The Department strives to provide current, accurate and timely information to the public and the press. The Department Director, Deputy Director, Public Information Office (PIO) personnel, the Department’s Labor Relations Advisory Committee and individual employees designated by the Director are authorized to address the media on behalf of the Department.

While all Department employees are required to comply in full, nothing in this policy should be construed to inhibit an individual’s ability to speak about personal issues under ordinary circumstances or to express their personal opinions about Department operations in general.

207.01    MEDIA RELATIONS BY AUTHORIZED MEDIA REPRESENTATIVES ONLY - The Department Director, Deputy Director, Public Information Office (PIO) personnel, the Department’s Labor Relations Advisory Committee and individual employees designated by the Director are authorized to address the media or public on behalf of the Department. Only Department authorized employees may represent Department for the media. If the Labor Relations Advisory Committee or an employee is asked by the Director to address the media on behalf of the Department, the employee shall be dressed in Class A uniform and utilize state time.

1.2    Department staff shall refer all requests to tour a Department facility or interview or visit an inmate to the PIO. The PIO may be reached at any time during non-business hours through the communications center.

207.03    STAFF CONTACT WITH MEMBERS OF THE MEDIA - Any Department employee may speak with the media about personal issues or to express their personal opinions about Department operations in general on their own time. Whenever a Department employee has contact with the media, the employee is expected to demonstrate in demeanor and dress their professionalism. No interviews may be conducted on state property without express prior approval by the PIO staff or if unavailable, the Deputy Director.

207.04    PROHIBITED CONDUCT - The Arizona Code of Administrative Regulations R2-5-501 requires all state employees to conduct themselves in a manner that will not discredit or bring embarrassment to the State. A.R.S. §41-77 lists 14 reasons for discipline or dismissal from state service including improper political activity.

AUTHORIZED MEDIA REPRESENTATIVES - Department’s authorized media representatives are the Department Director, Deputy Director and public information officers. The Department Director may authorize the Labor Relations Advisory Committee or individual employees to represent the Department.

PUBLIC INFORMATION OFFICERS - The Public Information Officer administers the Department’s media affairs and represents the Department to the public through the press on issues impacting department policy, budget, and statutory roles and responsibilities, unless otherwise advised by the Director or Deputy Director.

STATUTORY RESTRICTIONS - There are a number of statutory restrictions and prohibitions impacting the dissemination of information. These statutes include:

• Information impacting Department operations - Pursuant to case law, where release of documents would be harmful to the best interest or operations of ADC or the State of Arizona, it shall not be released. See Grimm v. Arizona Board of Pardons and Parole, 115 Ariz. 260, 564 P. 2d 1227 (1977); Belo v. Mesa P.D., 202 Ariz. 184, 42 P.3d 615 (2002).

• Ongoing Investigations - A.R.S. §31-221 restricts release of portions of an inmate’s master record file such as (a) the identity of a confidential informant (b) information which may endanger the life or physical safety of any person or (c) jeopardizing an on going criminal investigation. Release of information which might jeopardize ongoing criminal investigations may be withheld by the Department. Phoenix Newspapers, Inc v. Superior Court In and for County of Maricopa, (App. Div. 1 1993) 180 Ariz. 159, 882 P.2d 1285, review denied.

• Department Staff Employment Information - Arizona Administrative Code R2-5-105 limits disclosure of information in employee personnel files to the following:

                    Name of employee

                    Date of employment

                    Current and previous class title

                    Other agencies to which the employee was assigned

                    Salary history

                   Employees’ current and last known supervisor

Social Security numbers are restricted pursuant to Federal law. See 42 USC 405.

• Crime victims right to privacy - A.R.S. § 8-413 protects certain personal information about victims such as their address and telephone number unless the victim consents. Privacy interests can overcome the presumption in favor of disclosure of public records. The Department may withhold the release of information if it can demonstrate that public disclosure is outweighed by considerations of "confidentiality, privacy, or the best interest of the State." Belo v. Mesa P.D., 202 Ariz . 184, 42 P.3d 615 (2002).

• Inmate Medical Records

§12-2292 prohibits the release of inmate medical records or information because it is considered confidential by law.

§12-2293, 2294 and 2294.01 require an authorization signed by the inmate for release of records or a court subpoena.