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ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date: October 19, 2022  Amends - GO 1 3.1.13 (October 28, 2021 ) Number: 13.1.13 Distribution: All Personnel Review Month: November Reviewing Authority: Undersheriff / Strategic Communications Subject: Social Media This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Procedures 1. Purpose The purpose of this order is to outline acceptable social media guidelines for all agency personnel . 2. Policy The agency endorses the use of secure social media to enhance communication, collaboration, and information exchange; streamline processes; and foster productivity. This policy establishes the agency's position on the utility and management of social media and provides guidance on its management, administration, and oversight. This policy is not meant to address one particular form of social media, but rather social media in general, as advances in technol ogy will occur and new internet tools will emerge. Social media provides a valuable means of assisting the agency and its personnel with objectives related to community outreach, problem -solving, investigations and crime prevention. This policy identifies potential uses that may be explored o r expanded upon as deemed reasonable by administrative and supervisory personnel. The agency also recognizes the role that these tools play in the personal lives of some members. The personal use of social media can have bearing on agency personnel in the ir official capacity. As such, this policy provides information of a precautionary nature as well as some prohibitions on the use of social media by agency personnel . Violations of this policy may result in disciplinary action up to and including terminati on, in accordance with GO 5.1.0 . 3. Definitions A. Administrator – a person authorized by the Sheriff to establish or maintain the agency’s presence on social media. B. Blog – a self published diary or commentary on a particular topic that may allow visitors to post responses, reactions, or comments. The term is short for “ web log.” C. Page - specific portion of a social media website where content is displayed and managed by those with administrator rights. 13.1.13, Page 2 of 5 D. Post - content a person shares on social media or the act of publishing content on a site. E. Profile - information a user provides about himself or herself on social media . F. Social Media – a category of internet -based resources that integrate user -generated content and user participation. This includes, but is not limited to, chat rooms, dating sites, social networking sites, microblogging sites, photo and video sharing sites, wiki’s, blogs, and news sites . G. Social Networks - online platforms where users can create profiles, share information, and socialize with others using a range of technologies. H. Speech - Expression or communication of thoughts or opinions in spoken words, in writing, by expressive conduct, sy mbolism, photographs, videotape, or related forms of communication I. Wiki - Web pages(s) that can be edited collaboratively. 4. Procedures A. On-the-Job use 1. Agency -Sanctioned Presence The Sheriff may authorize designated persons ("administrators") to maintain an official social media site for the agency. The Sheriff may authorize designated persons to represent the agency on other social media. a. Determine Strategy 1. Where possible, each social media page will include an introductory statement that clearly specifies the purpose and scope of the agency's mission . 2. Where possible, the social media page(s) should link to www.ocso.com . b. Procedures 1. All agency social media sites or pages will be approved by the Sheriff and shall only be administered by Strategic Communications or other designated agency personnel after approv al by the Sheriff or his/her designee. 2. Where possible, social media pages will clearly indicate they are maintained by the agency and will have agency contact information prominently displayed. 3. Social media content will adhere to applicable laws, regulations, and policies, including all information technology and records management policies. a. Content is subject to public records laws. Relevan t records retention schedules apply to social media content. b. Content must be managed, stored, and retrieved to comply with open records laws and e -discovery laws and policies. 4. Where possible, social media pages should state that the opinions expressed by v isitors to the page(s) do not reflect the 13.1.13, Page 3 of 5 opinions of the agency. Pages will clearly indicate that posted comments will be monitored and that the agency reserves the right to remove obscenities, off­ topic comments, and personal attacks. 2. Agency -Sanctioned use Agency personnel representing the agency via social media outlets shall: a. Conduct themselves at all times as rep resentatives of the agency and, accordingly, shall adhere to all agency standards of conduct and observe conventionally accepted protocols. b. Identify themselves as a member of the agency. c. Unauthorized use of personally owned devices to manage the agency's social media activities is prohibited . d. Employees shall observe and abide by all copyright, trademark, and service mark restrictions in post ing materials to electronic media. B. Examples of Other Possible Uses of Social Media by the Agency 1. Social media may be a valuable investigative tool when seeking evidence