Facial Recognition - Portland (OR)

RE: Police General Records Request of July 23, 2019 Reference # S104384-072319
Dear Freddy,
The City received a Public Records Request from you on July 23, 2019 for the following: "To Whom It May Concern:

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

Records and materials related to the solicitation, acquisition, and use of face recognition technology and related software and services.

This software or services may be provided by Rekognition, Face++, and FaceFirst; this request is applicable to these and any other company providing facial recognition services under consideration or contract with this agency.

Responsive materials include but are not limited to:

• Agreements: contracts (including non-disclosure agreements), licensing agreements, nondisclosure agreements
• Bid records: Requests For Proposal (or equivalent calls for bids), sole source or limited source justification and approval documentation, documentation of selection, and other materials generated in the consideration and selection of the technology in question
• Company relations and communications: records related to meetings or follow-up actions with any vendors, companies, or other private entities marketing face recognition to this agency for immigration, intelligence, law enforcement, or other use.
• Financial records: purchase orders, invoices, and other memoranda and documentation.
• Marketing records: All marketing materials - unsolicited, requested, or otherwise - acquired from vendors of face recognition technology
• Policy records: any policy directives, guidance documents, memoranda, training materials, or similar records governing the use of face recognition technology for immigration, law enforcement, or other purposes. Any memoranda of understanding between this agency and other agencies to share data, access remote systems or other forms of information sharing with external agencies.
• Training records: training material governing the use, sharing, or access to any related data related to or collected by the face recognition software/technology, including the legal standard that is required before using the technology. Documents, should they exist, about training for bias in the use of facial recognition technology.
• Use and function records: Materials that describe the function of the software considered or in use by this agency, including emails, handouts, PowerPoint presentations, advertisements, or specification documents.
• Validation and accuracy: Records, reports, audits, and other documents sufficient to describe validation, accuracy, reliability, and policy compliance of the system.

Please limit the search to records produced from January 1, 2017 – present. Please include in your search as responsive records: communications, memorandums, background papers, meeting minutes, email exchanges, or presentation materials. If your office has questions about this request, please feel free to direct them to the address associated with this request or call the MuckRock office at 617-299-1832.

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,

Freddy Martinez

Upload documents directly: https://https://www.muckrock.comhttps://www.muckrock.com/

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
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If you have already made your payment, thank you, please disregard this message.
RE:  Police General Records Request of July 23, 2019 Reference#S104384-072319
Dear Freddy,
This City received a Public Records Request from you on July 23, 2019 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://u4037834.ct.sendgrid.net/wf/click?upn=L5asTq9oAWi6tKrRmhm-2FjR9nd1yx5dep-2FYGEXChqBQnWhtinuRjrOLporYEJcm5vj25TGlefUAbeEf0Uxe7Apw-3D-3D_UbANAxbDh6Lc-2FS0Qj7C124-2Bh5XltoaLZxgS90xoZTHG5W1MR7nITmZW68WHISHNhdoohqZ4wOOo63gChgkLNYhIm7J-2BvpBRi-2F6blyoJGMJwVVS0vYMsImtA5YhotV0yHkCpb4eWvXHcdLE74qej8xmjgz7GIj-2FPty5qL9yCf8ZV8JiOnuNGhJgIHcqj4phxUB1a-2FC-2BNabFq9x9QMJvJwh4m4V1rvEsuaXqQiWC84FeBOLI2oLanSNdUGrfI6cT6P) 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 ( S104384-072319) 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://u4037834.ct.sendgrid.net/wf/click?upn=L5asTq9oAWi6tKrRmhm-2FjR9nd1yx5dep-2FYGEXChqBQmXp6-2Flron4piyr0j-2F7P7JEoO1vJv5K6BIqYAtSHsuxF0WjdYQjccEdibs0l8PY70g-3D_UbANAxbDh6Lc-2FS0Qj7C124-2Bh5XltoaLZxgS90xoZTHG5W1MR7nITmZW68WHISHNhdoohqZ4wOOo63gChgkLNYs4nlN6FFama4EY-2B7k-2FC0jW8wVftlCnbrIu9IL2MzCR87O2Lx7IbdUz5hcWzAJPyLqe8qv5ShJkXDkrdYSoIQ5A0nCL0r9Vt-2BQhOTc2vkIQdhbWBewNSdHXbd4t9OMARIC116VR8WQPYhIuiLq01pv7AMeOf2-2FooKdatwfBAGWqm)
Sincerely,
Police Bureau
City of Portland

Dear Freddy:
The City of Portland acknowledges receipt of your Public Records Request.  Your request was received in this office on July 23, 2019 and given the reference number S104384-072319 for tracking purposes.
Record Requested:  To Whom It May Concern:Pursuant to the Oregon Public Records Law, I hereby request the following records:Records and materials related to the solicitation, acquisition, and use of face recognition technology and related software and services.This software or services may be provided by Rekognition, Face++, and FaceFirst; this request is applicable to these and any other company providing facial recognition services under consideration or contract with this agency.Responsive materials include but are not limited to:• Agreements: contracts (including non-disclosure agreements), licensing agreements, nondisclosure agreements• Bid records: Requests For Proposal (or equivalent calls for bids), sole source or limited source justification and approval documentation, documentation of selection, and other materials generated in the consideration and selection of the technology in question• Company relations and communications: records related to meetings or follow-up actions with any vendors, companies, or other private entities marketing face recognition to this agency for immigration, intelligence, law enforcement, or other use.• Financial records: purchase orders, invoices, and other memoranda and documentation. • Marketing records: All marketing materials - unsolicited, requested, or otherwise - acquired from vendors of face recognition technology• Policy records: any policy directives, guidance documents, memoranda, training materials, or similar records governing the use of face recognition technology for immigration, law enforcement, or other purposes. Any memoranda of understanding between this agency and other agencies to share data, access remote systems or other forms of information sharing with external agencies.• Training records: training material governing the use, sharing, or access to any related data related to or collected by the face recognition software/technology, including the legal standard that is required before using the technology. Documents, should they exist, about training for bias in the use of facial recognition technology. • Use and function records: Materials that describe the function of the software considered or in use by this agency, including emails, handouts, PowerPoint presentations, advertisements, or specification documents.• Validation and accuracy: Records, reports, audits, and other documents sufficient to describe validation, accuracy, reliability, and policy compliance of the system.Please limit the search to records produced from January 1, 2017 – present. Please include in your search as responsive records: communications, memorandums, background papers, meeting minutes, email exchanges, or presentation materials. If your office has questions about this request, please feel free to direct them to the address associated with this request or call the MuckRock office at 617-299-1832.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,Freddy MartinezUpload documents directly: https://https://www.muckrock.comhttps://www.muckrock.com/

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://u8387778.ct.sendgrid.net/wf/click?upn=xSfKPyHO1-2F4Mny2NCLJVuknxe4OeTWYiUjehFS-2F2CR-2F1TbOpgSBtnm17Qmzcu5tucOEj4Y0EhEu0swsmWK1opgNyw1IDLYjkxKtyOdzRah0-3D_UbANAxbDh6Lc-2FS0Qj7C124-2Bh5XltoaLZxgS90xoZTHG5W1MR7nITmZW68WHISHNhQ-2BdOryOtpC2sZi7b43-2BdJHcHLekiRQlP68emnxAMuRvYvjXVjS8N-2FHBK-2BW6A08ODWOt97JR27TZckHBMtnAocbMCHca0FFrZ4beu10CzHk-2BU2cD7xtHcW-2FJ3KPF-2BYsuSuEfUlG-2F63EXutYcF3mUEPX9BnyrEVsT7hGo4qjQ-2FQs9BGjdhGVu9No4FZHhYK06-2FC5zGaqWbCJ3nyNd44F0nG3Dp827YAKcYjYiRhZq4Qi2LOoH93iNlapATOX-2B4aSvUJxvnz3XmbEtQhlcqj-2F-2F4QXzaN0izJWafyRdE5wK2M2idNTarR6Nx7GU5aoTAofVXAyVnvKOR1SsBDu0K0pxyOQ-3D-3D)

 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.  For status updates concerning your public records request please refer to the Portland Public Records Request Center via the link below.  While we cannot expedite every request, if you have an urgent need for the record such as a court date or an issue involving identity theft, please call the Police Bureau directly at (503) 823-0756.  Thank you for your patience.

RE: Police General Records Request of July 23, 2019 Reference # S104384-072319

Dear Freddy,
The City received a Public Records Request from you on July 23, 2019 for the following: "To Whom It May Concern:

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

Records and materials related to the solicitation, acquisition, and use of face recognition technology and related software and services.

This software or services may be provided by Rekognition, Face++, and FaceFirst; this request is applicable to these and any other company providing facial recognition services under consideration or contract with this agency.

Responsive materials include but are not limited to:

• Agreements: contracts (including non-disclosure agreements), licensing agreements, nondisclosure agreements
• Bid records: Requests For Proposal (or equivalent calls for bids), sole source or limited source justification and approval documentation, documentation of selection, and other materials generated in the consideration and selection of the technology in question
• Company relations and communications: records related to meetings or follow-up actions with any vendors, companies, or other private entities marketing face recognition to this agency for immigration, intelligence, law enforcement, or other use.
• Financial records: purchase orders, invoices, and other memoranda and documentation.
• Marketing records: All marketing materials - unsolicited, requested, or otherwise - acquired from vendors of face recognition technology
• Policy records: any policy directives, guidance documents, memoranda, training materials, or similar records governing the use of face recognition technology for immigration, law enforcement, or other purposes. Any memoranda of understanding between this agency and other agencies to share data, access remote systems or other forms of information sharing with external agencies.
• Training records: training material governing the use, sharing, or access to any related data related to or collected by the face recognition software/technology, including the legal standard that is required before using the technology. Documents, should they exist, about training for bias in the use of facial recognition technology.
• Use and function records: Materials that describe the function of the software considered or in use by this agency, including emails, handouts, PowerPoint presentations, advertisements, or specification documents.
• Validation and accuracy: Records, reports, audits, and other documents sufficient to describe validation, accuracy, reliability, and policy compliance of the system.

Please limit the search to records produced from January 1, 2017 – present. Please include in your search as responsive records: communications, memorandums, background papers, meeting minutes, email exchanges, or presentation materials. If your office has questions about this request, please feel free to direct them to the address associated with this request or call the MuckRock office at 617-299-1832.

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,

Freddy Martinez

Upload documents directly: https://https://www.muckrock.comhttps://www.muckrock.com/

Either the City does not possess the records, or pursuant to ORS 192.311(2)(b) is not the custodian of the records in your public records request.

The City now considers your request fulfilled and it will be closed.  Please note, messages on closed requests are not monitored.
Sincerely,
Tammi Weiss
Public Records Supervisor 503-823-9751 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