Policy Text
1 (08/28 /2017 ) ST. PETERSBURG POLICE DEPARTMENT
INSTRUCTIONAL ORDER
Subject: DIGITAL IMAGING
Index as: Album Folder Pictures, Digital
Digital Photography Images, Digital Photography WORM
DVD Photography, Digital
Accreditation Standards: CFA 27.03
Cross Reference:
Replaces : I.O. V.5:19, Digital Photography (May 7, 2007)
This Order consists of the following sections:
I. Purpose
II. Policy
III. Definitions
IV. Access to Digital Images
V. Incoming Images
VI. Viewing Images
VII. Ordering Images
I. PURPOSE
This Order states the Department’s intent to utilize digital imaging technology and provides guidelines for users of the
system in regard to the processing of, and security for, digital images created by the Department.
II. POLICY
It is the policy of this Department to leverage the advances in digital imaging technology to make our processes more
efficient an d effective and to provide this technology to our employees and others in the criminal justice system, while
reducing our dependence on legacy photographic technology.
III. DEFINITIONS
A. Folder – The basic file for the case or event created by forensic technicians and other authorized personnel who
take photographs for evidentiary purposes .
B. DVD – A digital video disk
C. WORM – A “write once -read many” compact disc (CD) or digital video disc (DVD).
DATE OF
ISSUE EFFECTIVE DATE NUMBER
August 2017 Immediately V.5:19
Distribution: All Employees
Instructional Order V.5:19
Revisions or additions are highlighted 2 (08/28 /2017 ) IV. ACCESS TO DIGITAL IMAGES
A. Access to the image server to obtain digital images may be requested by:
1. Any Department employee with the need for digital images to enhance their investigation(s) or complete their
assignment(s) may submit a memorandum via their Chain of Command to the Information and Technology Services Division
(ITSD) requesting access to th e image server. Once approved, users will be provided with electronic access.
2. Persons outside the Department, such as representatives from the State Attorney’s Office, the Medical
Examiner’s Office and Fire Department arson investigators, shall submit a w ritten request to the ITSD.
B. Attorneys representing defendants may obtain images by presenting a properly executed Answer to Demand for
Discovery to the Records and Evidentiary Services (RES ) Division who shall make the requested images available
electronically to the Public Defender’s Office or, on removable media, to other attorneys.
C. The Information and Technology Services Division (ITSD) shall:
1. Grant access to the server share and instruc t authorized users how to access the digital imaging share .
2. Assign each user to a security group in Active Directory , according to the lev el of access needed to complete
their regular assignments.
a. A user’s individual security profile must meet or exceed the profile of the images requested in order for the
user to view the images on their computer.
b. Users who are required to view images above their security profile shall submit a request, through their
chain of command, to the ITSD.
D. Forensic Services personnel are responsible for security of the images until such time as they are uploaded in to
the digital image server and , if requested , copied to a permanent WORM media.
V. INCOMING IMAGES
A. Forensic Services , and other authorized , personnel shall creat e a folder with offense number and date of occurrence
for all Images.
1. Each folder will be assigned a security level, according to the sensitivity of the case, incident or event.
2. High priority albums; e.g., homicide, sex battery, etc., shall be uploaded immediately to the digital image server
for access by authorized employees. Other cases will be uploaded as requests are made for their use by the responsible
Investigator/ Unit.
B. Certain cases ( e.g., homicide) may require backup to a CD/DVD .
1. The CD/DVD shall be retained by the Records and Evidentiary Services (RES) Division in a manner to comply
with investigative guidelines and the Statute of Limitation.
C. Retention of Images on the Digital Image Serv er
1. The ITSD will conduct a monthly review of the space allocation on the server and add space as needed .
VI. VIEWING IMAGES
A. Authorized users shall access the digital images with their Web browser by:
1. Clicking on the Q: drive share.
Instructional Order V.5:19
Revisions or additions are highlighted 3 (08/28 /2017 ) B. Obtaining Printed Copies of Digital Images
1. All images available on the server can be printed as a “work copy” on regular paper by individual users, either
in the thumbnail form or at a predetermined larger size.
2. The image can be printed by clicking on the “print” button and sending the image to a printer.
3. The prints will be of suitable quality for case files, but they will not be considered the official Departmental
images which may be needed for court or similar needs.
VII. ORDERING IMAGES
A. Official, Departmental im ages may be obtained from the RES Division by submitting the electronic order form,
located immediately below the thumbnail images on the monitor. Images will routinely be provided to the person making the
request on a compact disc (CD) for viewing on any desktop or laptop computer.
B. Department employees and other persons who require photographs, but who do not have access to the digital
image