Oklahoma Department of Human Services Eckerd Rapid Safety Feedback

Algorithmic Transparency filed this request with the Oklahoma Department of Human Services of Oklahoma.
Est. Completion None


From: Michael Morisy

To Whom It May Concern:

Pursuant to the Oklahoma Open Records Act, I hereby request the following records:

This request is concerning the the software and algorithm used in the Eckerd Rapid Safety Feedback Software. For reference and help retrieving responsive documents, this program was publicly discussed in the following news articles and segments:



I am requesting the following records related to the above program:

* Any software and algorithms developed for the implementation of the program. I'm particularly interested in any algorithms that have a public policy outcome, such as providing guidance on a policy or an assessment of an individual. More generally, I would like any software that was developed by or with, given to, used by, purchased or licensed to this agency for implementation of the above referenced program. This would include original source code, any compiled binaries (also known as executables), spreadsheets, program scripts, and other digital materials used to calculate any data in the above program. It would also include the input training data for machine learning algorithms. Collectively, these responsive materials will be referred to as "the software" in the following paragraphs.

* All instructional materials, presentations and presentation materials (including recorded video and audio, PowerPoint files, prepared remarks, and slides formats), and other guidance on the use of "the software." This includes any notes taking during meetings that discussed the use of the software, any explanations (whether internally or externally generated) of how the software works, and any other document that has been used to help explain the use of "the software" to any party, including internal documentation, public relations materials, and executive summaries. This also includes any description of input and output data fields that will aid in understanding the type of information that is submitted to the software, and that is produced by the software.

* A copy of any privacy impact assessments, use policies, standard operating procedures, data retention policies, legal opinions, warranties, non-disclosure agreements, contracts, liability waivers, insurance agreements, Requests for Proposals, Responses to Requests for Proposal, Memorandums of Understanding, Letters of Interest, usage policies, or informal agreements that reference "the software" or otherwise guide it use or the relationship between this agency and the provider or developer of the software.

* A copy of any funding opportunity announcements, grant applications and grantor status/progress reports, reports to legislative bodies, annual reports that mention the use of the Software, as well as audit records, including but not limited to security audits of the software, misuse reports, and reports to oversight bodies.
* A copy of any validation studies conducted with respect to the program or with respect to any software or algorithms used in connection with the program, and a copy of any records pertaining to inquiries for the need of validation studies, or discussion of potential or actual validation studies. By “validation study,” I mean any study designed to assess how accurate the program is in predicting what it is supposed to predict, or to assess whether the program may err in the direction of either under- or overestimating likelihoods or predicted outcomes, or may produce any results that are biased or unexpected in any way.

* For the aspects of the software that require an input, for example, to compute a value, we request a copy of the five most recent sets of data that were used for input, as well as the five most recent outputs of the software, in whatever their native format is. If these inputs or outputs include exempt information, we ask that you exempt only that information which is specifically exempted from law, and provide the other material.

The requested records will be made available to the general public, and this request is not being made for commercial purposes.

In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.

Thank you in advance for your anticipated cooperation in this matter. I would request your response within ten (10) business days.


Michael Morisy

From: Oklahoma Department of Human Services

An acknowledgement letter, stating the request is being processed.

From: Abrams, Judi

Mr. Morisy:

Please see the attached letter in response to your Open Records Act Request to the Oklahoma Department of Human Services.

Judi Abrams
Operations Manager and
Executive Assistant to the General Counsel
Legal Services
Department of Human Services
(405) 521-3638
(405) 521-6816 Facsimile

[Legal Serices]

CONFIDENTIALITY NOTE: This email message and all attachments transmitted with it may contain legally privileged and confidential information intended solely for the use of the intended recipient, or the employee or agent responsible to deliver it to the intended recipient. You are hereby notified that any reading, dissemination, disclosure, distribution, copying or other use of this information without the permission of the State of Oklahoma Department of Human Services is strictly prohibited. If you have received this message in error, please notify the sender immediately by telephone at (405) 521-3638; or by electronic mail to judi.abrams@okdhs.org<mailto:judi.abrams@okdhs.org>.

From: Baze, Ronald

We are in receipt of your latest correspondence of October 5th at 4:01 a.m. In response to your inquiry, we are working on your request. The agency is ascertaining what materials exist that would be responsive to your request and estimating the time and labor needed to gather the materials and respond to the request. You will be provided an invoice to cover the costs of that time and labor. Please note the invoice must be paid in full before we will be able to gather the responsive materials and make them available for review.

Again, we are working as diligently as possible on this request.
Thank you,
Ron E. Baze
General Counsel
Oklahoma Department of Human Services
P.O. Box 25352
Oklahoma City, Oklahoma 73125-0352
(405) 521-3638
(405) 521-6816 (fax)

From: Oklahoma Department of Human Services

A letter stating the requester must agree to or prepay assessed or estimated fees in order for the agency to continue processing the request.

From: Baze, Ronald

Additional communication concerning this request was sent via certified mail yesterday, November 3, 2016.
Ron Baze
General Counsel, DHS