ARREST CONSORTIUM

Dhruv Mehrotra

Thank you for your interest in public records of the City of Spokane.  Your request has been received and is being processed.  Your request was received in this office on February 23, 2023 and given the reference number P001989-022323 for tracking purposes.
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Description of Records Requested: To Whom It May Concern:

Pursuant to the Washington Public Records Act, I hereby request the following records:

I am seeking records about COPLINK and the ARREST Consortium. Some of these records were once public on the ARREST Consortium website at arrest.spokanepolice.org, others are internal agency records. The records include:

- ARREST MOU
- ARREST User Access Request Form
- ARREST Access Request Policy
- Internal Memos and communications about Coplink Success Stories
- The Detect User Guide
- Active Agent User Guide
- Visualizer User Guide
- Incident Analyzer User Guide How to use the Analyzer component of Coplink.
- A3 Interface User Guide
- Case Folders User Guide
- A roster of individuals who completed a training to use COPLINK - the list should include the individuals department.
- Record of individuals with access to COPLINK - the list should include the individuals department.
- Coplink 4.0 Fast Track Sheet A quick start guide to using COPLINK 4.0
- COPLINK FAQS Frequently asked COPLINK Questions
- Emails, Internal Memos or Communications referencing COPLINK'S FACEMATCH
- Any power point presentation, Liason Tip, or training document about COPLINK
- Emails between COPLINK Law Enforcement Liason, Mike Widmer, as well any other COPLINK representative

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 5 business days, as the statute requires.

Sincerely,

Dhruv Mehrotra

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

Your request will be forwarded to the relevant City department(s) to locate the records you seek and to determine the volume and any costs associated with satisfying your request.  You will be contacted about the availability of the records in question.
You can monitor the progress of your request at the link below and you'll receive an email when your request has been completed.  Again, thank you for using the Spokane Records Center.
City of Spokane

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If you wish to submit a response, update an existing request, check the status of an already submitted request, or submit a new public records request, please do so by replying to this notification or go through your “My Request Center” account on the City’s public records request portal
In accordance with the Public Records Act (PRA), RCW 42.56.520, this message acknowledges receipt of your PRA request, received by the City of Spokane on February 23, 2023.  This request has been assigned tracking number P001989-022323.  Please use this number in any communications concerning this request.
Specifically, you requested: To Whom It May Concern:”

Pursuant to the Washington Public Records Act, I hereby request the following records:

I am seeking records about COPLINK and the ARREST Consortium. Some of these records were once public on the ARREST Consortium website at arrest.spokanepolice.org, others are internal agency records. The records include:

- ARREST MOU
- ARREST User Access Request Form
- ARREST Access Request Policy
- Internal Memos and communications about Coplink Success Stories
- The Detect User Guide
- Active Agent User Guide
- Visualizer User Guide
- Incident Analyzer User Guide How to use the Analyzer component of Coplink.
- A3 Interface User Guide
- Case Folders User Guide
- A roster of individuals who completed a training to use COPLINK - the list should include the individuals department.
- Record of individuals with access to COPLINK - the list should include the individuals department.
- Coplink 4.0 Fast Track Sheet A quick start guide to using COPLINK 4.0
- COPLINK FAQS Frequently asked COPLINK Questions
- Emails, Internal Memos or Communications referencing COPLINK'S FACEMATCH
- Any power point presentation, Liason Tip, or training document about COPLINK
- Emails between COPLINK Law Enforcement Liason, Mike Widmer, as well any other COPLINK representative

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 5 business days, as the statute requires.

Sincerely,

Dhruv Mehrotra

Upload documents directly: https://www.muckrock.com/
Our procedure is to locate records, review them for exemptions, and then prepare them for your inspection and/or copying.  The undersigned will be coordinating with other City departments in the collection and production of responsive records.
Your request has been forwarded to staff in the City's Police Department and Innovation and Technology Services Department (ITSD)for review and compiling of any responsive records.  We reasonably anticipate requiring until on or about March 17, 2023, to follow up with you on the stats of your request. If we are able to follow up with you in advance of this estimate, we will let you know.  Conversely, if City staff encounters a need to extend our estimate, we will advise accordingly.
Sincerely,
Sabrina Groves
Administrative Specialist

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If you wish to submit a response, update an existing request, check the status of an already submitted request, or submit a new public records request, please do so by replying to this notification or go through your “My Request Center” account on the City’s public records request portal (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HSVD4CrS9uFW2stupoI-2F3P-2FCR9v4w4dDGSabyWOuZGyK73EIPwhayp6yerTiw-2FMwyAatRlrvnO7ENj4b1rLl3GE-3DNqg7_dN85cf6j7f1LcJCnNAUB0PEsQAaLAZkOaugrLy24sRwsylTqlztcxuVKNmxx1RslgoTtntqOo-2FNdiT1Y8IhVp6wBJ3Dquw1ftXuo9Tp-2Bld60Cs0BFHzqndUFLHnwCObMI1TYFOki6evAc8sSgcFDYy6Gugc2ZXe9OMoC5UKY4xRnRForL2StNJqwvsqpVciVLlMz7RBz6Bdnu2pHFL2-2FnxOmWL-2FjTS24mCeLRqNcaqM3MR-2B-2B-2BV-2F3xR9-2BhUjlnUEZdvgDRiELf1rRJj8DfPKkX-2Fwsk5h8Ti7gUIWzgUrXq8TSNezQyPlBwMPvHop6q3Sv2NmGUtf-2B0QFE909TpHJerpM4GpXRYEm-2F7cWM-2BtZ9XAaVG9TyxawovtSsAu0zeLV2Ndcvkumf6qWnwRL80pm-2B0A-3D-3D)
This is a follow up to my March 3, 2023, message to you regarding your February 23, 2023, public records request assigned tracking number P001989-022323.

As was previously advised your request was forwarded to staff in the City's Police Department and Innovation and Technology Services Department (ITSD) for review and compiling of any responsive records.

The City’s ITSD staff performed a search for emails in the City’s Enterprise Vault system (email straoge system) based on the information provided in your request and utilizing the following parameters:

Search 1 – returned approximately 18 hits
Time Frame: 1/1/2000 - 2/23/2023
Keywords: (facematch AND coplink)

Search 2 – returned approximately 9 hits
Time Frame:1/1/2000 - 2/23/2023
Keywords: "Mike Widmer" OR "Widmer, Mike" OR "COPLINK Law Enforcement Liaison"

The emails will now need to be reviewed for responsiveness to your request and for any exempt information. You are welcome to modify the above search parameters. Please advise by March 24, 2023, if you are satisfied with the above searches and if not, provided modified search terms under which a new search can be performed. If we have not received confirmation or clarification from you by March 24, we will proceed with the reviewing the emails.

We reasonably anticipate requiring approximately 45 days, or until on or about May 1, 2023, to provide an installment for your request. We will follow up with you on or about that date regarding the status of your request. If responsive records become available in advance of this estimate, we will let you know. Conversely, if City staff encounters a need to extend our estimate, we will advise accordingly.
Sincerely,
Sabrina Groves
Administrative Specialist

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If you wish to submit a response, update an existing request, check the status of an already submitted request, or submit a new public records request, please do so by replying to this notification or go through your “My Request Center” account on the City’s public records request portal
This is a follow up to your March 20, 2023, message regarding your February 23, 2023, public records request assigned tracking number P001989-022323 wherein you state the following: Hello, thanks so much. This works for me. Just as a point of clarification though, were the emails the only responsive documents? Was the agency able to locate any of the other documents I was seeking. Best Upload documents directly: https://www.muckrock.com/
Police Department staff is still in the process of reviewing your request and searching for/compiling any responsive records besides emails. As advised under my March 17 message to you, we reasonably anticipate requiring until on or about May 1, 2023, to provide an installment for your request. We will follow up with you on or about that date regarding the status of your request. If responsive records become available in advance of this estimate, we will let you know. Conversely, if City staff encounters a need to extend our estimate, we will advise accordingly.
Sincerely,
Sabrina Groves
Administrative Specialist

--- Please respond above this line ---
If you wish to submit a response, update an existing request, check the status of an already submitted request, or submit a new public records request, please do so by replying to this notification or go through your “My Request Center” account on the City’s public records request portal
This is a follow up to my March 21, 2023, message to you regarding your February 23, 2023, public records request assigned tracking number P001989-022323.

This is also to acknowledge receipt of your April 30 message wherein you state the following:
To Whom It May Concern: I'm following up on the following Washington Public Records Act request, copied below, and originally submitted on Feb. 23, 2023. You had previously indicated that it would be completed on May 1, 2023. I wanted to check on the status of my request, and to see if there was a new estimated completion date. You had assigned it reference number #P001989-022323. Thanks for your help, and let me know if further clarification is needed. Upload documents directly: https://www.muckrock.com/

City Clerk’s Office staff is currently in the process of reviewing the records located by Police Department staff. Due to other work load and staff schedules, we were unable to provide you an installment by today’s date.

We reasonably anticipate requiring until on or about June 7, 2023, to provide an installment for your request. We will follow up with you on or about that date regarding the status of your request. If responsive records become available in advance of this estimate, we will let you know. Conversely, if City staff encounters a need to extend our estimate, we will advise accordingly.
Sincerely,
Sabrina Groves
Administrative Specialist

--- Please respond above this line ---
If you wish to submit a response, update an existing request, check the status of an already submitted request, or submit a new public records request, please do so by replying to this notification or go through your “My Request Center” account on the City’s public records request portal
This is a follow up to my May 1, 2023, message to you regarding your February 23, 2023, public records request assigned tracking number P001989-022323. This is to advise that staff is in the process of reviewing the compiled records for any exempt information.

Due to other work, staff schedules, and absences, we were unable to provide an installment for your request by today’s date.

We anticipate requiring until on or about July 25, 2023, to provide an installment for your request. We will follow up with you on or about that date regarding the status of your request. If responsive records become available in advance of this estimate, we will let you know. Conversely, if City staff encounters a need to extend our estimate, we will advise accordingly.
Sincerely,
Sabrina Groves
Administrative Specialist

--- Please respond above this line ---
If you wish to submit a response, update an existing request, check the status of an already submitted request, or submit a new public records request, please do so by replying to this notification or go through your “My Request Center” account on the City’s public records request portal
This is a follow up to my June 7, 2023, message to you regarding your February 23, 2023, public records request assigned tracking number P001989-022323.

This is to advise that a first installment of a responsive record is available by accessing your account via the My Request Center on the City’s public records request portal (GovQA).

Staff is currently in the process of reviewing the records located by Police Department staff. Per section 18 on page 9 of the contract being provided to you via your GovQA account, we are required to notify Forensic Logic LLC. of your public records request and provide them with the opportunity pursuant to RCW 42.56.540 (court protection of public records), to enjoin (stop) the City’s release of the responsive records. If no court ordered injunction is received from the company by the date prescribed to them, the records will be provided to you.

We reasonably anticipate requiring approximately 50 days, or until on or about September 13, 2023, to provide a next installment for your request. We will follow up with you on or about that date regarding the status of your request. If responsive records become available in advance of this estimate, we will let you know. Conversely, if City staff encounters a need to extend our estimate, we will advise accordingly.
Sincerely,
Sabrina Groves
Administrative Specialist

--- Please respond above this line ---
If you wish to submit a response, update an existing request, check the status of an already submitted request, or submit a new public records request, please do so by replying to this notification or go through your “My Request Center” account on the City’s public records request portal
This is a follow up to my July 25, 2023, message to you regarding your February 23, 2023, public records request assigned tracking number P001989-022323.

This is to advise that a second installment of responsive records is available by accessing your account via the My Request Center on the City’s public records request portal (GovQA).

This is to advise an additional record has been located by Police Department staff that pertains to your request, however, the record you are seeking includes a list of individuals. An appellate court decision, SEIU Healthcare 775 NW v. DSHS, 193 Wn. App. 377 (2016) holds that when a city receives a request for documents that includes a list of individuals, the City is required to determine whether the list will be used for “commercial purposes.” The case concluded that a requestor has a commercial purpose if the requestor intends to use the list for direct or indirect profit-making activity, regardless of whether the requestor intends to contact the individuals on the list or even if the individuals are personally affected by the release of the list or not. If the City has some indication that a requester intends to use a list of individuals for a commercial purpose, we are required to “investigate further” before we disclose that list.
Further, the SEIU case held that even an affirmation stating that any responsive records received for a request which include lists of individuals will not be used for commercial purposes, is not sufficient.  Instead, before we can release the records providing the requested information, we are required to obtain from you sufficient details as to what you intend to use the list for so that we can make an independent evaluation as to whether or not your purpose is commercial or not.

If you wish to obtain the record referenced above which includes a list of individuals, please fill out and return the Commercial Purpose Declaration which is available by accessing your account through the "My Request Center" on the City's public records request portal (GovQA). A determination will then be made as to whether your stated purpose regarding the use of the list(s) of individuals contained in any compiled responsive records is sufficient to allow for the release of this information. To avoid unnecessary delay in obtaining these specific responsive records for your request, please return the completed declaration at your earliest opportunity. We will follow up with you within five business days as to the validity of the stated purpose relating to your request. Upon determination that your completed declaration is valid, we anticipate providing these emails in your next installment.

Please provide the completed affidavit as soon as possible, but within 30 days of today’s date, or by October 13, 2023. If we have not heard back from you in this regard by that date, we will be unable to provide you with the record located that include a list of individuals.

Staff is still in the process of reviewing the records located by Police Department staff. Per section 18 on page 9 of the contract being provided to you via your GovQA account, we are required to notify Forensic Logic LLC. of your public records request and provide them with the opportunity pursuant to RCW 42.56.540 (court protection of public records), to enjoin (stop) the City’s release of the responsive records. If no court ordered injunction is received from the company by the date prescribed to them, the records will be provided to you.

We reasonably anticipate requiring approximately 50 days, or until on or about November 2, 2023, to provide a next installment for your request. We will follow up with you on or about that date regarding the status of your request. If responsive records become available in advance of this estimate, we will let you know. Conversely, if City staff encounters a need to extend our estimate, we will advise accordingly.
Sincerely,
Sabrina Groves
Administrative Specialist

--- Please respond above this line ---
If you wish to submit a response, update an existing request, check the status of an already submitted request, or submit a new public records request, please do so by replying to this notification or go through your “My Request Center” account on the City’s public records request portal (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HSVD4CrS9uFW2stupoI-2F3P-2FCR9v4w4dDGSabyWOuZGyK73EIPwhayp6yerTiw-2FMwyAatRlrvnO7ENj4b1rLl3GE-3DmWoO_dN85cf6j7f1LcJCnNAUB0PEsQAaLAZkOaugrLy24sRwsylTqlztcxuVKNmxx1RslgoTtntqOo-2FNdiT1Y8IhVpyyhthR8nLBqrf-2FrlYGO4sLPFaAafN0Yt-2F-2FCNYQLF7A-2BNr-2Bd5VMqUlCKwdD70pRYV8aQK8QqqLzEwlJ-2Bh8FjF1VPGdoKxbXsqUdvD1ymcZN-2BK8A1w75yvbRgMDd01Q5n-2BCashYEDwyqpj-2FphtIiI6-2BysIWvx2FFTBfcrdOorK02tre-2B2kAlafthvDWfMpKF0y7fROulWFXUeiwANY5NSarhFTJCoYDkZxofAwyCk4fNLTzP1fi8bB563rmp5JI7zq1kTduzuxpV5cvo-2BGX70z5-2FVyB2TWglX5EVUPTU7-2BSjkn86UqrZimFLQrFEXwPvRnQ-3D-3D)
This is a follow up to your September 14, 2023, message regarding your February 23, 2023, public records request assigned tracking number P001989-022323 wherein you state the following:
Hi Sabrina, As a reporter for the WIRED, a national technology publication, I qualify as a news media requester under federal records laws see 5 U.S.C. 552(a)(4)(A)(ii). Further, this request is being made for a journalistic purpose regarding a matter of public interest, See 5 U.S.C. § 552(a)(4)(A)(iii). Disclosure of information regarding this technology is likely to contribute significantly to public understanding of how police departments use Coplink. This request is not primarily in the commercial interest of myself or WIRED. Upload documents directly: https://www.muckrock.com/

The PRA expressly states that a government agency “shall not… give, sell or provide access to lists of individuals requested for commercial purposes….”  RCW 42.56.070(8).  This statutory language impliedly burdens an agency to investigate further a requestor’s purpose and intended use for records containing a list of individuals.  Absent statutory guidance, agencies are left to consider each request on a case-by-case basis, as well as other factors, such as the identity of the requestor, the nature of the records requested, and any other information available to the agency.

Agencies across the state may implement the requirements of the PRA differently.  Each agency bears its own liability for failure to comply with the PRA.  The language in RCW 42.56.070(8) is a clear prohibition on the release of lists of individuals for commercial purposes.  Therefore, it is the City’s position that requiring requestors complete the commercial purpose declaration satisfies the City’s obligation to investigate while also establishing a standard practice that can be applied to requestors.

Due to the above, we hope you are amenable to completing the declaration and returning the completed form at your earliest convenience.

As advised under my September 13 message to you, please provide the completed affidavit as soon as possible, or by October 13, 2023. If we have not received a completed and valid commercial purpose declaration from you by that date, we will be unable to release the record located that includes a list of individuals.

Further, Staff is still in the process of reviewing the records located by Police Department staff. Per section 18 on page 9 of the contract being provided to you via your GovQA account, we are required to notify Forensic Logic LLC. of your public records request and provide them with the opportunity pursuant to RCW 42.56.540 (court protection of public records), to enjoin (stop) the City’s release of the responsive records. If no court ordered injunction is received from the company by the date prescribed to them, the records will be provided to you.

We reasonably anticipate requiring until on or about November 2, 2023, to provide a next installment for your request. We will follow up with you on or about that date regarding the status of your request. If responsive records become available in advance of this estimate, we will let you know. Conversely, if City staff encounters a need to extend our estimate, we will advise accordingly.

Sincerely,

Sabrina Groves
Administrative Specialist

--- Please respond above this line ---
If you wish to submit a response, update an existing request, check the status of an already submitted request, or submit a new public records request, please do so by replying to this notification or go through your “My Request Center” account on the City’s public records request portal
This is a follow up to your September 19, 2023, message regarding your February 23, 2023, public records request assigned tracking number P001989-022323 wherein you state the following:
Hi Sabrina, Sorry for the confusion, I misread the previous emails - I am emailing you a filled out affidavit from my email address dhruv_mehrotra@wired.com as well. Attachments: https://cdn.muckrock.com/outbound_request_attachments/dmehrotra/141189/P001989_MehrotraCommerical_Purpose_Declaration.pdf Upload documents directly: https://www.muckrock.com/

We are in receipt of your signed and completed Commercial Purpose Declaration. Upon review, your declaration has been determined to be valid. As advised under my September 13 message to you, we will provide the record that includes a list of individuals with your next installment.

As stated under my September 18 message to you, staff is still in the process of reviewing the records located by Police Department staff. Per section 18 on page 9 of the contract being provided to you via your GovQA account, we are required to notify Forensic Logic LLC. of your public records request and provide them with the opportunity pursuant to RCW 42.56.540 (court protection of public records), to enjoin (stop) the City’s release of the responsive records. If no court ordered injunction is received from the company by the date prescribed to them, the records will be provided to you.

We reasonably anticipate requiring until on or about November 2, 2023, to provide a next installment for your request. We will follow up with you on or about that date regarding the status of your request. If responsive records become available in advance of this estimate, we will let you know. Conversely, if City staff encounters a need to extend our estimate, we will advise accordingly.

Sincerely,

Sabrina Groves
Administrative Specialist

--- Please respond above this line ---
If you wish to submit a response, update an existing request, check the status of an already submitted request, or submit a new public records request, please do so by replying to this notification or go through your “My Request Center” account on the City’s public records request portal
This is a follow up to my September 20, 2023, message to you regarding your February 23, 2023, public records request assigned tracking number P001989-022323.

This is also to acknowledge receipt of your October 31 message wherein you state the following:
To Whom It May Concern: I'm following up on the following Washington Public Records Act request, copied below, and originally submitted on Feb. 23, 2023. You previously indicated that it would be completed on Nov. 2, 2023. I wanted to let you know that I am still interested in the following documents, and to see if that date was still accurate. You had assigned it reference number #P001989-022323. Thanks for your help, and let me know if further clarification is needed. Upload documents directly: https://www.muckrock.com/

This is to advise that a third and final installment of responsive records are available by accessing your account via the My Request Center on the City’s public records request portal (GovQA).

Some of the information in the provided records has been determined to be exempt from disclosure and that information has been redacted. An exemption log accompanies the records explaining the exempt information and the reasons and statutes relied upon for withholding the information.

In accordance with Section 6.5 of the City’s Public Records Request policy, if you wish to appeal a determination to withhold information, you may petition in writing or by email to the City Clerk’s Office for a review of the determination within sixty (60) days of the denial of access.  Please include a copy of, or reasonably identify, the part of the response to which you object.  Your petition will be forwarded to the Hearing Examiner, who will consider the petition and either affirm or reverse the determination within ten (10) business days following the City’s receipt of the petition, or within such greater period of time as the City and the requestor mutually agree to. You may obtain a court review of the denial of your request pursuant to RCW 42.56.520 at the conclusion of the two business days after the initial denial, regardless of any internal administrative review.  The complete Public Records Request Policy may be accessed at the following website: https://my.spokanecity.org/administrative/public-records/.

This request is now concluded and closed. If you feel we have overlooked anything in responding to your request or if we may be of further assistance, please advise.

Sincerely,

Sabrina Groves
Administrative Specialist