This policy guide provides guidelines for when and how to take photographs of children for identification purposes, only, specifically for the intent of maintaining a photographic record of the child, not for photographing a child during the course of an investigation of abuse or neglect as this is referenced in the Visual Inspection of Children policy. This policy includes guidelines for county issued digital electronics (i.e. cell phone, tablet, iPad cameras) and maintaining appropriate controls.

This policy guide was updated from the 07/01/2014 version to expand and include different types of digital electronics used to photograph children and to include specific guidelines on what to do when a digital device is lost.

Maintaining a Photographic Record

Photographs help to maintain a history of children’s life changes while they are away from their neighborhoods, friends, and family. Photographs of children can also be used in the recovery of missing and exploited children. As children’s facial features tend to change faster prior to age 5, it is recommended that for children under age 5 photographs be taken at least once every 6 months to account for these changes.

For all newly opened cases, a digital photograph of all children must be taken.

Required Photos

Digital Electronics/ Cell Phone Usage

County issued digital electronics/cell phones/tablets/iPads are County property and must be used respectfully by DCFS employees for the sole purpose of carrying out their job duties. DCFS employees using digital electronics/cell phones in the field must exercise care to ensure that the confidentiality of case record information, including images, is protected at all times. Precautions include:

• Photographs should only be taken on county issued devices.
• Never leaving a digital images, storage media, or case materials unattended in the field.
• Not allowing anyone to have access to the digital electronics/cell phones or images while working at home, in the field, or while in transit. 
• Never storing digital photographs of DCFS-supervised children on the hard drive of a non-DCFS computer. 
• The picture taken must be clear and in good quality.

Taking a Child’s Photograph

CSW Responsibilities

1. Take a photograph of the child.
   • Photographs should be full-face, above the shoulder.
2. Ensure that each image taken is properly identified and stored.
3. Ensure the photograph is uploaded to the case file in KidPix within three (3) business days of the day the photograph was taken.
4. After uploading the pictures, delete them from the county issued digital device.

Digital Electronics/ Cell Phone/Tablets/iPads

CSW Responsibilities

1. 1. Prior to using a digital electronic/cell phone camera CSWs are to sign the County of Los Angeles Department of Children and Family Services Employee Acknowledgement of Portable Equipment/Electronic Device Usage (DCFS 5610).
   2. If a digital electronic/cell phone camera is not working properly or is damaged:
      1. Immediately notify the SCSW.
      2. Do not attempt to repair it or have any other non-DCFS authorized person repair it.
      3. Email DCFS Wireless DCFSWireless@dcfs.lacounty.gov to notify the Unit if device is not working or lost/stolen. Provide phone number, name and employee number to the assigned device.
         • Reason: Device will be suspended as it is currently inoperable.
      4. Office must submit a DCFS 250 Procurement Request to submit for a replacement device. DCFS 250 must be submitted to Fiscal Operations Division (DCFS250REQBUDGET@dcfs.lacounty.gov
   3. If a digital electronic/cell phone camera is lost or stolen:
      1. Immediately notify the SCSW.
      2. File a police report no later than the end of the business day following the date of the incident, obtain a copy of the police report, and provide it to the SCSW.
      3. Create a service request through the eService Portal (http://sms.isd.lacounty.gov/CherwellPortal/eSP#0) or by calling ISD at 562-940-3305.
      4. The following attachments need to be submitted, as well as an actual Police Report to report your lost/stolen device to Wireless Device Team and to request for a replacement.
         • DCFS 250 Procurement Request with RA and DD approval signature
         • DCFS 77 Affidavit
         • The actual Police Report
      5. Please submit all forms below to Fiscal Operations Division: "DCFS250REQBUDGET@dcfs.lacounty.gov" for approval.
         • DCFS 250 Procurement Request with RA and DD approval signature
         • DCFS 77 Affidavit
         • The actual Police Report

SCSW Responsibilities

1. Ensure that photographs taken by the CSW are properly identified and uploaded within three (3) business days of the day that the photograph was taken.
2. If a digital electronic/cell phone camera is lost or stolen:
   1. Esure a police report by CSW is filed no later than the end of the business day following the date of the incident.
   2. Give a copy of the police report obtained from CSW to Manager.
   3. Ensure Manager is aware of the incident of lost/stolen equipment, as Manager will file a Security Incident Report (SIR) on behalf of the staff.
   4. Ensure that RA and DD approves and signs the DCFS 250 form and that all necessary forms are sent to Fiscal Operations Division.

ARA/RA Responsibilities

1. Review, approve and sign DCFS 250.
2. Ensure DD reviews and approves DCFS 250.

ARA/RA

• DCFS 250

DD

• DCFS 250

Forms

DCFS 77, Loss Affidavit

DCFS 250, Procurement Request

DCFS 5610, Employee Acknowledgement of Portable Equipemt/Electronic Device Usage

Referenced Policy Guides