Provide information to the media which need access to public documents. explain like an police officer.
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Answer:
Explanation: On duty managing his department’s social media feeds, Capt. Carlson used his phone to post a full report on Twitter, knowing that was the first place the media and the public would look for details about the incident and its aftermath. He also sent a targeted text message alert informing affected residents about traffic disruption and detours.
Social media, he said, especially Twitter in cases like this, has become an essential communication and police media relations tool for law enforcement to “get the information out to the media and the public in a rapid-fire succession.”
The internet has brought about significant changes in the ways that police communicate with the press and the public. Social media, in particular, has expanded the range of law enforcement communication channels while also offering greater immediacy and enabling direct-to-citizen outreach.
However, while police departments are utilizing social media more than ever before, these relatively new online platforms are just part of the overall communications picture. Working directly with the media is still an essential function for law enforcement leaders, especially during important news events such as major crimes, life-threatening storms, officer-involved shootings, etc.
This means that law enforcement leaders, especially those in command positions, must also be skilled at communicating effectively with the media through press conferences, public statements, news releases and even old-fashioned telephone inquiries.
Police chiefs and other law enforcement leaders are often called upon to be the voice of their department in public settings such as on-camera interviews and press conferences.
Sometimes this is in response to something positive, such as a crime solved or a community event. However, more often police leaders are called upon to be the bearers of bad news, to share information and insight about high-profile incidents, or to respond to criticism of the department or its officers.
I am offering six general guidelines for handling such situations:
Pre-plan: Prepare a “worst-case scenario” public information release policy regarding events such as an officer-involved shooting, a mass casualty incident, an active shooter response, or a high-profile arrest or use of force incident. Command staff should consult with their unit commanders and legal team to determine what can and cannot be revealed.
Transparency: Seize the opportunity to be transparent and explain laws and procedures with the public, while also making sure to correct any false narratives or incorrect information that may have been given out by the news media.
Verify the facts: Confirm information before releasing it to the media. That is, information should be taken from a credible and reliable source, not someone guarding the outer perimeter of a crime scene. Do not speculate. Once the information is released, it cannot be retracted. Whenever possible, have a third party and legal team vet the information being released before giving it to the media.
Speak with one voice: Choose one spokesperson from the organization, especially regarding incidents that may unfold over extended periods. Conflicting information from multiple police sources can create the appearance of a cover-up or a lie. Make sure the spokesperson has had enough training to be the face and voice of the organization.
Explain the release of information policy throughout the organization: Be sure that all members, sworn and civilian, understand the rules, and enforce disciplinary measures for breaking them. Nothing can be more damaging than an “unnamed source” with inside information who releases falsehoods to the media. Explain that leaking sensitive information can ruin an ongoing investigation, and possibly one’s career.
Get the message out quickly. Once a preliminary investigation has been conducted to address major points of the incident, craft a press release and send it to the media. Live interviews should not stray too far from the press release. Caveats should be given such as: “The investigation is ongoing, and more information will follow. This is a brief from what we know right now.”
Many experts also strongly emphasize the value of building relationships with reporters and the media outlets they represent. This can help your department realize more balance in the coverage it receives — with occasional “good news” stories along with the ongoing news about crimes and the wide range of challenging law enforcement situations.
Though police media relations have evolved dramatically in the era of the internet and social media, face-to-face contact with media outlets is still a vital part of the job. In addition to practising the strategies detailed above, the most effective public information officers are often those who have made it a point to develop outstanding communication skills.