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SOP-520AdministrativeSOP

Social Media

What members can post, what they can't, on- and off-duty.

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This is a template. It is not your department's policy.

Tailboard templates are drafted as generic starting points aligned to national standards. They are nota substitute for your department's own review or for adoption through your Authority Having Jurisdiction (AHJ). For topics carrying significant exposure (use of force, medical scope, civil rights), route through qualified counsel before adoption.

Every placeholder marked [BRACKETED] must be completed before adoption. Every section must be reviewed against your department's staffing, apparatus, water supply, EMS scope, geography, and the specific laws of your state. What applies to a career department in a city may not apply to a volunteer department in a rural jurisdiction, and vice versa.

Standards, regulations, and best practices are updated regularly. Verify the current edition of every standard cited before adopting this document. Once adopted, this document becomes your department's responsibility — not Tailboard's.

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Number

SOP-520

Version

1.0

Last reviewed

2026-01-01

Next review

2027-01-01

Summary

This SOP governs the use of social media by [DEPARTMENT NAME] members. Social media posts have ended careers, caused wrongful-death lawsuits, violated HIPAA, and damaged community trust. At the same time, members retain First Amendment rights off-duty. This policy balances both.

Definitions

Social Media
Any online platform where users create and share content — Facebook, Instagram, X/Twitter, TikTok, YouTube, Reddit, blogs, forums, etc.
Official Department Account
A social media account owned by and operated on behalf of [DEPARTMENT NAME].
Personal Account
A member's own social media account, operated on their own time.

Purpose

To protect the privacy of patients and members, preserve community trust, comply with HIPAA and related law, and respect members' constitutional rights off-duty.

Scope

Applies to all members in both official department communications and personal social media activity that reasonably relates to or identifies [DEPARTMENT NAME].

Prohibited Content (All Members, All Accounts)

  • Protected Health Information (PHI) about any patient.
  • Photos or videos of patients, victims, or persons deceased at incidents.
  • Scene photos that identify specific addresses, victims, or pending investigation details.
  • Confidential or privileged information about investigations, discipline, personnel matters, or litigation.
  • Content that harasses, threatens, or targets any protected group.
  • Content that endorses political candidates on behalf of the department.
  • Content that could reasonably be interpreted as an official department position when it is not.

Scene Photos and Video

  • Photos or video taken on duty with personal devices are prohibited unless explicitly authorized.
  • Authorized department media (taken by a PIO or designated member) may be posted only by the PIO on official channels, after review.
  • Images of identifiable persons at incidents are not posted without consent or a PIO-approved public-information purpose.
  • Crew photos with department apparatus in the background are acceptable if the context does not involve patients, victims, or active scenes.

Personal Accounts

Members retain the right to personal social media use on their own time. However, posts that violate this policy, create a nexus to department duties, or damage operational capacity may result in discipline.

  • Members who identify themselves as [DEPARTMENT NAME] members — by bio, photo, or context — represent the department by association.
  • Members should include a disclaimer ("Views expressed here are my own") if their account identifies department affiliation.
  • Constitutionally protected speech on matters of public concern (Pickering balancing) is not grounds for discipline; speech that substantially disrupts operations or violates this policy is.

Official Accounts

  • Official accounts are operated only by designated members (PIO, Chief, or designee).
  • Posts are reviewed for accuracy and policy compliance before publishing.
  • Official accounts use standard branding and disclaimers.
  • Account credentials are securely stored and rotated on personnel changes.
  • Private DMs from the public are routed appropriately (emergencies to 911, complaints to Chief, media to PIO).

HIPAA and Patient Privacy

No post, comment, photo, or description may contain PHI. "PHI" is broad — it includes not only names and addresses but any combination of information that could identify a patient. When in doubt, don't post. HIPAA violations are independently actionable under federal law.

Law Enforcement and Investigations

  • Do not post details of active criminal investigations.
  • Do not identify suspects, victims, or witnesses before law enforcement has made a public release.
  • Do not post until the incident is clearly resolved and public.

Social Media During Major Incidents

  • During major incidents, only the PIO or designated spokesperson posts on behalf of the department.
  • Members do not live-post from scenes.
  • Public information is consolidated, consistent, and coordinated with other responding agencies.

Discipline

  • Violations are investigated and disciplined per the Grievance & Discipline SOP.
  • HIPAA violations may also result in civil penalties for the individual.
  • Posts that lead to a wrongful-death claim or community-trust damage are treated as serious violations.

Responsibilities

Chief / PIO

  • Operate official accounts.
  • Handle social media during major incidents.
  • Review reported violations.
  • Maintain account security.

All Members

  • Comply with this policy on and off duty.
  • Protect patient and member privacy.
  • Do not post from active scenes on personal accounts.
  • Report suspected violations to a supervisor.

Training Requirements

  • All members: policy briefing at onboarding and annually.
  • PIO / officers: additional training on public-records implications, HIPAA, and crisis communications.

References

  • HIPAA45 CFR Part 164 — Privacy Rule
  • First AmendmentPublic-employee speech analysis — Pickering v. Board of Education, Garcetti v. Ceballos
  • State Public Records Law[INSERT STATE] — posts on official accounts may be public records
  • IAFC Model Social Media PolicyInternational Association of Fire Chiefs model policy

Adapt this template

Before this template becomes your department's policy, review the following items and adjust accordingly. Anything else that does not match your operation should be updated as well.

  • This SOP should be reviewed by counsel before adoption; First Amendment analysis is fact-specific.
  • Name the official social media channels you operate.
  • Specify whether personal-account disclaimers are required.
  • Cross-reference Harassment, Grievance, and Recordkeeping SOPs.

Adoption signature

Adopted by (Name, Rank)
Signature
Effective date
Next scheduled review

Before adoption checklist

  • ☐Replace [DEPARTMENT NAME] throughout the document.
  • ☐Complete every [BRACKETED] placeholder.
  • ☐Confirm the current edition of every cited standard.
  • ☐Check against your state statutes and state fire marshal rules.
  • ☐Route for chief review. Topics with significant exposure (use of force, medical scope) also go through qualified counsel.
  • ☐Confirm alignment with any mutual-aid agreements.
  • ☐Schedule a training plan for the new policy before effective date.
  • ☐Announce adoption in writing to all members. Archive the prior version.
  • ☐Set the next review date — annually at minimum.