Surveillance Technology Impact Reports

February 24, 2020 To the Honorable, the City Council: Re: Additional Surveillance Technology Impact Reports Pursuant to the Surveillance Technology Ordinance, Chapter 2.128 of the Cambridge Municipal Code (the “Ordinance”), I am submitting the following to the City Council for review and discussion at the February 24, 2020 Council Meeting: • Three (3) new Surveillance Technology Impact Reports (“STIRs”), describing Surveillance Technologies which are subject to the Ordinance, which require City Council approval. The attached new STIRs were not previously submitted. They concern new Surveillance Technology the City is seeking to acquire and existing Surveillance Technology that – considering feedback from the Public Safety Committee – I am reporting to the Council in new, consolidated STIRs: • Digital Evidence Management System, a new Surveillance Technology requested by the Emergency Communications Department. • IP Address Collection Platforms, existing Surveillance Technology previously reported to the Council in two separate STIRs from the Information Technology Department. (See “Checkpoint Firewall” and “Web server access and error logging” STIRs submitted at the December 9, 2019 Council Meeting.) This new STIR clarifies the use of IP Address Collection Platforms throughout the City. • Atlas RMV Portal, existing Surveillance Technology previously reported to the Council in two separate STIRs from the Finance Department and the Traffic, Parking and Transportation Department. (See “Atlas Database (RMV)” and “ATLAS: Massachusetts RMV Website Portal” STIRs submitted at the December 9, 2019 Council Meeting.) This new STIR clarifies the use of the Atlas RMV Portal throughout the City and incorporates the Assessing Department’s use of the Portal. In a separate communication, I will also submit the following to the City Council for review and discussion at the February 24, 2020 Council Meeting: • Revised Surveillance Technology Impact Reports (“STIRs”), describing Surveillance Technologies which are subject to the Ordinance, which require City Council approval.

The original STIRs were submitted to the City Council at the December 9, 2019 Council Meeting or to the Public Safety Committee at a January 22, 2020 committee meeting and were reviewed and discussed at the January 22, 2020 committee meeting. The revised STIRs will address feedback from the Public Safety Committee. • Summary of STIRs submitted to the City Council during the past year. The Summary of STIRs will include a summary of all STIRs submitted to the City Council to date, including what action the City Council took on same, and reference all revised STIRs for ease of review by the Council. Those STIRs previously submitted to the City Council at the December 9, 2019 Council Meeting or to the Public Safety Committee at a January 22, 2020 committee meeting, were discussed in detail at the January 22, 2020 Public Safety Committee meeting and referred to the City Council by the Public Safety Committee with a recommendation that they be approved by the City Council. I look forward to reviewing these documents in detail with you at the February 24, 2020 City Council meeting and to answering any questions you may have. Sincerely, Louis A. DePasquale City Manager Enclosures

SURVEILLANCE TECHNOLOGY IMPACT REPORT Department: Emergency Communications Department Division or Unit (if applicable): Submitted by: Walter Heffernan/Christina Giacobbe Date: 2/24/2020 Surveillance Technology: Digital Evidence Mangement System 1. Describe how the proposed Surveillance Technology will work, including how it will collect Surveillance Data. • A Digital Evidence Management System is similar to a document management solution. The Digital Evidence Management System is a repository of currently collected data such as 911 calls, Police Records Management System, Evidence, Computer Aided Dispatch, Crime Scene Photos, Interview Room Recordings, Lab Reports and Shot Spotter data. • The purpose of this technology is to provide a centralized storage location for the existing data from our current disparate systems in the Emergency Communications and Police Departments and store it in one central repository to facilitate the management of investigations and digital evidence in a secure cloud-based system for authorized users. This technology will store copies of existing protected Criminal Justice Information Services (CJIS) information and will be compliant as required by the CJIS security requirements for federal, state and local governments. Additionally, this technology will provide a secure electronic connection to the Cambridge Police Department’s Court Prosecutors Office and the District Attorney’s Office. This technology will automate the delivery of documentation that is currently required by the court. Currently, there are over 4,000 cases assigned annually that we process for court. • This technology also provides a secure automated evidence upload feature for citizens who voluntarily provide evidence to the police department. For example, a witness of a crime may have a photo of a car and license plate that fled the scene. This information could be uploaded to increase solvability factors as well as increased citizen participation. In addition, business owners could voluntarily register their closed-circuit television systems through the technology, so that the Police Department does not have to canvas the neighborhood to locate these devices. • The impact of this technology on the departments will increase business operations and effective data collection. This will also reduce the risk of errors in manual data gathering and therefore provide more effective evidence collection. In addition, there

will be a reduction in staff resources for data collection from various units and departments. 2. What is the purpose of the Surveillance Technology? • The current process for gathering data is very manual and labor intensive. The Police and Emergency Communications Department receive requests daily from the Middlesex Attorney’s Office for all existing discoverable information for related cases prior to the initial court date. They use this information to properly assess the facts of the case and determine prosecution. This technology will automate the process reducing the manual effort of pulling this information, transporting case files and providing copies of 911 calls for review via discs. • The purpose of a Digital Evidence Management System is to consolidate data from siloed applications and data sources. The technology provides an automated solution for gathering evidence of violations of any criminal or civil law, administrative actions and collected records such as 911 audio, Police Records Management System, Evidence, and Computer Aided Dispatch (CAD). In addition, the technology provides secure connection to transfer required case evidence to the court. • The technology also provides a secure connection for residents and registered business owners to upload case evidence including pictures and videos. This application allows the police department to communicate with residents effectively and efficiently in obtaining additional information that will assist in solving crimes. 3. Where will the Surveillance Technology be deployed? When? • The technology will be deployed in the data center at 125 6th Street so that it can connect to the existing systems that support the Police Department and Emergency Communications. • If a cloud-based solution is chosen, then it will be deployed to both 125 6th Street data center and the Microsoft Azure Government Cloud. Microsoft Azure Government Cloud is a commercial infrastructure cloud platform contractually committed to meeting the CJIS security requirements for federal, state and local governments. It will then transmit the data over Virtual Private Network (VPN) connections that will be configured to meet the CJIS security requirements. This will be used to send and receive data from court and residents and/or registered businesses. • The target date for procuring this technology is spring 2020. 4. What privacy impact will the Surveillance Technology have?

• The privacy impact of this technology is consistent with federal, state and local government policies for the purposes of law enforcement and public safety efforts. With the implementation of this technology, the authorized personnel performing law enforcement duties will have electronic access to records that currently exist in various systems. The department continues to maintain those data sources and deliberately chose not to expand access to additional data from what it is today. Therefore, there is no additional privacy impact from the utilization of this technology. • This technology will be configured with similar role-based access to the existing data in disparate systems to ensure protection of the data. Therefore, only authorized users will have access for performing their duties in accordance with their role in the respective departments. This technology will provide an electronic version of the same data set to the court that exists today in our systems that we use to gather information on case files. • Because this technology provides an opportunity for citizens and business to engage and participate in sharing media, there may be a greater impact on privacy of the individuals or businesses who voluntarily provide such information to law enforcement officials. The Police Department will address these privacy impacts by limiting access to the information to assigned investigators and/or authorized users, similarly to current department policy. All access will be password protected and there will be a change log identifying all users who access each record and data source. In addition, we will conduct detailed training on the use of the system and best practices for protecting personal information as well as quality assurance measures for compliance. Lastly, the department will ensure appropriate communications are visible on the portal and/or department webpage so that residents and business owners are aware of the use of this technology and shared media. • This technology does not have the capacity to access residents or business owners’ devices. Anyone who wishes to share information through the system will upload the media that they wish to share. In addition, the technology will only record the information provided by the sender. Business owners who voluntarily register on the technology platform may be asked by law enforcement to provide media for a specific date and time related to a case. The business owner can voluntarily provide the media if they choose, but law enforcement cannot access the media without their consent. The benefits of the business registration program allow for investigators to request media directly without having to canvass the area saving valuable time during investigations. • Currently, citizens and business owners volunteer data in person and/or on the scene of an incident. We receive a tremendous amount of support and cooperation in obtaining media related to incidents. 5. What are the fiscal costs of the Surveillance Technology, including initial costs, ongoing maintenance and personnel costs, and source of funds?

• Technology Purchase: The initial cost and ongoing maintenance for the purchase of the technology are estimated in the table below, based on a 3-year license: Estimated Fee Schedule Initial Subscription Term Total Fees Year 1 Fees Year 2 Fees Year 3 Implementation Services Fees $92,900 $92,900 Software license and support $140,000 $145,000 $285,000 Server(s), OS, Certificates, Support $4,000 $4,000 $96,900 $140,000 $145,000 $381,900 • Personnel Costs: Estimated to be one (1) System Admin and one (1) Application Developer for sixty (60) hours to implement this application. On-going support is estimated at five (5) hours per month; we expect this time will be used researching any system or application issues and performing system maintenance. There should be a reduction in on-going personnel costs as this application consolidates all the required data gathering and documentation for court and organizes it in one place for reference which will increase resources to support other areas of the department. • Source of funds: Initial $92,900 EGov/Free Cash appropriation on December 16, 2019. Anticipate further funding through EGov/Free Cash.

SURVEILLANCE TECHNOLOGY IMPACT REPORT Department: IT Department Division or Unit (if applicable): Submitted by: Eric Belford, Mike Dugas Date: 02/24/2020 Surveillance Technology: IP Address Collection Platforms (Multiple) 1. Describe how the proposed Surveillance Technology will work, including how it will collect Surveillance Data. • The City of Cambridge uses various platforms that collect IP addresses from internal and external connections and connection attempts, e.g., the City website, Find It Cambridge, the City firewall and the City’s web servers. While the platforms vary, the surveillance capabilities and functionality are the same. IP address information is used to limit and protect the City network from malicious sites and unauthorized access. • The identification of a device's IP address can be used to determine the country, city, or postal/ZIP code of the device, determining an object's generalized geographical location. • The City’s Microsoft web server software records IP addresses, as well as date & time, referring URL (if provided by the browser), and user agent string (again, if provided by the user’s browser) at the time of the request for connection to the server. It also records connection errors. The data is written to log files on disk for future reference and analysis. • The firewall uses the same information to protect City of Cambridge users and Data. When malicious activity occurs from a certain IP or region, we are able to adequately protect or defend city data. We do not use this information to identify individuals only as a means to protect City employees, City data infrastructure, and personal information. • This information is not sent to any third parties. 2. What is the purpose of the Surveillance Technology? • Maintaining the safety and security of City Data, Infrastructure, Employees, Students, Customers, and City-owned or controlled buildings. • Analyzing and managing service delivery.

• The City of Cambridge collects information about visitors to public websites. This information is used for analytical and statistical purposes to help better manage the sites. Information that is collected includes the date and the type of browser being used. We use this information to learn how many visitors we have, the websites they are coming from, which parts of our web site are of most interest to users and other facts that will help us improve the web site and the services we offer. • Identifying IP addresses is critical to the City’s network security. The City is a member of the Multi-State Information Sharing & Analysis Center, an organization dedicated to improving cybersecurity for state and local governments. Through this membership, ITD receives regular reports listing the top malware IP addresses. Identifying the IP addresses connecting to the City’s platforms allows ITD to protect against malware IP addresses and similar threats. (See attached report example.) 3. Where will the Surveillance Technology be deployed? When? • All City web servers; firewall. • The log files have been collected on these devices for over 20 years. They are located at the Healy Building in Cambridge and on the Microsoft Azure Government Cloud. The Microsoft Azure Government Cloud is a commercial infrastructure cloud platform contractually committed to meeting privacy and security requirements for federal, state and local governments. 4. What privacy impact will the Surveillance Technology have? • The identification of a device's IP address can be used to determine the country, city, or postal/ZIP code of the device, determining an object's generalized geographical location. • Access to all collected IP addresses is password protected, and authorized employees receive annual training on best practices for protecting personal information. • This information is not sent to any third parties. 5. What are the fiscal costs of the Surveillance Technology, including initial costs, ongoing maintenance and personnel costs, and source of funds? Firewall • $300,000 implementation cost • $20,000 ongoing training • $50,000 annual maintenance Website(s)

• Hosted on a Virtual Host which contains many servers, making a cost estimate difficult to pinpoint but we estimate about $50,000.

SURVEILLANCE TECHNOLOGY IMPACT REPORT Department: Finance Department – Revenue & Assessing; Traffic, Parking, and Transportation – Parking Management Division or Unit (if applicable): Submitted by: Revenue – Michele Kincaid, Angela Brathwaite; Assessing – Gayle Willett; TPT – Joe Barr, Brooke McKenna, Stephanie McAuliffe Date: 2/24/20 Surveillance Technology: Atlas RMV Portal 1. Describe how the proposed Surveillance Technology will work, including how it will collect Surveillance Data. • The Atlas RMV Portal is a web application provided by the Commonwealth of Massachusetts to access the RMV system. The Atlas Database holds information on all the registered/licensed drivers in the Commonwealth of Massachusetts. These records are created and maintained by the RMV. Information is collected by the RMV and is accessible to municipalities when users log in to view a driver or dealer’s profile. The City is not able to save or store any of this information internally, it is only available on the Database. When logged in, City users are connected directly to the RMV system. Any changes made by the City are also updated at the RMV in real time. Departments access different types of data through the Portal, depending on their purpose for using the system: • Finance/Revenue – The Portal allows staff to access a driver’s personal identifiable information as reported on their Massachusetts licenses: address, birth date, height, gender, eye color, etc., in order to administer the Commonwealth’s Motor Vehicle Excise Tax. This tax is required by Massachusetts General Laws and is levied by the city or town where the vehicle is principally garaged. The Portal is used when a driver contacts the Revenue office and requests to have a hold lifted from their account. Per City policy, in order to receive a release, drivers are required to pay all outstanding Excise bills to the City, regardless of which bills are on hold. In certain circumstances, the Finance Department will allow for a payment plan to aid drivers who are experiencing financial hardships.

Payment plans are granted on a case by case basis and require approval from the Treasurer. • Finance/Assessing – The Portal allows staff to create excise tax bills for billing car dealerships with dealer plates. The RMV provides a list of all dealer plates registered in Cambridge which are then billed for excise taxes. • Traffic, Parking, and Transportation – The portal allows staff to access a driver’s name, address, license plate number, registration status, vehicle details, vehicle addresses and garage code. This information is used to issue resident parking permits; view handicap placard information and clear holds on licenses and vehicle registrations. 2. What is the purpose of the Surveillance Technology? • Enforcing obligations to the City. • Executing financial transactions between the City and any individual engaged in a financial transaction with the City. • Finance/Revenue – The Portal is used in a very limited capacity to release the Non- Renewal hold at the RMV for a taxpayer who has paid a delinquent Motor Vehicle Excise tax bill via credit card or cash. The City provides this service to accommodate those taxpayers who need a release relatively quickly. For instance, a taxpayer may not even realize they are on RMV hold until they go to the registry to renew their license or registration. The taxpayer will pay the outstanding bill on-line via credit card and then call the Finance Office for a release. • Finance/Assessing – The RMV requires municipalities to use the Atlas Portal for accessing dealer plate information needed for excise tax billing. • Traffic, Parking, and Transportation – The Portal assists Parking Services staff in issuing resident parking permits, viewing handicap placard information, and clearing holds on licenses and vehicle registrations. 3. Where will the Surveillance Technology be deployed? When? • The Atlas RMV Portal is a web application accessed online, with individual usernames and passwords.

• An updated Atlas RMV Portal deployed in November 2019. A previous system had been in place since the early 2000s. 4. What privacy impact will the Surveillance Technology have? • Finance/Revenue – The Portal provides access to personal identifiable information about drivers registered in the Commonwealth of Massachusetts. The information that is found on a Massachusetts issued driver’s license is found on the Portal: address, birth date, height, gender, eye color, etc. When viewing a driver profile, City users are able to see any outstanding excise tax bills, parking tickets, and pay-by-plate tickets that are under the driver’s name. All drivers within the Commonwealth are subject to Excise tax. Students moving in and out of the city between semesters, and other individuals coming and going, may lose track of where their vehicle is registered and may not receive their bill to pay it on time. Revenue mitigates privacy impacts by only granting access to three employees. The system requires a username, password, and a unique security code that is sent via email each time a log in attempt is made. Users are automatically logged out after 10 minutes of inactivity and will be required to re-submit their username, password, and a new security code to re-enter. • Finance/Assessing – The Portal provides information that is not available to the public regarding the number of dealer plates any dealership has in Cambridge. The Assessing department has limited access to this database to three members of the department and has requested the least amount of information required for sending out bills. The Assessing department has requested only vehicle inquiry roles related to dealer plates and no additional information that could be provided through the Atlas RMV Portal, such as driver inquiry or access to driving records. • Traffic, Parking, and Transportation – The Portal allows TPT staff to access detailed personal information about Cambridge residents. The information accessed is not collected or stored and the public cannot access it. The information is only accessed by Parking Services staff when issuing resident parking permits, viewing handicap placard information, and clearing holds on licenses and vehicle registrations, all of which are requested by the customer. The data available on the Portal may have a greater impact on the privacy of those individuals who own a vehicle than those individuals who do not own a vehicle, since staff only access the vehicle registration data for resident who own cars. Access to the Portal is password protected and the Parking Services Staff who use ATLAS receive individual, detailed training which includes best practices for protecting personal information.

5. What are the fiscal costs of the Surveillance Technology, including initial costs, ongoing maintenance and personnel costs, and source of funds? • Finance/Revenue – The City is assessed an RMV fee on the Cherry Sheet Assessments. Massachusetts Statutes authorize an RMV Surcharge of $20.00 per each clear transaction made through the Atlas Database. The cost of the RMV Surcharge is built into the fees that are incurred on bills that have been paid late. • Finance/Assessing – All costs associated with Assessing’s use for dealer plate billing are covered by the RMV. • Traffic, Parking, and Transportation – There are no initial costs associated with Atlas and all maintenance costs are the responsibility of the Massachusetts RMV. There is a $20.00 RMV surcharge for clearing registration holds. In FY 2019, there were 17,973 chargeable clears for license and registration holds. Since FY2014, at the request of the Massachusetts RMV, the City provides an annual non-renewal reconciliation adjustment amount which is reported to the State Comptroller and then debited against municipalities’ local aid distributions.