Tennessee - Record Layout of Traffic Stop Data

Peninsula Press filed this request with the Tennessee Department of Safety and Homeland Security of Tennessee.
Status
Completed

Communications

From: MuckRock News

To Whom It May Concern:

Pursuant to Tennessee's Public Records Act, I hereby request the following records:

The record layout (the format of a data record, which includes the name, type and size of each field in the record) or data dictionary for Tennessee records of traffic stops made on your roads. (What are all the data points you collect and keep record of when traffic stops are made?)

The requested data will be analyzed, eventually be made available to the general public and be used for editorial purposes. This request is not being made for commercial purposes. We kindly ask the request be filled electronically — via Excel or another database format.

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 fees cannot be waived, 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 7 business days, as the statute requires.

Sincerely,

Carlton Purvis

From: Open Records

This email serves as a written denial to your public records request. This office does not maintain the records that you are seeking. Additionally, this office does not serve as a clearing house for all public records requests made in Tennessee. It appears that you will need to make your request to the Department of Safety and Homeland Security<http://tn.gov/safety/section/thp>, Ms. Dalya Qualls (dalya.j.qualls@tn.gov<mailto:dalya.j.qualls@tn.gov> ).

The Tennessee Open Records Act provides the right of inspection to Tennessee citizens; I note your return address is in Massachusetts. The custodian of the records requested will have the right to request from you proof of Tennessee citizenship. TCA Section 10-7-503(a)(7)(A) states:
The records custodian may also require any citizen making a request to view a public record or to make a copy of a public record to present a photo identification, if the person possesses a photo identification, issued by a governmental entity, that includes the person's address. If a person does not possess a photo identification, the records custodian may require other forms of identification acceptable to the records custodian.

Please let me know if you have any questions.

Ann V. Butterworth
Open Records Counsel

Sent from work iPhone

From: MuckRock

To Whom It May Concern:

Pursuant to Tennessee's Public Records Act, I hereby request the following records:

The record layout (the format of a data record, which includes the name, type and size of each field in the record) or data dictionary for Tennessee records of traffic stops made on your roads. (What are all the data points you collect and keep record of when traffic stops are made?)

The requested data will be analyzed, eventually be made available to the general public and be used for editorial purposes. This request is not being made for commercial purposes. We kindly ask the request be filled electronically — via Excel or another database format.

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 fees cannot be waived, 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 7 business days, as the statute requires.

Sincerely,

Carlton Purvis

From: MuckRock

To Whom It May Concern:

Pursuant to Tennessee's Public Records Act, I hereby request the following records:

The record layout (the format of a data record, which includes the name, type and size of each field in the record) or data dictionary for Tennessee records of traffic stops made on your roads. (What are all the data points you collect and keep record of when traffic stops are made?)

The requested data will be analyzed, eventually be made available to the general public and be used for editorial purposes. This request is not being made for commercial purposes. We kindly ask the request be filled electronically — via Excel or another database format.

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 fees cannot be waived, 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 7 business days, as the statute requires.

Sincerely,

Carlton Purvis

From: MuckRock

To Whom It May Concern:

The FOIA request copied below was initially submitted to your office on October 20, 2015. As of today, it has not received any acknowledgement. Confirmation of receipt and an estimated date of completion would be greatly appreciated.

Thank you.

From: MuckRock

To Whom It May Concern:

Pursuant to Tennessee's Public Records Act, I hereby request the following records:

The record layout (the format of a data record, which includes the name, type and size of each field in the record) or data dictionary for Tennessee records of traffic stops made on your roads. (What are all the data points you collect and keep record of when traffic stops are made?)

The requested data will be analyzed, eventually be made available to the general public and be used for editorial purposes. This request is not being made for commercial purposes. We kindly ask the request be filled electronically — via Excel or another database format.

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 fees cannot be waived, 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 7 business days, as the statute requires.

Sincerely,

Carlton Purvis

From: MuckRock

To Whom It May Concern:

The FOIA request copied below was initially submitted to your office on January 11, 2016. As of today, it has not received any acknowledgement. Confirmation of receipt and an estimated date of completion would be greatly appreciated.

Thank you.

From: Tennessee Department of Safety and Homeland Security

A fix is required to perfect the request.

From: MuckRock

To Whom It May Concern:

Please find attached the necessary identification for this request made by Carlton Purvis, a resident of Tennessee. Please inform us if any further clarification is necessary.

Thank you.

From: Vignesh Ramachandran

Good Afternoon: In response to Ms. Jenny Taylor's March 24, 2016 letter, we would like to clarify our request.

Ms. Taylor's question: "Please clarify whether you are requesting a copy of any specific records of particular traffic stops and whether the records are requested for any specific time period?"

To clarify, yes, we are seeking an electronic data dump of all of Tennessee's traffic stop records made in the last ten (10) years, if available. We are seeking all fields in a database format, including race information, but minus any personally identifiable information like personal addresses or phone numbers. We can accept the data in Excel, SQL or any other database format.

We hope this clarifies the request. Thank you for your time.

From: Jenny C.Taylor

Please find attached correspondence related to your open records request.

Sincerely,

[cid:image002.png@01D0ACE3.75C569D0]
Jenny Taylor | Staff Attorney
Legal Division
Tennessee Tower, 25th Floor
Nashville, TN 37243
p. 615-687-2410
Jenny.C.Taylor@tn.gov<mailto:Jenny.C.Taylor@tn.gov>
tn.gov/safety

This e-mail message and any attachment contain information that may be legally privileged and confidential from the Legal Office of the Department of Safety. If you are not the intended recipient, you must not review, transmit,convert to hard copy, use or disseminate this e-mail or any attachments to it. If you have received this email in error, please immediately notify us by return e-mail or by telephone at 615-251-5296 and delete this message. Receipt by anyone other than the intended recipient is not a waiver of the attorney- client or work product privilege.

From: MuckRock

Hello Ms. Taylor,

Could you please verify that the following response sent in response to your letter was appropriately received? The appropriate email address for this request is: requests@muckrock.com.

Thank you.
---------------

"Good Afternoon: In response to Ms. Jenny Taylor's March 24, 2016 letter, we would like to clarify our request.

Ms. Taylor's question: "Please clarify whether you are requesting a copy of any specific records of particular traffic stops and whether the records are requested for any specific time period?"

To clarify, yes, we are seeking an electronic data dump of all of Tennessee's traffic stop records made in the last ten (10) years, if available. We are seeking all fields in a database format, including race information, but minus any personally identifiable information like personal addresses or phone numbers. We can accept the data in Excel, SQL or any other database format.

We hope this clarifies the request. Thank you for your time."

From: Tennessee Department of Safety and Homeland Security

A fix is required to perfect the request.

From: Jenny C.Taylor

Your clarification email was received by the Tennessee Department of Safety and Homeland Security on March 24, 2016. However, I noticed that Mr. Carlton Purvis not included on this request. Please advise whether Mr. Purvis is the requestor of this information? If so, we already have Mr. Purvis’s information on file so that will not be needed.

Sincerely,

[cid:image002.png@01D0ACE3.75C569D0]
Jenny Taylor | Staff Attorney
Legal Division
Tennessee Tower, 25th Floor
Nashville, TN 37243
p. 615-687-2410
Jenny.C.Taylor@tn.gov<mailto:Jenny.C.Taylor@tn.gov>
tn.gov/safety

This e-mail message and any attachment contain information that may be legally privileged and confidential from the Legal Office of the Department of Safety. If you are not the intended recipient, you must not review, transmit,convert to hard copy, use or disseminate this e-mail or any attachments to it. If you have received this email in error, please immediately notify us by return e-mail or by telephone at 615-251-5296 and delete this message. Receipt by anyone other than the intended recipient is not a waiver of the attorney- client or work product privilege.

From: MuckRock

Hello Ms. Taylor,

Carlton Purvis is making this request via MuckRock.

Thank you.

From: Tennessee Department of Safety and Homeland Security

An interim response, stating the request is being processed.

From: Jenny C.Taylor

Dear Sir/Madam:

Please find attached a letter related to your open records request. Please contact me if you have any questions.

Sincerely,

[cid:image002.png@01D0ACE3.75C569D0]
Jenny Taylor | Staff Attorney
Legal Division
Tennessee Tower, 25th Floor
Nashville, TN 37243
p. 615-687-2410
Jenny.C.Taylor@tn.gov<mailto:Jenny.C.Taylor@tn.gov>
tn.gov/safety

This e-mail message and any attachment contain information that may be legally privileged and confidential from the Legal Office of the Department of Safety. If you are not the intended recipient, you must not review, transmit,convert to hard copy, use or disseminate this e-mail or any attachments to it. If you have received this email in error, please immediately notify us by return e-mail or by telephone at 615-251-5296 and delete this message. Receipt by anyone other than the intended recipient is not a waiver of the attorney- client or work product privilege.

From: Jenny C.Taylor

Please find attached correspondence related to your request. I have also sent a hard copy of this correspondence to Dept. MR 19741, 411A Highland Ave., Somerville, MA 02144-2516

Sincerely,

[cid:image002.png@01D0ACE3.75C569D0]
Jenny Taylor | Staff Attorney
Legal Division
Tennessee Tower, 25th Floor
Nashville, TN 37243
p. 615-687-2410
Jenny.C.Taylor@tn.gov<mailto:Jenny.C.Taylor@tn.gov>
tn.gov/safety

This e-mail message and any attachment contain information that may be legally privileged and confidential from the Legal Office of the Department of Safety. If you are not the intended recipient, you must not review, transmit,convert to hard copy, use or disseminate this e-mail or any attachments to it. If you have received this email in error, please immediately notify us by return e-mail or by telephone at 615-251-5296 and delete this message. Receipt by anyone other than the intended recipient is not a waiver of the attorney- client or work product privilege.

From: Tennessee Department of Safety and Homeland Security

An interim response, stating the request is being processed.

From: MuckRock

Hi there,

Thank you so much for your letter. As the materials continue to be processed, could you indicate whether Tennessee collects race information in its traffic stop data or not?

Thanks!

From: Jenny C.Taylor

Yes the information will include race data.

[cid:image002.png@01D0ACE3.75C569D0]
Jenny Taylor | Staff Attorney
Legal Division
Tennessee Tower, 25th Floor
Nashville, TN 37243
p. 615-687-2410
Jenny.C.Taylor@tn.gov<mailto:Jenny.C.Taylor@tn.gov>
tn.gov/safety

This e-mail message and any attachment contain information that may be legally privileged and confidential from the Legal Office of the Department of Safety. If you are not the intended recipient, you must not review, transmit,convert to hard copy, use or disseminate this e-mail or any attachments to it. If you have received this email in error, please immediately notify us by return e-mail or by telephone at 615-251-5296 and delete this message. Receipt by anyone other than the intended recipient is not a waiver of the attorney- client or work product privilege.

From: Jenny C.Taylor

Please find attached correspondence related to your request.

Sincerely,

[cid:image002.png@01D0ACE3.75C569D0]
Jenny Taylor | Staff Attorney
Legal Division
Tennessee Tower, 25th Floor
Nashville, TN 37243
p. 615-687-2410
Jenny.C.Taylor@tn.gov<mailto:Jenny.C.Taylor@tn.gov>
tn.gov/safety

This e-mail message and any attachment contain information that may be legally privileged and confidential from the Legal Office of the Department of Safety. If you are not the intended recipient, you must not review, transmit,convert to hard copy, use or disseminate this e-mail or any attachments to it. If you have received this email in error, please immediately notify us by return e-mail or by telephone at 615-251-5296 and delete this message. Receipt by anyone other than the intended recipient is not a waiver of the attorney- client or work product privilege.

From: Tennessee Department of Safety and Homeland Security

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: MuckRock

Hi there,

Thank you so much for your estimate. We're wondering: how does Tennessee use its traffic stop data for analysis since it appears there is currently no system in place? If the state does analyze its data then we are happy to accept it in that same form. If this format is available, an updated cost estimate would be greatly appreciated.

Thank you!

From: Jenny C.Taylor

So sorry for the delay in a response. I am reviewing your request and will let you know something soon.

Sincerely,

[cid:image002.png@01D0ACE3.75C569D0]
Jenny Taylor | Staff Attorney
Legal Division
Tennessee Tower, 25th Floor
Nashville, TN 37243
p. 615-687-2410
Jenny.C.Taylor@tn.gov<mailto:Jenny.C.Taylor@tn.gov>
tn.gov/safety

This e-mail message and any attachment contain information that may be legally privileged and confidential from the Legal Office of the Department of Safety. If you are not the intended recipient, you must not review, transmit,convert to hard copy, use or disseminate this e-mail or any attachments to it. If you have received this email in error, please immediately notify us by return e-mail or by telephone at 615-251-5296 and delete this message. Receipt by anyone other than the intended recipient is not a waiver of the attorney- client or work product privilege.

From: Jenny C.Taylor

Dear Sir/Madam:

I have reviewed and am working on pulling some information that is responsive to your request. I will update you shortly regarding a new estimate of costs related to the request.

Sincerely,

[cid:image002.png@01D0ACE3.75C569D0]
Jenny Taylor | Staff Attorney
Legal Division
Tennessee Tower, 25th Floor
Nashville, TN 37243
p. 615-687-2410
Jenny.C.Taylor@tn.gov<mailto:Jenny.C.Taylor@tn.gov>
tn.gov/safety

This e-mail message and any attachment contain information that may be legally privileged and confidential from the Legal Office of the Department of Safety. If you are not the intended recipient, you must not review, transmit,convert to hard copy, use or disseminate this e-mail or any attachments to it. If you have received this email in error, please immediately notify us by return e-mail or by telephone at 615-251-5296 and delete this message. Receipt by anyone other than the intended recipient is not a waiver of the attorney- client or work product privilege.

From: Jenny C.Taylor

Dear Sir/Madam:

Please find attached correspondence related to your request.

Sincerely,

[cid:image002.png@01D0ACE3.75C569D0]
Jenny Taylor | Staff Attorney
Legal Division
Tennessee Tower, 25th Floor
Nashville, TN 37243
p. 615-687-2410
Jenny.C.Taylor@tn.gov<mailto:Jenny.C.Taylor@tn.gov>
tn.gov/safety

This e-mail message and any attachment contain information that may be legally privileged and confidential from the Legal Office of the Department of Safety. If you are not the intended recipient, you must not review, transmit,convert to hard copy, use or disseminate this e-mail or any attachments to it. If you have received this email in error, please immediately notify us by return e-mail or by telephone at 615-251-5296 and delete this message. Receipt by anyone other than the intended recipient is not a waiver of the attorney- client or work product privilege.

From: Tennessee Department of Safety and Homeland Security

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: Vignesh Ramachandran

Good Afternoon --

Thank you for the updated fee estimate. Do you have a breakdown of costs associated with the $442 fee? We are just trying to understand the fee total.

Thank you!

From: Jenny C.Taylor

Please find attached correspondence in response to your inquiry.

Sincerely,

[cid:image002.png@01D0ACE3.75C569D0]
Jenny Taylor | Staff Attorney
Legal Division
Tennessee Tower, 25th Floor
Nashville, TN 37243
p. 615-687-2410
Jenny.C.Taylor@tn.gov<mailto:Jenny.C.Taylor@tn.gov>
tn.gov/safety

This e-mail message and any attachment contain information that may be legally privileged and confidential from the Legal Office of the Department of Safety. If you are not the intended recipient, you must not review, transmit,convert to hard copy, use or disseminate this e-mail or any attachments to it. If you have received this email in error, please immediately notify us by return e-mail or by telephone at 615-251-5296 and delete this message. Receipt by anyone other than the intended recipient is not a waiver of the attorney- client or work product privilege.

From: Tennessee Department of Safety and Homeland Security

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: Vignesh Ramachandran

Dear Ms. Taylor,

Thanks for the further explanation. At this time, we would like to please proceed with moving forward with the data request at the amount of $442. Please let us know how this payment can be made (whether you accept credit card or only money order) and where it should be sent.

Thank you.

From: Jenny C.Taylor

Please send half of the estimated processing costs, $221.00, and then you will be required to send the final payment when the processing of your request is complete. Payment may be sent to Tennessee Department of Safety and Homeland Security, Legal Office, Attn: Attorney Jenny Taylor, 1150 Foster Avenue, Nashville, TN 37243.

Sincerely,

[cid:image002.png@01D0ACE3.75C569D0]
Jenny Taylor | Staff Attorney
Legal Division
Tennessee Tower, 25th Floor
Nashville, TN 37243
p. 615-687-2410
Jenny.C.Taylor@tn.gov<mailto:Jenny.C.Taylor@tn.gov>
tn.gov/safety

This e-mail message and any attachment contain information that may be legally privileged and confidential from the Legal Office of the Department of Safety. If you are not the intended recipient, you must not review, transmit,convert to hard copy, use or disseminate this e-mail or any attachments to it. If you have received this email in error, please immediately notify us by return e-mail or by telephone at 615-251-5296 and delete this message. Receipt by anyone other than the intended recipient is not a waiver of the attorney- client or work product privilege.

From: Vignesh Ramachandran

Dear Ms. Taylor -- The $221 half payment has been sent in the mail today.
Thank you.

From: Vignesh Ramachandran

Dear Ms. Taylor -- Hope all is well. We are just following up regarding the status of our request and if you received our payment last month.
Thank you.

From: Kyle Turner

Please see the attached document with regard to your open records request.
Thanks,

Kyle

[cid:image002.png@01D0ACE3.75C569D0]
Kyle Turner | Legislative Liaison/Staff Attorney
Commissioner Purkey's Office
Tennessee Tower, 25th Floor
312 Rosa L. Parks Avenue, Nashville, TN 37243
p. 615-251-5199 c. 615-393-4491
Kyle.Turner@tn.gov<mailto:Kyle.Turner@tn.gov>
tn.gov/safety

From: Tennessee Department of Safety and Homeland Security

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: Vignesh Ramachandran

Hi Mr. Turner and Ms. Taylor - We have sent the second half of the fee payment in the mail today.
Thank you.

From: Kyle Turner

Thank you. We will let you know when we have received the payment.

Kyle.

[cid:image002.png@01D0ACE3.75C569D0]
Kyle Turner | Legislative Liaison/Staff Attorney
Commissioner Purkey’s Office
Tennessee Tower, 25th Floor
312 Rosa L. Parks Avenue, Nashville, TN 37243
p. 615-251-5199 c. 615-393-4491
Kyle.Turner@tn.gov<mailto:Kyle.Turner@tn.gov>
tn.gov/safety

From: Kyle Turner

Mr. Purvis, I wanted to write and let you know that we received the final payment from Stanford University for your records request. However, the file you are requesting is too large to send via email and we requested that you provide us with contact information (Name and email address) of an individual designated to access the requested files through our Secure File Transfer Protocol portal.

Please provide this information at your earliest convenience and we will be able to complete this records request.

I am attaching our last correspondence for your reference.

Please feel free to give me a call if you have any questions.

Kyle.

[cid:image002.png@01D0ACE3.75C569D0]
Kyle Turner | Staff Attorney
Commissioner Purkey's Office
Tennessee Tower, 25th Floor
312 Rosa L. Parks Avenue, Nashville, TN 37243
p. 615-251-5123 c. 615-393-4491
Kyle.Turner@tn.gov<mailto:Kyle.Turner@tn.gov>
tn.gov/safety

From: Vignesh Ramachandran

Thank you Kyle.

You can send via SFTP to Vignesh Ramachandran at vram@stanford.edu

From: Vignesh Ramachandran

Thank you for providing the data via SFTP. To ensure we are accurately interpreting the data, we had a few questions:

1.) Just confirming that the data provided state patrol stops only?
2.) Can we confirm that any data on whether the subject was searched, whether contraband was found, or whether the subject was arrested is not available?
3.) Is it true that all records provided refer to citations? No warnings or other outcomes?
4.) Is there a mapping from county code to county name? It looks like it's alphabetical but we wanted to confirm.
5.) What does the 'AREA_CDE' field refer to exactly? It says 'area of Tennessee', but they are not contained by county.
6.) Is there a mapping for the race codes? We see [A,B,C,H,I,O,W] , probably [asian,black,??,hispanic,native american,other,white] but want to confirm for full accuracy?
7.) Is there a mapping for the violation codes?

Thank you for providing us this information so we can accurately understand and convey this data.

From: Vignesh Ramachandran

Dear Mr. Turner -- We are following up regarding our inquiry sent on Nov. 11, 2016. Pursuant to Tennessee's Public Records Act, we are seeking clarification on the questions noted below:

1.) Just confirming that the data provided state patrol stops only?
2.) Can we confirm that any data on whether the subject was searched, whether contraband was found, or whether the subject was arrested is not available?
3.) Is it true that all records provided refer to citations? No warnings or other outcomes?
4.) Is there a mapping from county code to county name? It looks like it's alphabetical but we wanted to confirm.
5.) What does the 'AREA_CDE' field refer to exactly? It says 'area of Tennessee', but they are not contained by county.
6.) Is there a mapping for the race codes? We see [A,B,C,H,I,O,W] , probably [asian,black,??,hispanic,native american,other,white] but want to confirm for full accuracy?
7.) Is there a mapping for the violation codes?

Thank you for providing us this information so we can accurately understand and convey this data.

From: MuckRock

Hi Kyle,

Just wanted to check whether you received these follow-up questions. Let me know if there's somewhere else we should send them.

Thanks so much,
Beryl, MuckRock
---------------------

Dear Mr. Turner -- We are following up regarding our inquiry sent on Nov. 11, 2016. Pursuant to Tennessee's Public Records Act, we are seeking clarification on the questions noted below:

1.) Just confirming that the data provided state patrol stops only?
2.) Can we confirm that any data on whether the subject was searched, whether contraband was found, or whether the subject was arrested is not available?
3.) Is it true that all records provided refer to citations? No warnings or other outcomes?
4.) Is there a mapping from county code to county name? It looks like it's alphabetical but we wanted to confirm.
5.) What does the 'AREA_CDE' field refer to exactly? It says 'area of Tennessee', but they are not contained by county.
6.) Is there a mapping for the race codes? We see [A,B,C,H,I,O,W] , probably [asian,black,??,hispanic,native american,other,white] but want to confirm for full accuracy?
7.) Is there a mapping for the violation codes?

Thank you for providing us this information so we can accurately understand and convey this data.

From: Kyle Turner

Beryl, please see my answers below in red. Also, two documents are attached that correspond to questions 6 and 7 respectively.

Please forgive the length of time it took to get you these answers. This data was compiled a while ago by some employees who are no longer with the state. I wanted to make sure I was able to get the best answers to you.
Thanks,

Kyle.

[cid:image002.png@01D0ACE3.75C569D0]
Kyle Turner | Staff Attorney
Commissioner Purkey’s Office
Tennessee Tower, 25th Floor
312 Rosa L. Parks Avenue, Nashville, TN 37243
p. 615-251-5123 c. 615-393-4491
Kyle.Turner@tn.gov<mailto:Kyle.Turner@tn.gov>
tn.gov/safety

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