A communication transmitted from Yi-An Huang, City Manager, relative to a Surveillance Technology Impact Report which describes interim Operations & Case Management Software, requested by the Community Safety Department

SURVEILLANCE TECHNOLOGY IMPACT REPORT Department: Community Safety Division or Unit (if applicable): Submitted by: Liz Speakman Date: February 26, 2024 Surveillance Technology: Operations/Case Management Software 1. Describe how the proposed Surveillance Technology will work, including how it will collect Surveillance Data. Upon launch of 911 Response operations, the Community Safety Department (CSD) will use Microsoft Forms and Microsoft Excel applications as an interim method to collect and store information about the services and interventions provided by the CARE (Community Assistance, Engagement and Response) Team. For each encounter, the CARE Team will collect and record basic demographic data, service needs identified by community members, referrals made, and any follow up plans. Additionally, the CARE Team will use Microsoft Forms and Microsoft Excel for case management support to keep track of ongoing services provided and where responders made referrals. Microsoft Forms and Microsoft Excel will serve as interim data collection software, while the official CSD software RFP and contracting process is ongoing, as approved in a previous Surveillance Technology Impact Report from Fall 2023. Only CSD staff will have access to all data collected in Microsoft Forms and Microsoft Excel, applications that are kept securely within the City’s Public Safety IT Network. Once the official CSD software platform contract is approved and the technology is set up for CARE responders to use, the Department will migrate all data to the contracted CSD software platform and begin utilizing the new software. Once we migrate all data collected in Microsoft Forms/Excel to the contracted CSD software platform, we will delete all data from Microsoft Forms/Excel to avoid duplication. 2. What is the purpose of the Surveillance Technology? The purpose of the Surveillance Technology is to provide a comprehensive continuum of care for the community members served by CSD. The technology will assist the team in ensuring we are following up on the requests for ongoing services and keeping track of any previous assessments and interventions. Additionally, the technology will assist in assessing progress with program goals and program evaluation until the contracted CSD software platform is operational. CSD intends to provide statistical anonymized data to the City and the communities it serves on the effectiveness of our services and interventions.

Where will the Surveillance Technology be deployed? When? Microsoft Forms and Microsoft Excel are cloud-based applications, hosted by Microsoft, that will be accessible to the CSD team on their laptops and other Department-approved devices. CSD team members will enter information after each call to ensure timely and accurate representation of their encounters in the community. This technology is targeted to be set up by March 2024, or at a later date when CSD’s 911 Response operations commence. 3. What privacy impact will the Surveillance Technology have? Microsoft Forms and Microsoft Excel data will provide up-to-date information to the team of CSD Clinicians and Responders to ensure seamless care across various staff members. The data collected will be kept confidential within the City’s Public Safety IT Network. This will ensure that our team does not unnecessarily repeat any assessment questions or duplicate services. Community members will benefit from this information sharing within the team. Sharing a community member’s data with care/service providers outside of CSD will require a community member signing a release of information form for specific outside parties, with informed consent. 4. What are the fiscal costs of the Surveillance Technology, including initial costs, ongoing maintenance and personnel costs, and source of funds? We do not foresee any no additional fiscal costs of the Surveillance Technology, given that the City already holds organization-wide licenses for Microsoft Forms and Microsoft Excel. In City Council March 4, 2024. Adopted by a yea and nay vote:- Yeas ; 8 Nays 0; Absent 1. Attest:- Diane P. LeBlanc, City Clerk A true copy; ATTEST:- Diane P. LeBlanc City Clerk