Automated License Plate Reader (ALPR) - Adoption, Use, and Data Retention Policies (Portland Police Bureau)

Dear Dave :
The City of Portland acknowledges receipt of your Public Records Request.  Your request was received in this office on December 13, 2018 and given the reference number S086269-121318 for tracking purposes.
Record Requested:  To Whom It May Concern:Pursuant to the Oregon Public Records Law, I hereby request the following records:Materials related to this agency's acquisition of, access to, preservation of, or disclosure of automated license plate readers (ALPR) or ALPR data:1. Policies related to the adoption of ALPR technology, including those guiding the procurement process or necessary administrative obligations before acquisition.2. Training policies, requirements, and materials for automatic license plate reader system operators.3. Databases used to compare data obtained by the automatic license plate reader system.4. Policies related to the retention and security of captured ALPR data, including those regarding:- the length of time after capture that data may be preserved- exceptions to general data preservation policies- internal data security and access- data destruction5. Policies related to the sharing of captured ALPR data by this agency with other agencies, including those directing: - the manner in which another agency may request data- the circumstances under which captured data may be shared, and- the responsibilities of the recipient agency in regards to data retention and use. - access by this agency to data obtained by automatic license plate reader systems not operated by the law enforcement agency.Please also provide the number of requests made by outside agencies, if applicable.6. Policies related to the sale of data or the sharing of data with non-law enforcement actors. - If applicable, please provide all agreements between this agency and non-law enforcement actors.7. Policies regarding oversight of automatic license plate reader system use.8. Audit Reports9. Policies related to maintenance and calibration.Please also provide maintenance and calibration schedules and records for the system on file.10. Any other policies or reports on subjects related to automatic license plate reader system use by the agency.The requested documents 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 look forward to receiving your response to this request within 10 business days.Sincerely,Dave MaassUpload documents directly: https://www.muckrock.com/accounts/agency_login/portland-police-bureau-396/automated-license-plate-reader-alpr-adoption-use-and-data-retention-policies-portland-police-bureau-65972/?uuid-login=85129396-41a6-4db7-a9d1-48af51574062&email=publicrecords-ppb%40portlandoregon.gov#agency-reply

At this time, the City is uncertain whether it is the custodian of the requested record.  The City will review your request to determine if it has responsive records.  The City will then gather an estimate of the costs to provide copies of requested public records for which the City does not claim an exemption from disclosure.  The City is permitted to charge its actual costs to provide records.  Fees include research time to locate and analyze the requested records, even if no records are located or if the requested records are determined to be exempt from disclosure.
Please be advised that a pre-payment from you may be required.  If a pre-payment is required, you will receive a separate notice with instructions.  You may click here to access the payments page. (https://www.portlandoregon.gov/66961?qaframe=CustomerIssues.aspx)
You can monitor the progress of your request at the link below.  Thank you for using the Portland Public Records Request Center.
Please note that the Police Bureau is currently experiencing a significant backlog of public records requests (both electronic and hardcopy requests).  Please expect your request to take up to 6 weeks to be processed.

If you have already made your payment, thank you, please disregard this message.

RE:  Police General Records Request of December 13, 2018 Reference#S086269-121318

Dear Dave ,

This City received a Public Records Request from you on December 13, 2018 for the following:

In order to begin processing this request a pre-payment must be made*.  Please log in to the Portland Public Records Request Center (copy and right click this link to open it in your browser) and make a payment on this request. (https://www.portlandoregon.gov/prr)
You may pay by electronic check or credit card by going to "My Public Records Request Center" and select "View My Payments".  Then scroll to find an invoice in the status of "payment pending" and select "Make Payment".  Follow the screen prompts to make a payment.  Alternatively, you may mail a check made payable to "The City of Portland".  Please be sure and provide the Record Request Reference number ( S086269-121318) on your check and mail it to:

Portland Police BureauRecords Division 1111 SW 2nd Avenue, Room 1126
Portland, OR  97204
*Please note that you will need to disable your pop-up blocker on your browser's settings in order to make an online payment.

*Please see this Answer for more information: A006257-010816 (https://www.portlandoregon.gov/66961?qaframe=AnswerDetail.aspx%3Finc%3D6257)

Sincerely,

Police Bureau
City of Portland

RE: Police General Records Request of December 13, 2018 Reference # S086269-121318
Dear Dave ,
The City received a Public Records Request from you on December 13, 2018 for the following: "To Whom It May Concern:
Pursuant to the Oregon Public Records Law, I hereby request the following records:
Materials related to this agency's acquisition of, access to, preservation of, or disclosure of automated license plate readers (ALPR) or ALPR data:
1. Policies related to the adoption of ALPR technology, including those guiding the procurement process or necessary administrative obligations before acquisition.
2. Training policies, requirements, and materials for automatic license plate reader system operators.
3. Databases used to compare data obtained by the automatic license plate reader system.
4. Policies related to the retention and security of captured ALPR data, including those regarding:
- the length of time after capture that data may be preserved
- exceptions to general data preservation policies
- internal data security and access
- data destruction
5. Policies related to the sharing of captured ALPR data by this agency with other agencies, including those directing:
- the manner in which another agency may request data
- the circumstances under which captured data may be shared, and
- the responsibilities of the recipient agency in regards to data retention and use.
- access by this agency to data obtained by automatic license plate reader systems not operated by the law enforcement agency.
Please also provide the number of requests made by outside agencies, if applicable.
6. Policies related to the sale of data or the sharing of data with non-law enforcement actors.
- If applicable, please provide all agreements between this agency and non-law enforcement actors.
7. Policies regarding oversight of automatic license plate reader system use.
8. Audit Reports
9. Policies related to maintenance and calibration.
Please also provide maintenance and calibration schedules and records for the system on file.
10. Any other policies or reports on subjects related to automatic license plate reader system use by the agency.
The requested documents 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 look forward to receiving your response to this request within 10 business days.
Sincerely,
Dave Maass
Upload documents directly: https://www.muckrock.com/accounts/agency_login/portland-police-bureau-396/automated-license-plate-reader-alpr-adoption-use-and-data-retention-policies-portland-police-bureau-65972/?uuid-login=85129396-41a6-4db7-a9d1-48af51574062&email=publicrecords-ppb%40portlandoregon.gov#agency-reply"

You have requested a fee waiver from the City of Portland for the fees associated with your public records request.  The City requests the following information to evaluate your fee waiver request:
1) How do you or your organization intend to use the information?  (Please answer regarding the specific information requested as opposed to speaking generally regarding information on the general topic requested);
2) How will the information benefit the wider public?  (Please explain how this specific information assists the public given the information already provided to the public on this topic);
3) How do you or your organization intend to disseminate the information to the wider public?
Without responses to all 3 of these questions it may be difficult, or even impossible, to assess whether the requested disclosure is in the public interest because it will primarily benefit the public.
Please also bear in mind that the Bureau providing the records must weigh the public's interest in disclosure against the cost to the public of fulfilling the request without reimbursement.  As part of that balancing of interests, the City may consider the volume of the records requested.  Please discuss whether a more narrowly tailored, and thus less expensive, request could equally meet the public interest.

Please note that if you have already made a payment on this request, we will be unable to provide you with a refund.  If you have any questions regarding your fee waiver, please call (503) 823-0708.  Be sure to leave your reference number when you leave a voicemail.
Sincerely,

PPB Queue
If you are having technical difficulties with the website, please contact the website administrator by phone or email.  (503) 823-6040 or prrhelp@portlandoregon.gov (mailto:prrhelp@portlandoregon.gov)

Dear Dave Maass,

Thank you for registering with the City of Portland Public Records Request Center.  Below is your login information: (https://www.portlandoregon.gov/66961)

Login: requests@muckrock.com Password:  76ZZWY46MYR8

Visit this link to log in and to access and manage your public records requests. (https://www.portlandoregon.gov/66961)

This is an auto-generated email and has originated from an unmonitored email account. Please DO NOT REPLY.

--- Please respond above this line ---

RE: Police General Records Request of December 13, 2018 Reference#S086269-121318
Dear Dave ,

This City received a Public Records Request from you on December 13, 2018 for the following:To Whom It May Concern:

Pursuant to the Oregon Public Records Law, I hereby request the following records:

Materials related to this agency's acquisition of, access to, preservation of, or disclosure of automated license plate readers (ALPR) or ALPR data:

1. Policies related to the adoption of ALPR technology, including those guiding the procurement process or necessary administrative obligations before acquisition.

2. Training policies, requirements, and materials for automatic license plate reader system operators.

3. Databases used to compare data obtained by the automatic license plate reader system.

4. Policies related to the retention and security of captured ALPR data, including those regarding:
- the length of time after capture that data may be preserved
- exceptions to general data preservation policies
- internal data security and access
- data destruction

5. Policies related to the sharing of captured ALPR data by this agency with other agencies, including those directing:
- the manner in which another agency may request data
- the circumstances under which captured data may be shared, and
- the responsibilities of the recipient agency in regards to data retention and use.
- access by this agency to data obtained by automatic license plate reader systems not operated by the law enforcement agency.

Please also provide the number of requests made by outside agencies, if applicable.

6. Policies related to the sale of data or the sharing of data with non-law enforcement actors.
- If applicable, please provide all agreements between this agency and non-law enforcement actors.

7. Policies regarding oversight of automatic license plate reader system use.

8. Audit Reports

9. Policies related to maintenance and calibration.

Please also provide maintenance and calibration schedules and records for the system on file.

10. Any other policies or reports on subjects related to automatic license plate reader system use by the agency.

The requested documents 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 look forward to receiving your response to this request within 10 business days.

Sincerely,

Dave Maass

You requested a fee waiver.  The City considered the information you provided and evaluated whether providing the requested records would primarily benefit the public then balanced that interest against the burden to the Police Bureau.  Even if the City assumed that you articulated a public interest, the burden on the Police Bureau to research and provide the requested records outweighs the public interest. Therefore your fee waiver is denied and payment is required for the requested records.Minimum search fee is $30
Sincerely,
PPB Queue

--- Please respond above this line ---

RE: Police General Records Request of December 13, 2018 Reference#S086269-121318
Dear Dave ,

This City received a Public Records Request from you on December 13, 2018 for the following:To Whom It May Concern:

Pursuant to the Oregon Public Records Law, I hereby request the following records:

Materials related to this agency's acquisition of, access to, preservation of, or disclosure of automated license plate readers (ALPR) or ALPR data:

1. Policies related to the adoption of ALPR technology, including those guiding the procurement process or necessary administrative obligations before acquisition.

2. Training policies, requirements, and materials for automatic license plate reader system operators.

3. Databases used to compare data obtained by the automatic license plate reader system.

4. Policies related to the retention and security of captured ALPR data, including those regarding:
- the length of time after capture that data may be preserved
- exceptions to general data preservation policies
- internal data security and access
- data destruction

5. Policies related to the sharing of captured ALPR data by this agency with other agencies, including those directing:
- the manner in which another agency may request data
- the circumstances under which captured data may be shared, and
- the responsibilities of the recipient agency in regards to data retention and use.
- access by this agency to data obtained by automatic license plate reader systems not operated by the law enforcement agency.

Please also provide the number of requests made by outside agencies, if applicable.

6. Policies related to the sale of data or the sharing of data with non-law enforcement actors.
- If applicable, please provide all agreements between this agency and non-law enforcement actors.

7. Policies regarding oversight of automatic license plate reader system use.

8. Audit Reports

9. Policies related to maintenance and calibration.

Please also provide maintenance and calibration schedules and records for the system on file.

10. Any other policies or reports on subjects related to automatic license plate reader system use by the agency.

The requested documents 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 look forward to receiving your response to this request within 10 business days.

Sincerely,

Dave Maass

You requested a fee waiver.  The City considered the information you provided and evaluated whether providing the requested records would primarily benefit the public then balanced that interest against the burden to the Police Bureau.  Even if the City assumed that you articulated a public interest, the burden on the Police Bureau to research and provide the requested records outweighs the public interest. Therefore your fee waiver is denied and payment is required for the requested records.Minimum search fee is $30
Sincerely,
PPB Queue

--- Please respond above this line ---

RE: Police General Records Request of December 13, 2018 Reference # S086269-121318

Dear Dave ,

The City received a Public Records Request from you on December 13, 2018 for the following:

"To Whom It May Concern:
Pursuant to the Oregon Public Records Law, I hereby request the following records:
Materials related to this agency's acquisition of, access to, preservation of, or disclosure of automated license plate readers (ALPR) or ALPR data:
1. Policies related to the adoption of ALPR technology, including those guiding the procurement process or necessary administrative obligations before acquisition.
2. Training policies, requirements, and materials for automatic license plate reader system operators.
3. Databases used to compare data obtained by the automatic license plate reader system.
4. Policies related to the retention and security of captured ALPR data, including those regarding:
- the length of time after capture that data may be preserved
- exceptions to general data preservation policies
- internal data security and access
- data destruction
5. Policies related to the sharing of captured ALPR data by this agency with other agencies, including those directing:
- the manner in which another agency may request data
- the circumstances under which captured data may be shared, and
- the responsibilities of the recipient agency in regards to data retention and use.
- access by this agency to data obtained by automatic license plate reader systems not operated by the law enforcement agency.
Please also provide the number of requests made by outside agencies, if applicable.
6. Policies related to the sale of data or the sharing of data with non-law enforcement actors.
- If applicable, please provide all agreements between this agency and non-law enforcement actors.
7. Policies regarding oversight of automatic license plate reader system use.
8. Audit Reports
9. Policies related to maintenance and calibration.
Please also provide maintenance and calibration schedules and records for the system on file.
10. Any other policies or reports on subjects related to automatic license plate reader system use by the agency.
The requested documents 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 look forward to receiving your response to this request within 10 business days.
Sincerely,
Dave Maass

Please be advised that your public records request is closed, due to lack of communication or payment from you.  This request is now closed.  Please be advised that the City of Portland does not monitor requests that have been closed.  If you are still in need of these records, please log on to the City of Portland Public Records Request Center and re-submit your request.

Sincerely,
PUBLIC RECORDS UNIT
Portland Police Bureau-Records Division
503-823-0756 If you are having technical difficulties with the website, please contact the website administrator by phone or email.  (503) 823-6040 or prrhelp@portlandoregon.gov
To monitor the progress or update your request click here: Portland Public Records Request Center