OAKLAND FIRE DEPARTMENT

POLICY AND PROCEDURE

APPROVED:

NUMBER:
EFFECTIVE:
REVISED:
REFERENCE:

900.7
November 17, 1994
April 14, 2008

ELECTRONIC MEDIA
1.0

2.0

PURPOSE:
1.1

This policy is for the access and disclosure of electronic mail (e-mail) messages sent or
received by OFD employees. It also describes Fire Department policy on authorized use
of the OFD e-mail systems, phone systems and other electronic media. This policy
applies to electronic media, phone systems and all documents, recordings, and other data
contained in or recoverable from such media, owned by the Fire Department.

1.2

Electronic Media includes, but is not limited to, electronic mail, instant messages (IM),
Internet access, online information services, and all other types of electronic information
that the Fire Department deems as Electronic Media. Electronic Media also includes, but
is not limited to City owned equipment: computers, computer peripherals, computer
software, laptops, personal data assistants (PDAs), cellular phones, and all other devices
by which electronic information is transmitted, received, and/or maintained.

1.3

Routine Servicing is the regular and ordinary maintenance of electronic media to ensure
proper working condition. Routine servicing may include installation of software and
hardware, troubleshooting, network maintenance and all other activities undertaken with
the intent of improving electronic media operation. Fire Department personnel are
prohibited from conducting routine servicing. Routine servicing is the responsibility of
the Information Technology Division (ITD) and other designated agency/departmental
staff.

DEFINITIONS:
2.1

USE OF ELECTRONIC MEDIA: computers, computer software, laptops, personal data

assistants (PDAs) and computer assisted or maintained files.
2.1.1 City computers and software may only be used for Fire Department purposes. In
addition, files stored on the City computers; PDAs or network may only be used
for Fire Department business. All software that resides on any of the Citys
computers must be licensed. Before adding software programs to City computers,
Fire Department personnel must receive approval from the ITD through their
Company Officer or Battalion Chief.

OFD Electronic Media Policy 900.7

April 14, 2008
Page 1 of 5

2.2

ELECTRONIC MAIL: E-mail addressed to, generated by, or received on City computers
or servers is the property of the City and should be used for Fire Department related
purposes. Although Fire Department personnel have passwords that restrict access to
their computers, the City may access any files or e-mail messages which pass through,
are stored on or are deleted from a computer system.

2.3

INFORMATION RETRIEVAL: It should be noted that even though information or files

have been deleted from electronic media, it does not mean that they have been
permanently deleted from the system.

2.4

ONLINE INFORMATION SERVICE USE: online information services, such as the

Internet, are restricted to approved usage and may not be used for purposes unrelated to
Fire Department business.

2.5

ALLOWABLE USES OF ELECTRONIC MEDIA:

2.6

To facilitate performance of job functions

To facilitate communication of information
To coordinate meetings of individuals, locations and resources
To communicate with outside organizations, as required in order to perform
an employees job function

OUTLOOK MESSENGER: A software bundle that provides access to Fire Department

e-mail.
2.6.1 Limited use of personal e-mail communication and online resources during nonwork time is permissible so long as it does not conflict with any of the Prohibited
Uses, has no fiscal or legal impact on the City, and occurs in the full spirit of this
policy.

2.9

PROHIBITED USES OF ELECTRONIC MEDIA include, but are not limited to, the
following:

Illegal activities under local, state and/or federal law.

Anything that may be construed as harassment or disparagement of others
based on race, national origin, sex, sexual orientation, age, disability, or
religious or political beliefs will not be tolerated. This includes slurs, obscene
messages, sexually explicit images, cartoons or messages.
Soliciting or proselytizing others for commercial ventures, religious, social or
political causes, fundraisers, outside organizations, or any or all other non-job
related matters.
Intentionally disrupting network traffic or crashing the network and connected
systems (i.e. sabotage, intentionally introducing a computer virus).
Unauthorized access to others files or vandalizing the data of another user.
Forging electronic mail messages.
Wasteful use of system resources.
Personal usage such as online shopping or dating services.

OFD Electronic Media Policy 900.7

April 14, 2008
Page 2 of 5

3.0

Personal messages such as chain letters.

Personal commercial purposes or for personal financial gain.
Inappropriate use which is deemed by the City to be a violation of the
intended use of the Electronic Media.

POLICY:
3.1

Access and disclosure of e-mail messages and other electronic files: Outlook Messenger
and e-mail is provided for Fire Department employees to conduct OFD business only. Email communication is not private or confidential. All electronic files, including e-mail,
may be subject to public disclosure under the Public Records Act or pursuant to
discovery in litigation.

3.2

The City reserves the right to access and disclose employee e-mail messages and other
electronic files anytime with or without employee notice.

3.3

Electronic Media may not be used for a prohibited purpose, including illegal activities,
messages that may constitute discrimination or harassment under state or federal law, or
any other inappropriate purpose including, but not limited to those uses defined in
Section 2.9.

3.4

System Monitoring and Employee Privacy. The City reserves the right to search e-mail
messages and electronic files for any reason.
3.4.1 If the ITD Director or designee determines that electronic media may be used
inappropriately, the City reserves the right to access and disclose that employees
electronic files and take appropriate disciplinary action.
3.4.2 Company Officers and Battalion Chiefs shall authorize the reading of e-mail
messages and electronic files for Fire Department personnel under their
supervision by following the guidelines defined in Section 2.9.
3.4.3 The City is obligated to respond to legal processes and fulfill any obligations to
third parties which meet legal requirements/guidelines.
3.4.4 Violators of this policy will be subject to discipline, up to and including
termination.

4.0

PROCEDURES:
4.1

The e-mail system may only be used with the prior approval of a Battalion Chief or a
Division Manager. E-mail messages must include the authors name and the authorizing
persons name in the memo. Dispatch personnel directed to transmit memos should
attach the initiators name.

4.2

E-mail is limited to Company Officers and above. Fire Department personnel with
special assignments or responsibilities may utilize the e-mail system for department
business with prior approval of a Battalion Chief or Division Manager.

OFD Electronic Media Policy 900.7

April 14, 2008
Page 3 of 5

4.3

E-mail messages are to be concise, leaving out unnecessary details. Messages are to be
written in a professional manner.

4.4

Messages requiring more than two computer screens should be communicated utilizing
538-8s or a City of Oakland Memorandum. (Excessively long messages negatively
impact the system by reducing the system storage space).

4.5

The e-mail system was not designed to deliver casual messages or for use as
advertisement between Fire Department personnel. Confidential Fire Department
personnel matters are not to be transmitted via e-mail. The system is not designed for
individuals to express personal opinions about department members or department
policy.

4.6

E-mail messages are viewed as business records of the Fire Department and in most cases
are subject to disclosure as public record under the Public Records Act and are subject to
subpoena. All printed copies of e-mail are Fire Department property and are confidential.
Release of information to the public is through permission of the Fire Chief.

4.7

Company Officers are to check e-mail and their personal Fire Department e-mail account
a minimum of twice a day. E-mail shall be reviewed at the beginning of each shift and
sometime during the later afternoon or early evening hours.

4.8

Tampering with the e-mail system (Example: unauthorized retransmission of memos,

editing memos or any act that compromises the integrity and privacy of the Outlook
Messenger system) is a direct violation of this policy. Company Officers are required to
advise their Battalion Chief if they become aware of a violation of this policy.

4.9

Access to Fire Department personnel e-mail can be initiated by the Company Officer or
the Battalion Chief. Only the Company Officer, Battalion Chief or higher have the
authority to request access to an employees electronic media.
4.9.1 A Company Officer who identifies that an employee under his/her supervision
may be using electronic media inappropriately must submit a written statement
that states (1) the electronic media to be inspected, and (2) the legitimate business
purpose for the inspection to the Battalion Chief to be submitted through proper
channels to the Director of Information Technology.
4.9.2 Prior to accessing the electronic media, the Director of ITD must submit the
written statement to the City Attorney or the Employee Relations Manager for
authorization.
4.9.3 A record of this statement will be maintained by the ITD.

4.10

Access to Fire Department personnel electronic media by ITD: while performing routine
servicing of an employees electronic media, a representative from the ITD may
determine that an employee may be using electronic media inappropriately. Under such
circumstances, the Director of ITD may authorize further access to the pertinent
electronic media.

OFD Electronic Media Policy 900.7

April 14, 2008
Page 4 of 5

4.10.1 The Director of ITD must complete a signed, written statement stating (1) the
electronic media to be inspected and (2) the reason for the legitimate business
purpose for the inspection.
4.10.2 A record of this statement will be maintained by the ITD.
4.11

Access to Fire Department personnel electronic media by legal necessity: both civil and
criminal legal action may compel the City to access an employees electronic media. In
all such cases, the City Attorney may authorize access to the pertinent electronic media.
4.11.1 The City Attorney must submit to the Director of ITD a written statement and
include (1) the electronic media to be inspected and (2) the reason for legal
necessity.
4.11.2 A record of this statement will be maintained by the ITD.

4.12

The filing of the statement may occur retroactively based upon the urgency of the
circumstances and possible risk of Fire Department personnel safety or legal risk to the
City.

OFD Electronic Media Policy 900.7

April 14, 2008
Page 5 of 5

OAKLAND FIRE DEPARTMENT

POLICY AND PROCEDURE
APPROVED:

NUMBER:
EFFECTIVE:
REVISED:
REFERENCE:

900.1
August 21, 1992
April 14, 2008

MEDIA
1.0

PURPOSE:
The fol1owing media policy and procedures have been established to ensure that the public
receives up-to-date, accurate information from the Fire Department.

2.0

3.0

POLICY:
2.1

Media questions concerning City or Fire Department policy, procedures, level of service,
or which are political in nature shall be referred to the Fire Chief, or in their absence, the
Deputy Chief or designated Public Information Officer (PIO).

2.2

All statements, interviews or other contacts with the news media must be cleared by the
Fire Chief or by the Fire Department's designated PIO.

2.3

In accordance with standard Incident Command System (ICS) procedures, the Incident
Commander (IC) will be the PIO for the emergency incident which he/she is
commanding. If the IC is unable to function as a PIO, and the designated PIO is not
available, a Company Officer will be assigned as Incident Fire Information Officer (FIO)
by the IC. The individual assigned as Incident FIO is authorized to reply to media
questions regarding factual details of the incident or emergency operations only.

2.4

Fire Department personnel making unauthorized statements to the news media are in
violation of Fire Department policy and may result in disciplinary action.

PROCEDURES:
3.1

To facilitate the public's right to information about the Fire Department, and to ensure
that the news media has access to accurate, factual information, the following procedures
should be followed by all Fire Department personnel:
3.1.1 Establishing a Public Information Officer. For most routine emergency incidents,
the PIO function will be the responsibility of the IC or the Battalion Chief in
whose district the incident occurs.
3.1.2 Company Officers should notify the Battalion Chief of any unusual circumstances
concerning an emergency response which might become the subject of media
inquiry.

OFD Media Policy 900.1

April 14, 2008
Page 1 of 3

3.2

For 3rd Alarm fires, extraordinary or other major incidents, the Fire Departments PIO
will respond to the scene. In his/her absence the IC will assign a Company Officer to
serve as FIO for the incident.
3.2.1 The assigned FIO may be an officer assigned to the Emergency Operations Center
(EOC).
3.2.2 For those incidents which attract news media coverage to the incident scene, the
IC should assign an FIO as part of the Incident Command Staff.

3.3

Incident Information Guidelines:

The PIO or FIO is authorized to release incident information to the news media within
the following guidelines:
3.3.1 General Information:

Factual information about type of incident (Fire, EMS, HazMat, etc.)

Incident location, date, and time
Number and type of units which responded
Number of personnel involved
Whether or not there were incident injuries or casualties (include
transport information and general description of injuries)
Names of injured are not to be released

3.3.2 Fire Information:

3.4

Description of building by type, occupancy, and general characteristics

Cause and origin may be released only if clearly established (if there is
doubt about the cause or if the fire is still under investigation, no
information regarding the cause and origin is to be released)
Numbers of displaced occupants and alternate shelter, if requested
Time required for control

Responding to Other Media Inquiries:

3.4.1 Fire Department personnel are to refer news media inquiries to the Fire Chief.
3.4.2 Fire Department personnel are prohibited from commenting upon sensitive or
controversial issues regarding Fire Department policy without the approval of the
Fire Chief.
3.4.3 The Fire Chief or the PIO are the only persons authorized to comment on Fire
Department policy and procedure.
3.4.4 The Fire Chief may designate a Company Officer to act as PIO for a particular
issue or subject of current public interest. In most instances, the PIO will be the
Officer whose staff assignment falls within the area of subject interest.

OFD Media Policy 900.1

April 14, 2008
Page 2 of 3

3.4.5 All media requests for interviews and or photo sessions of Fire Department
property are to be directed to the Departments PIO. Unauthorized interviews
given on Fire Department property are strictly prohibited.
3.5

Responsibility:
3.5.1 All Fire Department personnel have a responsibility to follow the Fire
Departments policy and procedures governing contact with the news media.
Company Officers are responsible for the conduct of personnel under their
supervision. Therefore, Company Officers should ensure that Fire Department
personnel have read and understood this policy. Battalion Chiefs are responsible
for carrying out the policies outlined in this communication and are to verify that
the Company Officers in their battalions have reviewed this policy.
3.5.2 As members of a valued and respected public service organization, it is important
for all of us to do our utmost to maintain public trust and respect. The Fire
Department can only accomplish this by adhering to this policy when interacting
with members of the news media.

OFD Media Policy 900.1

April 14, 2008
Page 3 of 3