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How do you handle people taking videos?

Posted by Rachel Caldwell Mullins @rmullins80, Fri, Feb 1 10:08am

We have recently had issues with an off-campus research facility allowing filming. This is generally not a huge problem for us on campus because our staff and security are aware of HIPAA and privacy policies. However, this research facility has recently allowed a professional film crew and a clinical trial participant to film without permission. Security at this location is part of our on-campus security team, so perhaps there is a training issue between locations, which seems like it's being addressed. Have you experienced any similar issues and how have you responded? Thank you so much!

Ugh, that's tough! Our staff are trained to alert Public Affairs if they see any media personnel. Anything like this should be coordinated through Public Affairs so that we can schedule a media escort and be sure we're on the calendars of all involved. We tell our staff to work with us for this because we can amplify their work and help get their message out. Our Public Affairs staff rotates media call, and whoever is on call serves as the media escort. We let Security know when we're expecting media, and Security is trained to call us as soon as they see a crew or news truck/van that we didn't give them a heads up about.

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Agree with process outlined by @audreylaine. We worked very closely to train our security teams (even offering ongoing training for new security officers or attending their quarterly meetings). We also were able to make our media policy part of the organization's annual training for all employees. We trained and worked closely with depts. likely to be asked to participate in filming (surgery teams and our children's hospital). Lastly, we used rare violations of policy as an opportunity to educate those depts. and leaders, and to build a positive relationship with film crews who were being hired. We trained local crews to contact our PR team first to prevent any delays to their production schedules. The root of a mistake was typically turnover in a dept. It's important to establish relationships with new leaders in your org. as much as you can so they know who you are and how your team can assist them in their work.

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