54

PUBLIC INFORMATION

Standards in this chapter relate to the establishment and maintenance of public information. Agencies have an obligation to inform the public and news media of events that affect the lives of citizens in the community with openness and candor.

To convey information, agencies often rely on the news media. Policies should be developed that govern what information should be released, when it should be released and by whom it should be released. In large jurisdictions where media contacts are frequent and often of a sensitive nature, a full-time public information officer (PIO) may be needed to coordinate activities. Where the community served is small and media contacts infrequent, the assignment of the function to an individual as a part-time responsibility may suffice. Agencies should consider procedures for involving the media in the development of policies affecting the news media, and for determining when a public information officer should respond to the scene of a crime or other event.

A state-level agency must comply with those public information standards that are consistent with its mission. A state agency is not expected to perform public information activities that would interfere with those provided by local agencies. State agencies may wish to consult Commission staff about the applicability of these standards to their operations.

 

 

54.1 Public Information

54.1.1 The public information function shall include,at a minimum:

a. assisting news personnel in covering news stories at the scenes of incidents;

b. being available for on-call responses to the news media;

c. preparing and distributing agency news releases;

d. arranging for, and assisting at news conferences;

e. coordinating and authorizing the release of information about victims, witnesses, and suspects;

f. assisting in crisis situations within the agency;

g. coordinating and authorizing the release of information concerning confidential agency investigations and operations; and

h. developing procedures for releasing information when other public service agencies are involved in a mutual effort.

Commentary: The intent of this standard is to establish agency accountability for the public information function in writing. The function should be developed and operated to effectively meet the agency’s needs. Placement of the function within the organizational structure is also addressed by standard 11.1.1. Proving compliance with this standard may be accomplished through a series of documents or a single, all inclusive directive.

The directive should also identify those within the agency authorized to make releases when the CEO/PIO is not available. All information released should be reported to the CEO/PIO as soon as practical.

Another intent of the standard is to provide specific guidance to personnel regarding the release of information about the prior criminal record, character, or reputation of the accused; mugshots of the accused; the existence of any confession, admission of guilt, or statement made by the accused or the failure or refusal by the accused to make a statement; the results of any examinations or tests conducted or refusal by the accused to submit to any examinations or tests; the identity, testimony, or credibility of any prospective witness; any opinion of agency personnel regarding the guilt or innocence of the accused; any opinion of agency personnel regarding the merits of the case or quality of evidence gathered; personal information identifying the victim; information identifying juveniles; and information received from other law enforcement agencies without their concurrence in releasing that information.

"Other service agencies" as used above is meant to refer to all public service agencies, e.g., fire departments, coroners’ offices, and other outside agencies. Where more than one agency is involved, the agency having primary jurisdiction should be responsible for releasing, or coordinating the release of, information.

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54.1.2 The agency involves the news media in the development of changes in policies and procedures relating to the public information function.

Commentary: By allowing media representatives to participate in the process of developing policies and procedures relating to the public information function, agencies can receive input that should lead to more effective working relationships between agency and media personnel.

(O O O O)

 

54.1.3 A written directive controls the access of news media representatives, including photographers, to the:

a. scenes of major fires, natural disasters, or other catastrophic events; and

b. perimeter of crime scenes.

Commentary: News media representatives should not be in a position to interfere with law enforcement operations at the scene of an incident. The guidelines for news media access, including access by photographers, to the scene should be communicated to the media to help ensure their cooperation. The following standards should be referenced when writing the directive(s): 46.1.2, 46.1.3, and 46.1.4.

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