (Wikipedia), blogs, and news sites (Digg, Reddit). 2.4 Speech Expression of communication of thoughts or opinions in spoken words, in writing, by expressive conduct, symbolism, photographs, video, or related forms of communication. SECTION 3: POLICY STATEMENTS 3.1 Scope. To assure professionalism and the privacy rights of patients, fire victims, and the public that we serve. 3.2 Under no circumstances will Division personnel be allowed to use a personal imaging device (including helmet cameras) while at any incident without the expressed written permission of the Fire Chief or his/her designee. 3.2.1 All approved incident scene images shall be for incident documentation, evidence, training, investigation, and/or public relations only, and taken by or with the approval of the Incident Commander in charge of the scene. 3.2.2 Each Bureau Head will maintain a list of personnel/positions approved to take on-scene images. 3.2.3 All approved incident scene images shall be taken using approved Division equipment, or as approved by the Fire Chief or his/her designee. 3.2.4 The taking of images shall not interfere with nor delay operational activities, unless otherwise approved by to the Incident Commander. 3.2.5 Authorized images taken by a member in the course and scope of their duties may not be used, printed, copied, scanned, e-mailed, posted, shared, reproduced or distributed in any manner without the expressed written permission of the Fire Chief or his/her designee. 3.2.6 This prohibition includes the posting of any Division of Fire photographs on personal Web sites such as, but not restricted to: Facebook, MySpace, YouTube, other public safety agency websites, or e-mailed to friends, relatives or colleagues. 3.3 Photographs, digital images, and/or videos on personal imaging devices are permitted at non-emergency scenes and shall conform to the Division s Social Media Policy. Consideration shall be given to security issues when in Division facilities. 3.4 Personal use of the Division s cameras or digital imaging devices is prohibited. 3.5 Violation of this policy, or failure to permit inspection of any device covered in this policy, may result in disciplinary action. Columbus Division of Fire S.O.P. 04-05-08 Rev. 02/26/2017 2 of 4
SECTION 4: IMAGE STORAGE 4.1 All digital images referenced in paragraph 3.2, above, shall be downloaded from the imaging device as soon as possible after the image is created into the Division s digital image secured database, as established by the Division s Public Information Graphics Technician. 4.1.1 All images shall be cataloged on the Division s photo log. 4.1.2 Digital image file names shall be left in the unaltered default name given by the digital imaging equipment being used. Description of the images shall be made on the Division s photo log. 4.1.3 After such images are properly downloaded, the digital images/videos shall be securely erased from on the digital imaging device s memory. 4.1.4 Division personnel shall not delete, edit, crop, lighten/darken, blur, alter, etc. any original photograph, digital image, and/or video in any way without the expressed written permission of the Fire Chief or his/her designee. 4.1.5 If permission to alter a photograph, digital image, and/or video is granted, the original imagery shall not be altered in any way, and any copies that are altered shall be appropriately identified and documented as to being an altered copy. 4.1.6 The details of the alteration including what was done (cropped, lightened, darkened, etc.), the name and division id of the member performing the alteration, and the time and date of the alteration, shall be noted in writing and preserved with the original photo log. 4.1.7 If an original image is deleted, lost, or tampered with in any way, personnel having knowledge of this shall immediately document the circumstances and forward through his/her chain-of-command. 4.2 Non-digital images taken on Division equipment, including negatives, prints, slides, etc. shall be forward to the Division s records office. If non-digital images are not developed, the undeveloped film shall be transferred to the Division s record office. SECTION 5: PUBLIC RECORD COMPLIANCE 5.1 All Division images containing individually identifiable patient information (license plates, tattoos, address, etc.) are covered by HIPAA privacy laws and must be protected in the same manner as patient care reports and documentation. 5.2 Division of Fire images are subject to State of Ohio public records laws. Any content maintained on the Division of Fire s social media pages, that are related to Division matters, including a list of subscribers, posted communications, and all images/videos are public records. Columbus Division of Fire S.O.P. 04-05-08 Rev. 02/26/2017 3 of 4
5.3 Record Retention and Management. State of Ohio law and City of Columbus Division of Fire records retention schedules apply to all Division images/videos regardless of ownership of the device. 5.4 Division s Public Information Officer shall respond to any records request for public records including requests for images. SECTION 6: USE OF IMAGES 6.1 Personnel shall not seek permission to post Division images without first following the procedures outlined above. 6.2 Once the procedures outlined above are completed, the Fire Chief or his/her designee may approve posting when images are provided in advance of any posting and after they have been reviewed to ensure that images comply with standards, regulations, and/or interfere with ongoing investigations. Columbus Division of Fire S.O.P. 04-05-08 Rev. 02/26/2017 4 of 4