4-200 Equipment and Supplies
4-201 EQUIPMENT & SUPPLY RESPONSIBILITY (08/13/02)
The Operations Development Unit shall have overall responsibility for MPD Stores. MPD Stores is responsible for:
- Ordering supplies and maintaining inventory;
- Distribution of supplies and equipment;
- Ordering and supplying facility keys (Commanders are responsible for issuing and controlling keys within their command);
- Requests for department-issued radios, cell phones and pagers;
- Evaluating requests for repairs or replacement of department-issued equipment and/or supplies.
Commanders shall be responsible for their respective inventories. The Chief’s Administrative Assistant shall be responsible for the items assigned to the administrative offices. Whenever the following conditions occur, MPD Finance shall be notified using the Inventory Transfer Form (MP-8000):
- When equipment is physically moved from one precinct, unit or division to another;
- When new or used equipment is received as either a donation or gift;
- When there is a change in the physical inventory requiring alterations of records.
Precincts, units or divisions wishing to dispose of equipment that no longer meets their needs shall refer to the City’s intranet site at http://insite/policies/index.html and refer to “Procedure for Disposal of Surplus Equipment” listed under “Policies Maintained by Contract Management.” **Note: The preceding link only works internally from the MPD’s intranet site.
In addition, commanders are to provide MPD Finance with a written explanation of any items listed on an inventory, but not located at the time of a physical inventory.
4-201.01 MARKING EQUIPMENT (07/19/07)
All MPD purchased equipment shall be marked with the full Minneapolis Police designation before issue/use. Markings may include Mpls Police or MPD, if space or design of the equipment does not permit full Department lettering. MPD Stores will provide uniform markings and advise units of the best marking for equipment type. If equipment is purchased/shipped directly to a unit, the commander shall ensure that the items are brought to MPD Stores for Department marking before use. This directive does not apply to standard ‘police’ labeled clothing.
4-202 EQUIPMENT – EMPLOYEE RESPONSIBILITY (08/13/02)
All employees are responsible for the department equipment they use. When an employee transfers from an assignment that issues individually-assigned equipment to an assignment that does not issue individually-assigned equipment, they shall return the equipment to MPD Stores. Any misuse or unauthorized use of City property or supplies shall constitute a violation of this policy.
4-203 REQUEST FOR EQUIPMENT, SUPPLIES OR SERVICES (08/13/02)
A Supply Requisition form (MPD-4022) or electronic request form from authorized personnel is required when ordering supplies and shall be signed by the commander or his/her designee. A Supply Order Authorization form (MP-8860) must be on file with MPD Stores listing all authorized personnel.
Requests for budget-approved equipment shall be submitted on an Equipment Request Form (MP- 2601, and shall be forwarded to MPD Finance for budget review. Form MP-2601 can be found on the MPD Net under “MPD Forms.” MPD Finance will then forward the form to the Deputy Chief of the Central Services Bureau for approval.
The Business Technology Unit (BTU) is responsible for evaluating all requests for technology equipment, i.e., computers, printers, software, etc. For budget-approved technology equipment, the Equipment Request Form must first be forwarded to the BTU supervisor for signature.
If a commander believes that a need for furniture or equipment is urgent and cannot wait for inclusion in the next year’s budget cycle, a letter documenting the request shall be directed to the Deputy Chief of the Central Services Bureau along with a completed Equipment Request Form.
When requesting telephone service, equipment, repair, etc., approval shall be obtained from the Manager of the Administrative Services Division, who will then make the request through the ITS Action Center.
4-204 REQUEST FOR EQUIPMENT – PORTABLE RADIOS (08/13/02)
Sworn personnel and authorized civilian personnel assigned to the following units or divisions will be issued individual radios. The radio assignment is permanent as long as the individual is assigned to any of the following authorized units or divisions. Care and maintenance of the radio is the responsibility of the individual.
Authorized Units and Divisions:
Precinct Patrol, Community Response Teams, School Programs, Repeat Offender Program, OCU, CCP/SAFE, Public Housing and/or other units designated by the Deputy Chief of the Central Services Bureau.
Procedures for Radio Assignment:
Any employee not currently assigned a radio, who transfers to an assignment that is authorized a permanently-assigned radio, will requisition the radio from MPD Stores. Authorization will be verified.
Lost, stolen, or damaged radios require a CAPRS report and a supervisor be notified of the incident. A copy of the CAPRS report is required by MPD Stores to obtain a replacement radio. The lost, stolen, or damaged status is indicated on the original Equipment Issued/Returned form and is maintained by MPD Stores.
When transferring to an assignment that does not authorize individual radio assignment, it is the employee’s responsibility to ensure that the radio is returned to MPD Stores. The Equipment Issued/Returned form must be signed for inventory tracking purposes.
If a radio is lost, stolen or damaged during hours when MPD Stores is closed, it is a supervisory responsibility to provide an internally-assigned radio as a temporary replacement until a permanent replacement can be made, i.e., the precinct Investigations Unit.
4-205 REQUESTS FOR REALLOCATION OF SPACE (08/13/02)
Commanders desiring a reallocation of space within a police facility not solely under their command shall forward a written request to the Deputy Chief of the Central Services Bureau.
4-206 REPAIR OF FURNITURE AND EQUIPMENT (08/13/02)
MPD personnel shall promptly report the need for repairs of any MPD-owned equipment to their commander for action. A note describing the exact nature of the problem, with samples if appropriate, shall be attached to the item needing repair.
Repairs or service to MPD-occupied buildings and offices should be made by completing a Work Order (PW-5401) and forwarding it to MPD Finance.
4-207 INVENTORY OF SPECIAL ITEMS (08/13/02)
A log shall be kept at each precinct, unit or division that is assigned radios, shotguns or pagers.
Commanders shall ensure that any special equipment assigned to their command is inventoried at least annually or whenever needs dictate.
4-208 LOST/STOLEN/DAMAGED CITY PROPERTY AND RECOVERY (08/13/02)
Employees shall notify their supervisor of the loss, recovery, or damage of City-owned property. The ensuing investigation is the responsibility of the respective commander. It is the employee’s responsibility to ensure that a CAPRS report is completed. City-owned equipment that is lost during an officer’s response to an incident or crime should be reported as “LOSTPR” in the CAPRS report. Items misplaced shall be reported as a “MYSDIS” in a CAPRS report. A copy of the report shall be attached to a completed Inventory Record Change Form (MP-8001) and forwarded immediately to MPD Stores.
If property is recovered, the respective commander shall ensure that a Supplementary Report in CAPRS is completed and forwarded to MPD Stores. If the property is to be used as evidence in a criminal case, it shall be inventoried in the Property and Evidence Unit.
4-209 MPD ISSUED/RETURNED EQUIPMENT (08/13/02)
City-owned equipment that is individually issued to employees during their employment with the MPD shall be returned to MPD Stores upon termination of employment. Such items include, but are not limited to, badges, pagers, cell phones, keys, identification cards, etc. (04/14/04)
4-210 REIMBURSEMENT FOR DAMAGED PROPERTY OR EQUIPMENT (08/13/02)
Reimbursement is not normally granted under the following circumstances:
- For property or equipment lost or stolen;
- For damage caused by employee negligence;
- For damage or loss to jewelry other than watches (watches up to $100.00);
- For personal property not previously approved for official use by a precinct or division commander; (09/10/03)
- To the extent that the employee may be entitled to reimbursement from other sources;
- When the employee does not file a claim within 30 working days;
- When the employee’s claim is denied for other reasons.
Reimbursement is not granted for uniform alterations.
4-211 INITIATING A REIMBURSEMENT CLAIM (08/13/02)
- Document the incident and damage to the item in the related CAPRS report or via written memo including a detailed description of the activity during the incident and the cause of the damage. Attach reports and statements relating to the incident including your full name, assignment and badge number.
- Attach original copies of payment or repair receipts (credit card, cash or check receipts). Receipts shall only reflect items claimed.
- The item(s) shall be inspected by the employee’s commander or his/her designee, and a written statement from the commander or his/her designee describing the damage shall be included as part of the claim. During the claims process, damaged items may be requested for examination at any time.
- Forward all claim documentation to Police Administration, Attention: Claims, Room 130, City Hall within 30 calendar days of the incident. If the Bureau Head or his/her designee approves the claim, it shall be forwarded to the MPD Finance Department for reimbursement.
- If no reimbursement is granted, a memo of explanation will be sent to the claimant.
4-212 PROFESSIONAL ASSOCIATION REIMBURSEMENT (08/13/02)
It is the MPD’s policy to permit memberships in professional, technical or special interest associations whose materials, services or activities benefit police services. To provide the broadest utilization of membership benefits, the MPD will:
- Pay for organization/agency memberships with Bureau Head approval;
- Reimburse individual memberships when such membership is more economical and efficient than organizational membership;
- Pay for an individual membership if organizational membership is not available;
- Pay for only one individual membership per association per unit, unless approved in writing by a Bureau Head or the Chief of Police;
- Terminate payment or reimbursement if an employee is transferred from the unit covered by the membership, unless continued membership of the individual is approved in writing by a Bureau Head or the Chief of Police.
4-213 USE OF DEPARTMENT TELEPHONES (08/13/02)
All MPD communications equipment is primarily intended for MPD business. Telephone lines may be monitored and/or recorded. Abuse of MPD communications equipment is subject to disciplinary action. For further reference, see the City’s cell phone policy.
Incoming telephone calls shall be answered as promptly as possible. When answering the telephone, employees shall identify themselves and their units by name. Employees shall be courteous and make every attempt to supply assistance or refer the caller to the proper person. **Note: The preceding link only works internally from the MPD’s intranet site.
4-213.01 LONG DISTANCE CALLS (08/13/02)
Commanders are responsible for verifying all long distance calls charged to the telephones in their command. The employee shall pay personal call charges.
4-214 STANDARD FORMS (08/13/02)
Forms not available on the MPD’s intranet site (MPD Net) may be ordered from MPD Stores on a Supply Requisition form (MPD-4022). All applicable information must be completed on the requisition form.
4-215 REQUESTS FOR NEW FORMS, REVISIONS AND PRINTING (08/13/02)
Requests for creating new forms and/or form revisions shall be made through the Operations Development Unit. After a review is completed, the requester shall be referred to either the City’s forms vendor or the Operations Development Unit.
Requests for printing at the City’s Copy Center must be signed by an MPD supervisor with the appropriate funding source noted.
4-216 BUSINESS CARDS (08/13/02) (12/01/08)
Business cards identify employees as representatives of the City. A consistent appearance reinforces the City of Minneapolis brand identity. Standard formatting helps to clearly and accurately communicate information about the City of Minneapolis and the Minneapolis Police Department.
All MPD business cards shall include:
- Employee name (nicknames and slang not permitted)
- Rank and badge number (sworn employees)
- Civil Service title (civilian employees)
- Proper name of unit or assignment
- Proper business/precinct address
- Precinct or office telephone number
- Fax Number
Employees may choose to include the MPD’s recruiting website.
Secondary titles and assignments may also be included, space permitting.
In order to ensure that an authentic and professional image is conveyed, employees shall not design or use business cards for MPD business that have not been purchased via the City’s authorized vendor. Slogans, emblems or embellishments shall not be used. Deviations from standard formatting must be approved by the Chief or his/her designee. Orders for MPD business cards will be limited to 250 cards per order. (06/19/07) (12/1/08)
4-216.01 ORDERING BUSINESS CARDS (08/13/02) (12/1/08)
Employees wishing to order business cards shall complete an MPD Business Card Request Form
(MP-9049) available on MPDnet, and submit the form to MPD Stores. The purchase of business cards must be approved by the employee’s Commander, with funding to come from the employee’s precinct, unit or division. (06/19/07) (12/1/08)
4-217 DIGITAL CAMERAS (10/12/01) (12/01/08) (06/10/13)
A. Employee Responsibility
1. Employees, other than those who are equipped with department-approved crime scene equipment, shall use a digital camera to document photographic evidence whenever possible.
2. A separate SD memory card shall be used for each CCN.
3. In all cases, officers shall document in their report when photographs are taken.
4. Employees shall property inventory the SD memory card as “Digital Photographic Evidence.”
5. If an employee forgets to place a SD memory card in the camera and uses the camera to document photographic evidence, the entire camera shall be inventoried as Digital Photographic Evidence.
B. Crime Lab Responsibility
- On a routine basis, Crime Lab personnel will sign out Digital Photographic Evidence for processing.
- A CD containing photographs from the SD memory card will be returned to the Property & Evidence Unit as the “original” evidence.
- SD memory cards (or digital cameras) will be formatted by the Crime Lab and will be available for pick up by Precinct/Units for reuse.
C. Digital Camera/SD Card Repair, Replacement and Supplies
1. Digital cameras in need of repair shall be brought to the Crime Lab Unit.
2. Each precinct Inspector or his/her designee will be responsible for maintaining an adequate supply of SD memory cards for the digital cameras.
3. SD memory cards may be obtained from MPD Stores by completing Supply Requisition form (MP-4022), authorized by a Lieutenant or above.
4-218 MOBILE AND VIDEO RECORDING (MVR) POLICY (05/25/04) (9/19/08) (08/28/09) (08/01/11)
The purpose of utilizing mobile video recording (MVR) equipment in Minneapolis Police Department vehicles is to:
· capture video evidence for criminal, civil and traffic-related court cases.
· assist officers with recalling facts or other details captured by the equipment that will help them accurately articulate a chain of events when writing reports.
· allow supervisors to review the contents of the recorded media as a management tool within their chain of command.
· be used as a training tool for officer safety and best practices in the MPD.
· assist in the assessment of contacts between officers and the public by reviewing procedures and interpersonal actions.
The content of this policy will provide MPD personnel with guidelines and procedures for the use, management, access, retention, handling of evidence, degaussing, storage, and retrieval of recorded media captured by MVR equipment.
Minneapolis Police Department employees shall be responsible for performing assigned duties in accordance with the Mobile Video Recording (MVR) System Policy and the MVR Operational Guide. All MPD employees who have access to the MVR systems shall receive training on these systems. Training may include, but not be limited to: department policy, directives, electronic or traditional classroom education. (08/01/11)
All stops and searches captured on the MVR are presumed to be legal and valid unless evidence indicates otherwise. (09/19/08) (08/28/09)
The term “officer” is used generically in this document and does not assume a level of rank, such as Patrol Officer. It includes all applicable sworn and non-sworn personnel. (08/01/11)
Activate: Any process which causes the MVR system to record video or audio data. Activation may occur automatically due to a trigger event or be done manually.
“Categorize” an event: Term used to classify an event that has been recorded and for which a predetermined retention period has been set.
Critical Incident: An incident involving any of the following situations occurring in the line of duty:
· The use of Deadly Force by or against a Minneapolis Police Officer;
· Death or Great Bodily Harm to an officer;
· Death or Great Bodily Harm to a person who is in the custody or control of an officer;
· Any action by an officer that causes or is intended to cause Death or Great Bodily Harm.
Deadly Force: Minn. Stat. §609.066 states that: “Force which the actor uses with the purpose of causing, or which the actor should reasonably know creates a substantial risk of causing death or great bodily harm. The intentional discharge of a firearm other than a firearm loaded with less-lethal munitions and used by a peace officer within the scope of official duties, in the direction of another person, or at a vehicle in which another person is believed to be, constitutes deadly force.”
Degaussing: Electronic cleansing by overwriting, erasing, and/or destruction of electronic storage media of analog and digital recording media that returns the media to it original state so it is ready for the imprinting of new images.
Designated Upload Site: Location where MVR recordings stored on media cards are uploaded to server through wireless transmission.
Great Bodily Harm: Bodily injury which creates a high probability of death, or which causes serious permanent disfigurement, or which causes a permanent or protracted loss or impairment of the function of any bodily member or organ, or other serious bodily harm.
Manual Activation: Activation of MVR equipment that is not caused by a trigger event. Officers may activate the MVR equipment at their own initiation or at the direction of a supervisor via the wireless microphone, in-car LCD monitor, or digital video recorder (DVR) box in the vehicle’s trunk.
Manual Upload: In the event a digital MVR system is unable to wirelessly upload recordings, the digital memory card may be removed and manually uploaded by Crime Lab Unit personnel.
Mobile Video Recorder (MVR): Audio/video recording equipment designed for fixed installation in patrol vehicles that includes at a minimum, a camera, microphone, recorder and LCD monitor. Can be a VHS or digital system.
· VHS: An electronic system for recording video and audio information on videocassettes.
MVR Equipment Check: An audio/video test to ensure that the MVR equipment is in working order. This check shall include a test of the video and microphone recording components and a date and time check of the in-car LCD monitor.
MVR Operational Guide: Training manual/guide which outlines the protocol for operating the MVR system/equipment.
Pre-Event Recording: Video stored by the MVR system prior to activation. This is a configurable feature for the digital MVR system and is preset to record video prior to activation. The pre-event recording is included as part of the incident and is viewable during playback.
Record Mode: Any time MVR equipment is recording audio/video as indicated on the LCD monitor, wireless microphone and/or DVR.
Recorded Media: Audio-video signals recorded on any of several storage devices, including but not limited to, analog tape (VHS) or other portable digital storage devices (e.g. CD, DVD, hard drive, flash drive).
Significant Incident:Includes, but are not limited to, any of the following situations occurring in the line of duty:
· Critical incident;
· Domestic abuse incident interview;
· Felony crime;
· Squad accident;
· Any incident in which the officer or sworn supervisor believes the recording to be of evidentiary and/or administrative value;
· The identity of someone in the video needs to be protected;
· Man-made or natural disaster or act of terrorism;
· Any event that an officer or supervisor believes should be brought to the immediate attention of police command staff;
· Any time that a citizen makes allegations of police misconduct or discrimination during the incident.
Trigger Event: An event that causes the MVR system to begin a video and audio recording. Trigger events include the activation of emergency lights or vehicle collision sensor.
Wireless Upload: When the police vehicle is within range of the designated upload site, MVR (digital) recordings are automatically transferred over a wireless connection to a storage server.
IV. PROCEDURES / RULES / REGULATIONS
A. Conditions of Use (Digital and VHS Systems) (05/25/04) (09/19/08) (08/01/11)
1. MVR equipment installed in any MPD vehicle is the responsibility of the officer(s) assigned to that vehicle and shall be operated in accordance with MPD training, MPD policy and procedures, and the manufacturer’s recommendations. (08/01/11)
2. When the activation indicator is illuminated, officers should be aware that activities are being recorded. (09/19/08) (08/28/09) (08/01/11)
3. Before placing any MVR-equipped vehicle in service, officers shall conduct an MVR Equipment Check to ensure that the equipment is working properly. (05/25/04) (09/19/08) (08/01/11)
a. MVR Equipment Checks conducted on the digital MVR system shall be categorized “90 Day Retention”. (08/01/11)
b. The officer’s immediate supervisor shall immediately be notified of any missing or malfunctioning MVR equipment. (07/11/07) (08/01/11)
4. The driver shall wear the wireless microphone, verify that it is turned on and shall be responsible for ensuring that it is working properly throughout the shift. (07/11/07) (08/01/11)
5. Record Mode can be activated in the following ways: (08/01/11)
a. Automatically, when a trigger event occurs; (08/01/11)
b. Manually, by an officer via the wireless microphone, LCD monitor console, or digital video recorder (DVR) box in the vehicle’s trunk. (08/01/11)
6. MVR equipment shall be in Record Mode: (08/01/11)
· For every stop/contact where a motor vehicle is involved and shall record the stop/contact in its entirety. (04/11/07) (08/01/11)
· For domestic abuse incident interviews conducted inside or in close proximity to an MVR equipped vehicle. (08/01/11)
· Any time a person is transported in a squad, regardless of the destination. This does not apply when an authorized ride-along is the only other person in the squad. When practical, officers shall begin recording when the person is placed in the squad, regardless if transportation begins immediately following activation. (06/09/15)
7. MVR equipment may be manually deactivated during non-enforcement activities, such as protecting accident scenes, traffic posts, and/or assisting motorists. (08/01/11)
8. MVR equipment shall not be manually deactivated for an arrest, DUI, Use of Force, traffic stop or a “Significant Incident” as defined in this policy. (08/01/11)
9. Any sworn supervisor can direct an officer to activate or deactivate MVR equipment.
10. Officers shall notify their immediate supervisor of any recorded event believed to be of value administrative review or training purposes. (08/01/11)
11. Officers shall inform those who ask, that video/audio recording equipment is in use. (04/11/07)
12. Nothing herein shall preclude MPD personnel from reviewing or using recorded data for the purposes of investigation or prosecution of crimes, or preparation of reports. Recorded data may only be used for training purposes with the approval of the Deputy Chief of Professional Standards. (09/19/08) (08/28/09) (05/24/13)
13. An MPD employee who is captured on or referenced in any recorded media, may review such data and use the data for any purpose relating to his/her employment, provided such use complies with the Minnesota Government Data Practices Act, MPD policy and other laws. (09/19/08) (08/28/09) (08/01/11)
14. All MVR recordings are the property of the MPD and original MVR recordings shall remain in the sole custody of the MPD, unless used in court as evidence, provided to an expert for analysis, or required to be provided to another by lawful order.(08/28/09) (8/01/11)
15. An MVR-equipped vehicle can be used for off-duty employment with supervisor pre-approval. MVR-equipped vehicles and use of MVR equipment are subject to all requirements as outlined for on-duty use. (08/28/09)
16. Only MPD-issued videotapes, memory cards and microphones shall be used in MVR equipment. MPD Stores is responsible for distributing blank MVR media to the precincts and units. (08/28/09) (08/01/11)
17. Disabling MVR equipment and/or altering, duplicating or destroying MVR recordings is prohibited, except for authorized personnel. (08/01/11)
18. When reference is made to an MVR recorded event in a police report or supplement, the P# of the squad which captured the event shall be noted in the report. (05/24/13)
B. MVR System – Supervisor Responsibility (05/24/04) (09/19/08) (08/01/11)
1. Supervisors shall ensure that officers follow established procedures for the use and maintenance of MVR equipment, videotapes, and the completion of MVR documentation.
2. Supervisors shall periodically view recorded media to ensure proper procedures are being followed. (08/01/11)
3. Supervisors may review the contents of the MVR systems, as a management tool within their chain of command. (08/28/09) (08/01/11)
C. MVR Digital System (08/01/11)
1. Every recorded event shall be appropriately categorized in order to ensure proper data retention guidelines are followed.
2. Recorded events will be categorized using the following categories. Only one category can be chosen for each recorded event.
· 90 day retention;
· Arrest or DUI;
· Use of Force;
· Significant Incident
3. MVR digital recorded events categorized as Arrest, Use of Force or Significant Incident shall be uploaded at designated upload sites by the officers assigned to the squad, prior to the end of their shift whenever possible.
4. When the display shows less than 4 gigabytes of available space, officers shall proceed to a designated upload site to upload recordings.
5. In the event a memory card which contains recording(s) needs to be removed from the DVR, only Crime Lab personnel are authorized to remove the memory card.
6. Only Crime Lab Unit personnel are authorized to remove a memory card from DVR equipment.
D. VHS System (05/25/04) (09/19/08) (08/01/11)
1. Only shift supervisors are authorized to possess a key to the MVR trunk vault. (08/01/11)
2. Only shift supervisors are authorized to load or unload videotape into the MVR. (08/01/11)
3. When the 30-minute warning light appears on the MVR overhead console display, officers shall notify their immediate supervisor and arrange to have the MVR videotape inventoried and replaced. (08/01/11)
4. If the original MVR recording is of evidentiary value, it shall be inventoried in the Property & Evidence Unit prior to the end of the officer’s shift which encompasses the recorded event. A recording that is of evidentiary value includes the following: (08/28/09) (08/01/11)
a. Significant Incident;
d. Use of force
5. MVR (VHS) recordings of non-evidentiary value will be stored at the precinct/unit where issued for a period of 1 year and then may be degaussed and re-used. (08/28/09) (08/01/11)
6. Exercise caution to ensure that repeated viewing of an original VHS recording is kept to a minimum. Repeated viewing may result in the quality of the recording to become degraded. (08/01/11)
7. In the event of a Critical Incident, Crime Lab personnel shall collect MVR VHS recorded media from all squads at the scene. (04/03/09) (08/28/09) (08/01/11)
a. In order to preserve the quality and integrity of the videotape, the recording shall not be reviewed in the squad car prior to collection. (04/03/09) (08/28/09) (08/01/11)
b. A duplicate copy of the VHS recorded media will be made as soon as possible by Crime Lab personnel. (04/03/09) (08/28/09) (08/01/11)
c. At the request of the Involved and/or Witness Officers, the Lead Investigator for the Critical Incident shall provide them an opportunity to view a copy of the MVR recorded media prior to giving a statement and completing a report. (04/03/09) (08/28/09) (08/01/11)
E. VHS System – Supervisor Responsibility (05/25/04) (09/19/08) (08/01/11)
1. Patrol supervisors are responsible for the installation, removal and storage of VHS videotapes. (08/01/11)
2. Precinct/Unit commanders or their designees are responsible for the usage, labeling, storage, degaussing, and recycling of VHS recordings intended for patrol use. (08/28/09) (08/01/11)
3. Unless otherwise noted, MVR VHS videotapes stored at precincts shall be retained for one year and then may be degaussed and/or reused. (08/28/09) (08/01/11)
4. Videotapes that have been degaussed three times shall be destroyed. (05/07/07) (07/11/07) (08/28/09) (08/01/11)
5. Supervisors shall maintain a logbook to ensure inventory control of videotapes.
6. Each precinct/unit shall track the installation/removal of MVR videotapes via the Precinct/Unit MVR Videotape Log (MP-8898). (08/01/11)
F. Property Inventorying MVR (VHS) Videotapes (05/25/04) (09/19/08) (08/01/11)
1. Mobile Video Recording (MVR) videotapes shall be property inventoried when the MVRequipment was in use in the following situations: (08/01/11)
a. Significant Incident;
c. DUI; and
d. Use of force
2. If the squad is involved in or responds to a Critical Incident:
a. Crime Lab Unit personnel will remove and property inventory MVR videotapes from all squads at the scene. (08/01/11)
b. MVR videotapes property inventoried for reasons related to a Critical Incident shall only be permanently released or destroyed by the Property and Evidence Unit at the direction of the Commander of the Internal Affairs Unit. (07/11/07) (04/03/09)
3. In cases where evidence is recorded, it shall be noted on the videotape and in the CAPRS report.
G. MVR Equipment Coordinator (08/01/11)
1. Each patrol precinct/unit will have a designated MVR Equipment Coordinator.
2. The MVR Equipment Coordinator will:
a. Ensure that all MVR equipment in vehicles is operational and accounted for;
b. Follow up when equipment and microphones are reported missing or in need of repair;
c. Conduct and/or coordinate training for personnel regarding MVR operations, MVR desktop software, and policy/procedure updates;
d. Liaison between the precinct/unit, the Business Technology Unit (BTU) and the Radio Shop;
e. Ensure videotapes from the MVR (VHS) system are maintained appropriately and requests for video duplication are handled in a timely manner.
H. MVR Equipment Maintenance, Repair and Replacement (05/25/04) (09/19/08) (08/01/11)
1. The Radio Shop is the liaison with the MVR vendor and will conduct all repair and replacement of MVR equipment, except wireless microphones. (08/01/11)
2. Officers are responsible for immediately notifying their supervisor of any missing or malfunctioning MVR equipment, including microphones. (08/01/11)
3. The supervisor is responsible for rectifying the problem by having the squad taken to the Radio Shop for repair as soon as it is practical. (08/01/11)
4. If a supervisor is notified of a missing microphone he/she shall make attempts to locate it. If it cannot be located, this shall be reported to the precinct/unit MVR Coordinator who will again make attempts to locate it. (08/01/11)
5. If the microphone cannot be located the precinct/unit MVR Coordinator shall make a CAPRS report “Lost Property” and forward the report with a request for a replacement through his/her chain of command to the Business Technology Unit. (08/01/11)
I. Requests for Duplication of MVR Recordings (05/25/04) (09/19/08) (08/01/11)
1. Requests by MPD personnel for duplication of MVR video for purposes of official MPD business shall be directed to the Crime Lab Video Forensics section via submission of the Crime Lab Video Request for Services form (MP-9069).
2. Requests by MPD personnel for duplication of MVR video for non work-related purposes (e.g. teaching, personal reasons) shall be submitted to the Records Information Unit and are subject to the Minnesota Government Data Practices Act and City of Minneapolis data charges.
3. Requests made by the public for MVR video will be processed by the Records Information Unit (RIU), in conjunction with Precinct Supervisors, the Crime Lab Video Forensics Section and the Public Information Office.
a. Records Information Unit responsibilities:
i. Determine nature of the request;
ii. Ensure video is not part of an active criminal or internal investigation;
iii. Submit Crime Lab Video Request for Services form (MP-9069) to the CLU requesting duplication of video;
iv. Receive recorded media intended for release;
v. Ensure the Public Information Office reviews video prior to release to make certain that only public information is released;
vi. Notify requestor video is ready;
vii. Collect fees and release video.
b. Precinct Supervisor responsibilities when an MVR VHS videotape recording is required for duplication:
i. Receive request from Records Information Unit;
ii. Locate and property inventory videotape;
· If no CCN exists, one shall be generated and a CAPRS report completed using the code MISC.
iii. Notify RIU via e-mail if the videotape is already inventoried under another CCN, if it no longer exists, or cannot be located.
c. Crime Lab Video Forensics Section responsibilities:
i. Receive requests via Crime Lab Video Request for Services form (MP-9069).
ii. Process requests according to Crime Lab Division SOP’s.
d. Public Information Office responsibilities:
i. Coordinate with Records Information Unit to manage requests.
ii. Review all videos to be released.
4-219 PROCUREMENT OF COMPUTER HARDWARE, SOFTWARE AND COMPUTER-RELATED SERVICES (12/21/01) (08/01/11) (09/19/08) (05/23/12)
The purpose of this policy is to ensure compliance with city Business Information & Technology Services (ITS) (BIS) hardware and software standards. (09/19/08)
The purchase or procurement of all computer hardware, software or computer-related services such as programming or consulting shall be facilitated through the supervisor of the MPD’s Business Technology Unit (BTU). Any precinct, unit or division wishing to obtain or implement hardware, software or services shall submit a written request detailing specific needs and requirements, (including the Space ID and Asset Tag Number) to the BTU supervisor of the Business Technology Unit. The supervisor of the Business Technology Unit will evaluate the request and forward it to BIS ITS as appropriate. It is the responsibility of the requesting precinct, unit or division to make all necessary budgetary arrangements. (09/19/08)
All computer and related equipment (printer, scanner and accessories) procured by the MPD is managed by BIS ITS and may be subject to redeployment within the MPD based upon departmental needs. Computer equipment obtained through grant programs shall be maintained according to the grant guidelines.
Any computer equipment, software or service that is obtained outside of this procedure will not be supported by BIS ITS. All ongoing support, maintenance, repairs and upgrades shall be the responsibility of the purchasing precinct, unit or division. In addition, hardware/software that is obtained or purchased without the approval of BIS ITS may be removed from the network to prevent corruption or any adverse effect on the MPD or City network(s). (09/19/08)
Any employee found to have installed illegal or unauthorized copies of computer software may be subject to disciplinary action.
4-220 COMPUTER USE AND ELECTRONIC COMMUNICATION (12/21/01) (09/19/08) (08/01/11) (05/23/12)
All use of the City’s computer system shall comply with the City of Minneapolis Electronic Communications Policy.
Users are responsible for maintaining security of any computer to which they have logged on. When users leave the computer, they shall log off the system.
Domain passwords are selected by individual users and are not to be shared. Users should protect their password against unauthorized use. Passwords can be stolen, guessed or inadvertently made available, therefore BIS will prompt users when to change their password. Users are required to change their passwords every 30 days and will have to supply a new password in order to log on. (09/19/08)
Security levels based on the user’s position determine access to programs. If a user requires a different security clearance to perform functions beyond their current security level, a request shall be made in writing to the supervisor of the Business Technology Unit.
Internet and E-mail systems do not provide private or confidential electronic communications. Users must understand that any communications created, received or backed up on the City systems are considered public documents and are subject to legal requests for public disclosure. This includes communications that users might think are of a personal and private nature.
Use of the Internet will be monitored by Business Information and Technology Services (ITS) (BIS). Inappropriate or questionable use will be reported to the supervisor of the Business Technology Unit, and if necessary, referred to the Internal Affairs Unit for investigation. This monitoring will include external links and services being accessed by employees. (09/19/08)
All Internet business that requires a fee or connects to an inappropriate site (i.e. pornographic material, sites that could violate the City’s Sexual Harassment Policy, etc.) shall be pre-approved by the employee’s supervisor. A memo stating the reason and approval for access shall be retained by the precinct, unit or division commander, who shall forward a file copy to Internal Affairs for review, if needed. (09/19/08)
Internal Affairs may investigate reported violations of the City’s Electronic Communications Policy, with the assistance of BIS ITS personnel. Any employee whose user name and password is determined to have been in use during any violation may be subject to an Internal Affairs investigation and held accountable. (09/19/08)
4-221 DISPOSITION OF PROPERTY TO THE MUSEUM OF MINNEAPOLIS POLICE (07/01/11) (08/01/11) (05/23/12)
To outline procedures for the transfer of Minneapolis Police Department property to the Museum of Minneapolis Police.
The Minneapolis Police Department, through the Museum of Minneapolis Police Curator, will ensure that the best possible educational, research and interpretive opportunities are available to the MPD, visitors and participants of the Museum’s programs.
III. PROCEDURES / RULES / REGULATIONS
A. Scope of Museum Acquisitions
- The focus of Department sponsored acquisitions will be related to materials that reflect the history and heritage of the MPD.
- The Museum will actively collect, but is not limited to, the following:
Examples of MPD history
Material that documents the formation and history of the MPD
Technological advances in equipment, uniforms, firearms and communication relating to the MPD and surrounding community
Historical uniforms, medals, firearms, insignia, and other equipment relating to the MPD and the surrounding community
Items which are audio-visual, mixed media, electronic and digital including but not limited to MPD records, Administrative Announcements, Unit Manuals, etc.
B. Museum Authority and Documentation
- The Chief of Police grants the Museum Curator the authority to solicit and accept any contributions from the MPD and/or other City Departments providing they meet the criteria listed above.
- Items of significant value or items critical to daily operations shall not be transferred to the Museum until they are significantly devalued due to usage or become obsolete due to advances in technology.
- MPD units and divisions should consult with the Museum Curator prior to the permanent disposal of MPD property or materials.
- The Museum will not dispose of MPD or City-owned property without approval from the appropriate MPD or City officials.
- The Museum Curator shall sign for the receipt and/or disposal of any MPD or City-owned property or materials acquired or disposed of by the museum and shall maintain all related documentation.
4-222 AUTOMATED LICENSE PLATE READER (ALPR) POLICY (09/16/13)
Automated license plate reader technology (ALPR) may be used to support a wide range of public safety activities including revoked/suspended driver interdiction, stolen vehicle recovery, enforcement of traffic regulations, apprehension of individuals subject to an outstanding warrant, and criminal and terrorist investigations/interdiction. ALPR devices enable police officers to recognize and take immediate action against vehicles and persons who are subject to investigative detention or arrest; the data collected by ALPRs can also provide investigative leads to identify unknown vehicles, to gather data about known suspect vehicles and to locate potential suspects, witnesses or victims in the vicinity of a crime scene. (07/29/15)
The content of this policy will provide MPD personnel with guidelines and procedures for the use, retention, access, handling of evidence, and requests for and release of data captured by ALPR equipment. (07/29/15)
Any use of an ALPR system by the Minneapolis Police Department shall be in compliance with MN Statute 13.824 and any other applicable statutes. MPD employees shall be responsible for performing all ALPR related duties in accordance with the Automated License Plate Reader (ALPR) Policy and state law. All MPD employees who have access to an ALPR device or the ALPR database shall receive training on these systems. Training may include, but not be limited to: department policy, directives, electronic or traditional classroom education. (07/29/15)
All ALPR devices and data generated by the use of the ALPR devices shall only be used for legitimate law enforcement business.
Automated License Plate Reader (ALPR): A system consisting of a camera or cameras and related equipment that automatically and without human control locates and focuses on, and photographs license plates and vehicles that come into the range of the device, that automatically converts digital photographic images of scanned license plates into electronic data, that is capable of comparing scanned license plate text data with data files for vehicles on a BOLO (be on the lookout) or hot list programmed into the device’s electronic memory, and that notifies police when a scanned license plate matches the license plate on a programmed BOLO list. The term includes both devices that are placed at a stationary location and mobile devices affixed to a vehicle and capable of operation while the vehicle in in motion.
BOLO (Be on the lookout): A determination by a law enforcement agency that there is a legitimate and specific law enforcement reason related to an active criminal investigation to identify or locate a particular vehicle. (07/29/15)
BOLO List/ Hotlist: A compilation of license plates or partial license plates of vehicles for which a BOLO situation exists that is programmed into an ALPR so that the device will alert if it captures the image of a license plate that matches a license plate included on the list.
Stored Data: All information captured by an ALPR and stored in the device’s memory or in a separate storage device or system. This includes the recorded image of a license plate which has been read, optical character recognition data, a contextual photo of the vehicle, GPS data, ALPR device data, timestamp and hotlist information. This term refers to both alert data and non-alert data.
Alert data: Information captured by an ALPR relating to a license plate that matches the license plate on a BOLO or Hotlist.
Read: The process by which an ALPR automatically focuses on, photographs, and convers to digital text the license plate of a vehicle that comes within range of the ALPR device. The term scan may also be used.
Authorized User: A sworn or civilian employee who has been authorized to operate an ALPR device or to access ALPR stored data and who has successfully completed training on ALPR use and policy.
Designated Supervisor: A superior officer assigned to oversee and administer, or to assist in overseeing and administering, the use of the ALPR devices and/or stored ALPR data. There may be more than one designated supervisor.
Historical ALPR query: The process of accessing and reviewing stored ALPR data to gather information about known vehicles, to identify unknown vehicles and/or to identify vehicles in the area of a crime scene.
IV. ALPR USE/PROCEDURES
A. Conditions of Use for ALPR Devices
1. ALPR equipment installed in any MPD vehicle is the responsibility of the officer(s) assigned to that vehicle and shall be operated in accordance with MPD training, MPD policy and procedures, and the manufacturer’s recommendations.
2. ALPR equipment shall only be deployed for official and legitimate law enforcement business.
3. An ALPR shall only be used to read license plates of vehicles that are exposed to public view and in places where officers are lawfully present.
4. An officer or civilian employee may operate an ALPR device only if the person has been designated as an authorized user and has received training on the proper use and operation of ALPRs.
5. When an officer operating a vehicle equipped with ALPR receives an alert, the officer shall take such action as appropriate in the circumstances. An officer alerted to the fact that an observed motor vehicle’s license plate is on a BOLO/hotlist shall evaluate the nature of the hit to determine if there is a lawful basis to stop the vehicle or if the officer must gather additional information before taking such action.
B. BOLO/Hotlists Content and Use
1. A license plate number or partial license plate number shall only be included in a MPD generated BOLO list when there is a legitimate and specific law enforcement reason to identify or locate that particular vehicle or any person reasonably believed to be associated with that vehicle.
2. BOLO/hotlists may be downloaded in batch from other databases including but not limited to those provided by the MN Department of Public Safety.
3. BOLO/hotlists shall be updated as frequently as practicable and not less than on a daily basis.
C. Storage and Retention of ALPR Data
1. All ALPR stored data shall be kept in a secure data storage system with access restricted to authorized persons.
2. Data collected by the ALPR shall be limited to: (07/29/15)
· license plate numbers
· date, time and location data on vehicles
· pictures of license plates, vehicles and areas surrounding vehicles
3. The Department’s ALPR data record keeping system shall document the date, time, authorized user, requester and the reason code for historical searches used to gather information about known vehicles.
4. ALPR data shall be retained in accordance with State of MN data retention schedules, after which, the data shall be purged from the data storage system. ALPR data not associated with an active criminal investigation shall be destroyed after 60 days. (07/29/15)
D. Access and Use of Stored ALPR Data
1. Only those users authorized by a designated supervisor may access stored ALPR data. Users authorized to access stored ALPR data shall complete training on ALPR policy and data use.
2. An authorized user may access stored ALPR data in a historical query only as part of an active investigation or for another legitimate law enforcement business purpose.
3. Once ALPR stored data has been identified as of evidentiary value, the ALPR data shall be copied to an investigative file.
E. Requests from Law Enforcement Agencies for ALPR Data
Any ALPR stored data that may be accessed and used in compliance with the MPD ALPR Policy may be shared and provided to another law enforcement agency in compliance with all other applicable laws.
F. Release of ALPR Data to Non-Law Enforcement Persons or Agencies
1. Requests from non-law enforcement persons or agencies for ALPR stored data shall be forwarded to the Records Information Unit for handling.
2. All requests for ALPR stored data shall be handled in compliance with the MN Government Data Practices Act Chapter 13.824 and any other applicable laws. (07/29/15)
G. Record of Stationary ALPR Devices (07/29/15)
1. The MPD shall maintain a list of the locations of stationary ALPR devices and the dates those stationary devices are in service. This list shall be maintained at the Strategic Information Center.
2. Mandated notification to the BCA of the number of ALPR units in use, the location of stationary ALPR devices and the addition of any new ALPR devices, shall be the responsibility of the Commander of the Strategic Information Center.
H. Biennial Audit (07/29/15)
The Chief of Police or his/her designee shall arrange for an independent biennial audit of the ALPR system to verify compliance with MN 13.824.