A communication transmitted from Louis A. DePasquale, City Manager, relative to the Annual Surveillance Report concerning City Departments’ use of Surveillance Technology or Surveillance Data

1. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Cambridge Arts Division or Unit (if applicable): Marketing & P.R. Division Submitted by: Jason Weeks Date: 03/01/2021 Surveillance Technology: • Media Monitoring – Meltwater • Social Media Monitoring – Meltwater Engage (powered by Sprout Social) 1. What Surveillance Technologies has the department used in the last year? • Media Monitoring – Meltwater: Meltwater is a software as a service (SaaS) company that monitors media channels and social media platforms to identify relevant content based on keyword search terms. The platform provides access to a media influencers (media contacts) database and is used to distribute City media releases. Meltwater is also used to monitor coverage of the City of Cambridge in the media and key topic areas of interest (i.e. sustainability, construction, transportation, and Visionzero) to compile weekly reports to share with internal staff. • Social Media Monitoring – Meltwater Engage (Powered by Sprout Social): Meltwater Engage is a software as a service (SaaS) that allows the City to coordinate the scheduling of social media posts, responding to messages, and evaluate the effectiveness of our social media efforts and strategy. Additionally, Meltwater Engage allows for direct connection to external help solutions (to open service request tickets) and provides a social customer relationship management (CRM) for staff within the platform. 2. Has any Surveillance Technology data been shared with a third-party? • No 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year?

• No 5. Has Surveillance Technology been effective in achieving its identified purpose? • Media Monitoring – Meltwater: This technology has allowed the City to respond to media reports regarding the City of Cambridge in a timely and appropriate manner and ensure that the City’s brand is appropriately represented. The platform allows us to measure the impact of our media outreach efforts and adjust strategy to improve coverage. The tool provides us wit access to journalist and media outlet contacts from across the nation. The tool centralizes communication efforts that take place by communications staff here in the department and throughout various other City departments. It allows for centralized monitoring and coordination of citywide efforts. • Social Media Monitoring – Meltwater Engage: This tool has allowed Cambridge Arts and other City departments to better coordinate social media efforts in terms of content reaction, strategy evaluation and responsiveness to our followers. The advantage of this tool is that all social platforms can be accessed within one account that is secured by various permission levels. It allows for quick access and control of City social media accounts during emergency situations and provides a way for the City to coordinate the dissemination of information to the public. 6. Did the department receive any public records requests concerning Surveillance Technology? • Cambridge Arts did not directly receive any public records requests. 7. What were the total annual costs of the Surveillance Technology? • Meltwater - Costs covered by annual subscription cost, which is paid centrally via the OOM account within the City’s Public Information Office annual budget. • Meltwater Engage - Costs covered by annual subscription cost, which is paid centrally via the OOM account within the City’s Public Information Office annual budget. 8. Are any communities disproportionately impacted by Surveillance Technology? • Cambridge Arts is not aware of any marginalization as an impact to this usage.

2. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Community Development Division or Unit (if applicable): Submitted by: Iram Farooq Date: 03/01/2021 Surveillance Technology: • Media Monitoring - Meltwater • Social Media Monitoring - Meltwater Engage (Powered by Sprout Social) 1. What Surveillance Technologies has the department used in the last year? • Media Monitoring - Meltwater: Meltwater is a software as a service (SaaS) company that monitors media channels and social media platforms to identify relevant content based on keyword search terms. The platform provides access to a media influencers (media contacts) database, and is used to distribute city media releases. Meltwater is also used to monitor coverage of the City of Cambridge and key topic areas of interest (i.e. sustainability, construction, transportation, and Visionzero) to compile weekly reports to share with internal staff. • Social Media Monitoring - Meltwater Engage (Powered by Sprout Social): Meltwater Engage is a software as a service (SaaS) that allows the City to coordinate the scheduling of social media posts, responding to messages, and evaluate the effectiveness of our social media efforts and strategy. Additionally, Meltwater Engage allows for direct connection to external help solutions (to open service request tickets) and provides a social customer relationship management (CRM) for staff within the platform. 2. Has any Surveillance Technology data been shared with a third-party? • No 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year?

• No 5. Has Surveillance Technology been effective in achieving its identified purpose? • Meltwater and Meltwater Engage have helped CDD to effectively manage requests coming in from the public via social media and to schedule our posts in one location instead of logging into each platform separately; combined these activities reflect dozens of actions each month. 6. Did the department receive any public records requests concerning Surveillance Technology? • No 7. What were the total annual costs of the Surveillance Technology? • CDD uses the City-wide subscription via access provided by the City’s Communications Director. Annual subscription costs are paid centrally via the OOM account within the City’s Public Information Office annual budget. 8. Are any communities disproportionately impacted by Surveillance Technology? • CDD is not aware of any disproportionate impact.

3. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Human Service Programs Division or Unit (if applicable): Submitted by: Ellen Semonoff Date: 03/01/2021 Surveillance Technology: • IP Address Collection Platforms • Media Monitoring - Meltwater • Social Media Monitoring - Meltwater Engage (Powered by Sprout Social) 1. What Surveillance Technologies has the department used in the last year? • IP Address Collection Platforms (Drupal Community – Drupal 8 Apache Software Foundation; Apache HTTP Server; Agaric, LLC – Find It Cambridge website software): Drupal Apache Software/Server by Drupal/Agaric is the platform which the FindIt Cambridge Website is built and housed on. A feature of this platform is the ability to log the IP addresses of those who visit the website. • Media Monitoring - Meltwater: Meltwater is a software as a service (SaaS) company that monitors media channels and social media platforms to identify relevant content based on keyword search terms. The platform provides access to a media influencers (media contacts) database, and is used to distribute city media releases. • Social Media Monitoring - Meltwater Engage (Powered by Sprout Social): Meltwater Engage is a software as a service (SaaS) that allows the coordination the scheduling of social media posts, responding to messages, and evaluate the effectiveness of our social media efforts and strategy. Additionally, Meltwater Engage allows for direct connection to external help solutions (to open service request tickets) and provides a social customer relationship management (CRM) for staff within the platform. 2. Has any Surveillance Technology data been shared with a third-party? • No 3. What complaints (if any) has your department received about Surveillance Technology? • None.

4. Were any violations of the Surveillance Use Policy found in the last year? • No 5. Has Surveillance Technology been effective in achieving its identified purpose? • IP Address Collection Platform. The website FindIt Cambridge has grown in popularity over the past years, now with over 1,500 contacts, organizations, programs and event listings housed on the site. The Drupal platform allows us to give service providers the ability to easily share opportunities on social media platforms as requested, which increases traffic to the site and engagement with the FindIt platform. It also allows service providers to receive the pageview count for their pages to increase their engagement and encourage them to update or improve their content regularly. • Media Monitoring – Meltwater. This technology has allowed DHSP to respond to media reports regarding the City of Cambridge in a timely and appropriate manner and ensure the City’s brand is appropriately represented. The platform allows us to measure the impact of our media outreach efforts and adjust strategy to improve coverage. The tool provides us with access to journalist and media outlet contacts from across the nation. The platform has enabled DHSP’s Communications Manager to send press releases and track PR engagement. • Social Media Monitoring – Meltwater Engage. Over the past year, DHSP has used Meltwater / Meltwater Engage for social media management and media monitoring. The Meltwater platform is used for scheduling and monitoring posts on DHSP’s Twitter and Facebook feeds. It also allows staff to generate social media reports to track engagement and use a data-driven approach for the department’s social media strategy. Additionally, Meltwater / Meltwater Engage allows for better coordination between DHSP and other City departments. 6. Did the department receive any public records requests concerning Surveillance Technology? • No 7. What were the total annual costs of the Surveillance Technology? • Meltwater - Costs covered by City-wide annual subscription cost from OOM from Public Information Office budget.

• Meltwater Engage - Costs covered by City-wide annual subscription cost from OOM from Public Information Office budget. • IP Address Collection Platform – Drupal - $35,000 annual contract from OOM from DHSP Budget. 8. Are any communities disproportionately impacted by Surveillance Technology? • DHSP is not aware of any.

4. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Election Commission Division or Unit (if applicable): Submitted by: Tanya Ford-Crump Date: 03/01/2021 Surveillance Technology: Electronic Poll Pads 1. What Surveillance Technologies has the department used in the last year? • Electronic Poll Pads were used by poll workers at early voting sites in 2020 to check in voters. The pads are used by authorized Election Commission personnel to identify voters, voters ballot style and that they have voted. Does not collect identifiable information related to how a person voted, only that they voted. The information in the poll pad is the information in the state’s Voter Registry Information System: voter name, address, party, date of birth, and ballot cast or not. 2. Has any Surveillance Technology data been shared with a third-party? • The data is stored on the state’s Voter Registration Information System supplied to the Election Commission by the Office of the Sec. of the Commonwealth. Only Election Commission personnel can access the information stored by the poll pads. The poll pads are password protected also. However, the information stored in the poll pad is public record. The information in the poll pad is the information on VRIS: voter name, address, party, date of birth, and ballot cast or not. • The information on the poll pad and stored on VRIS is public information. 3. What complaints (if any) has your department received about Surveillance Technology? • No complaints received by the Election Commission office 4. Were any violations of the Surveillance Use Policy found in the last year? • No violations.

5. Has Surveillance Technology been effective in achieving its identified purpose? • The technology was effective. 3,528 in person early voters for the 2020 State Primary and 14,037 for the 2020 Presidential Election were checked in during those early voting periods. Without the pads poll workers would’ve had to check in voters via paper “Voter Lists” return the marked “Voter Lists” to the Election Commission office at the end of the day/night and the election commission staff would’ve been required to input by hand all the voter data collected during the week or weeks of early voting into the state’s Voter Registration Information System. Using poll pads cut down on a tremendous amount of staff time. At the end of each day the staff simply downloaded the information from the poll pad and uploaded it to VRIS. 6. Did the department receive any public records requests concerning Surveillance Technology? • Yes, this office received 1 request during the Primary early voting period and 1 during the Presidential early voting period. General information stored on poll pads was provided such as voter name, address, party, date of birth, and ballot cast or not. 7. What were the total annual costs of the Surveillance Technology? • Costs - $31,740 for 21 poll pads. • Annual license charges (software and application warranty) of $300 per poll pad or $6,300 per year for 21 poll pads. • Funding Source- FY21 State Primary and Presidential Election operating budgets. • Personnel costs- The use of poll pads does not impact staff or poll workers’ pay. 8. Are any communities disproportionately impacted by Surveillance Technology? • No impact. Poll pads were supplied for use at each of the 3 early voting sites. Cambridge Voters were permitted to vote early at any one of the sites during the early voting period. Weekdays, evenings and weekends were made available to all Cambridge voters.

5. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Emergency Communications Division or Unit (if applicable): Emergency Communications Center Submitted by: Christina Giacobbe Date: 03/01/2021 Surveillance Technology: • RapidSOS Emergency Data Integration System • Digital Evidence Management System • Landline Location Technology 1. What Surveillance Technologies has the department used in the last year? • RapidSOS Emergency Data Integration System (RapidSOS). RapidSOS is a web platform that provides life-saving data directly to 911 and first responders in an emergency, providing faster, more effective responses. In Cambridge, when callers contact 911 their call is directed to Emergency Communications on the state’s Next Generation 911 platform and RapidSOS provides secondary, data-based location information to ECC through the RapidSOS clearinghouse. The purpose of this technology is to provide ECC Call Takers and Dispatchers with an accurate phone number and location information of wireless callers who contact 911 in our jurisdiction. • Digital Evidence Management System. Digital Evidence is a software platform system similar to a document management solution as a platform that supports repository of current collected public safety records such as 911 calls, Police Record Management System (RMS), Evidence, Computer Aided Dispatch (CAD) and other evidence forms such as photos and other media. Landline Location Technology. Landline Location Technology is deployed to identify the location of the caller during an emergency. The information obtained is the address, floor, office number and/or office/agency name for business lines (landline office phones) in the City of Cambridge. It does not cover residential properties or other phone listings as this is for the City of Cambridge business lines (landlines) only. This information is provided to the 911 operators directly and first responders during an emergency, providing faster, more effective responses. 2. Has any Surveillance Technology data been shared with a third-party? • RapidSOS Emergency Data Integration System (RapidSOS). The information obtained through this platform is not shared with any third party as the information is

presented in real time. The department does share caller information and audio calls with the Police Department and District Attorney’s Office as they proceed with prosecution. However, this information is provided through our 911 system, not RapidSOS. • Digital Evidence Management System. The information obtained through this platform is shared with authorized law enforcement agencies for prosecutorial purposes on behalf of the City of Cambridge. The department does not share evidence stored with any external non-government agency. • Landline Location Technology. The information obtained utilizing this technology is not shared with any third party as the information is presented in real time for emergency service response. 3. What complaints (if any) has your department received about Surveillance Technology? • None. 4. Were any violations of the Surveillance Use Policy found in the last year? • No 5. Has Surveillance Technology been effective in achieving its identified purpose? • RapidSOS Emergency Data Integration System (RapidSOS). Yes. RapidSOS technology platform has been effective in providing location information during emergency calls for service. The RapidSOS platform continues to enhance capabilities in aiding in emergency responses. • Digital Evidence Management System. The department is in the process of implementing the Digital Evidence Management System and has conducted trainings with employees that will be utilizing the system. The design and implementation of the system has met our expectations thus far. • Landline Location Technology. Yes, the technology has been effective in providing location information during emergency calls for service. 6. Did the department receive any public records requests concerning Surveillance Technology? • RapidSOS Emergency Data Integration System (RapidSOS). The department works with the City Solicitor’s Office on all requests for caller information and audio calls. The

department policy is that we do not release 911 calls, caller information or location information externally. The only exception is if the caller themselves requests the public record. The department shares caller information with law enforcement personnel who are authorized. • Digital Evidence Management System. The department is in the process of implementing the Digital Evidence Management System and is not fully operational. However, the department has not received any public records requests concerning this technology. • Landline Location Technology. The department works with the City Solicitor’s Office on all requests for caller information and audio calls. The department policy is that we do not release 911 calls, caller information or location information externally. The only exception is if the caller themselves requests the public record. The department shares caller information with law enforcement personnel who are authorized. 7. What were the total annual costs of the Surveillance Technology? • RapidSOS Emergency Data Integration System (RapidSOS). N/A. The department does not pay for any services related operating the State 911, Next Generation 911 system. • Digital Evidence Management System. The department will incur an initial annual cost of $92,900 for FY21 and subsequent annual costs for this service. Based on our continued efforts of evidence collection and timeline for prosecution, the department annual costs may increase due to storage needs. • Landline Location Technology. The department incurs an annual cost of $12,000 for this location information technology service. 8. Are any communities disproportionately impacted by Surveillance Technology? • RapidSOS Emergency Data Integration System (RapidSOS). The department does not know of any communities disproportionately impacted by RapidSOS as callers who contact 911 are doing so voluntarily to seek emergency services. When callers do contact 911, all calls are processed according to policy and protocol. • Digital Evidence Management System. The department does not know of any communities disproportionately impacted by Digital Evidence Management System. The

system is utilized to record digital evidence for crimes reported, 911 calls made, or media related to prosecution. • Landline Location Technology. The department does not know of any communities disproportionately impacted by using this Landline Location Technology. Callers who contact 911 are doing so voluntarily to seek emergency services even when utilizing a City of Cambridge business line (landline). When callers do contact 911, all calls are processed according to policy and protocol.

6. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Emergency Communications Division or Unit (if applicable): Police Submitted by: Christina Giacobbe Date: 03/01/2021 Surveillance Technology: Trespass Tracking Database 1. What Surveillance Technologies has the department used in the last year? • Trespass Tracking Database. Information about no trespassing notices/letters provided to individuals who receive a no trespass order under Massachusetts law are recorded in the Trespass Tracking database. The Police Department is required to maintain these notices. All notices and the information in the notice are recorded in our Trespass Tracking database so that the information can be made readily available to first responders during calls for service. 2. Has any Surveillance Technology data been shared with a third-party? • The information maintained in the Trespass Tracking is not shared with external parties. This information is shared with Cambridge Police to protect property and public safety and to hold those accountable who violate the orders. 3. What complaints (if any) has your department received about Surveillance Technology? • No 4. Were any violations of the Surveillance Use Policy found in the last year? • No 5. Has Surveillance Technology been effective in achieving its identified purpose? • The Trespass Tracking database has been effective as it maintains up to date records of active Trespass Orders as well as safeguards those locations to increase public safety and quality of life.

6. Did the department receive any public records requests concerning Surveillance Technology? • There have been no requests made to ECD for this information as it relates to the number of Trespass Orders or individuals in the database. 7. What were the total annual costs of the Surveillance Technology? • There is no cost for having the database as it is part of our Computer Aided Dispatch (CAD) platform. 8. Are any communities disproportionately impacted by Surveillance Technology? • The department does not know of any communities that are disproportionately impacted by the Trespass Tracking database. Individuals are warned prior to being issued a no trespass order. The Police Department provides notice and will notify the ECC in the event a Trespass Order is issued so Emergency Communications can track it for them.

7. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Executive/City Manager Division or Unit (if applicable): Public Information Office Submitted by: Lee Gianetti Date: 03/01/2021 Surveillance Technology: • Media Monitoring - Meltwater • Social Media Monitoring - Meltwater Engage (Powered by Sprout Social) 1. What Surveillance Technologies has the department used in the last year? • Media Monitoring - Meltwater: Meltwater is a software as a service (SaaS) company that monitors media channels and social media platforms to identify relevant content based on keyword search terms. The platform provides access to a media influencers (media contacts) database, and is used to distribute city media releases. Meltwater is also used to monitor coverage of the City of Cambridge and key topic areas of interest (i.e. sustainability, construction, transportation, and Visionzero) to compile weekly reports to share with internal staff. • Social Media Monitoring - Meltwater Engage (Powered by Sprout Social): Meltwater Engage is a software as a service (SaaS) that allows the City to coordinate the scheduling of social media posts, responding to messages, and evaluate the effectiveness of our social media efforts and strategy. Additionally, Meltwater Engage allows for direct connection to external help solutions (to open service request tickets) and provides a social customer relationship management (CRM) for staff within the platform. 2. Has any Surveillance Technology data been shared with a third-party? • No 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year? • No

5. Has Surveillance Technology been effective in achieving its identified purpose? • Media Monitoring – Meltwater: This technology has allowed the City to respond to media reports regarding the City of Cambridge in a timely and appropriate manner and ensure the City’s brand is appropriately represented. The platform allows us to measure the impact of our media outreach efforts and adjust strategy to improve coverage. The tool provides us with access to journalist and media outlet contacts from across the nation. The tool centralizes communication efforts that takes place by communications staff integrated throughout various city departments. It allows for centralized monitoring and coordination of citywide efforts. • Social Media Monitoring – Meltwater Engage: This tool has allowed City departments to better coordinate social media efforts in terms of content reaction, strategy evaluation, and responsiveness to our followers. Not all departments have migrated into the tool yet but will in the coming years. The advantage of this tool is that all our social platforms can be accessed within one account, that is secured by various permission levels. It allows for quick access and control of City social media accounts during an emergency situation and provides a way for the city to coordinate the dissemination of information to the public. 6. Did the department receive any public records requests concerning Surveillance Technology? • The Public Information Office did not directly receive any public records requests. 7. What were the total annual costs of the Surveillance Technology? • Meltwater - $23,100.03 annual subscription cost from OOM from Public Information Office budget. • Meltwater Engage - $34,000.04 annual subscription cost from OOM from Public Information Office budget. 8. Are any communities disproportionately impacted by Surveillance Technology? • The Public Information Office is not aware of any.

8. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Finance Division or Unit (if applicable): Assessing Submitted by: Gayle Willett Date: 03/01/2021 Surveillance Technology: • Atlas RMV Portal • MUNIS Tax Modules, MA Environmental Police Registration • LexisNexis 1. What Surveillance Technologies has the department used in the last year? • The Atlas RMV Portal. This is a web application provided by the Commonwealth of Massachusetts to access the RMV system. The RMV requires municipalities to use the ATLAS portal for accessing dealer plate information needed for excise tax billing. Assessing has limited access to this database and only uses it to create excise tax bills for billing car dealerships with dealer plates in Cambridge. • MUNIS Tax Modules, MA Environmental Police Registration: The software suite contains several tax modules (Reals Estate, Personal Property, MV Excise, and Boat). The software processes files in order to generate excise tax bills using registration numbers in the case of the MV Excise and Boat modules. Access to the MA environmental police registration database will allow the vetting of duplicate and expired file information to ensure that the bills that are generated are correct and valid. • LexisNexis: Assessing uses LexisNexis to review information submitted by taxpayers for residential exemptions and personal exemptions. This data allows the Assessing department to vet information received by taxpayers to prevent fraud and ensure that regular audits are conducted. 2. Has any Surveillance Technology data been shared with a third-party? • No. 3. What complaints (if any) has your department received about Surveillance Technology? • None

4. Were any violations of the Surveillance Use Policy found in the last year? • None. 5. Has Surveillance Technology been effective in achieving its identified purpose? • Atlas RMV Portal: Yes. Assessing will continue to send out dealer plate excise tax bills. • MUNIS Tax Modules, MA Environmental Police Registration: Yes. Environmental Police access is ensuring that the correct boat excise tax registration is billed. • LexisNexis: Yes. LexisNexis is being used to review information submitted by taxpayers for residential exemptions and personal exemptions. This data allows the Assessing department to vet information received by taxpayers to prevent fraud and ensure that regular audits are conducted. 6. Did the department receive any public records requests concerning Surveillance Technology? • No. 7. What were the total annual costs of the Surveillance Technology? • Atlas RMV Portal: All costs associated with Assessing’s use for dealer plates billing are covered by the RMV. • MUNIS Tax Modules, MA Environmental Police Registration: All costs associated with Assessing’s use of the Environmental police database is covered by the state. • LexisNexis: $240.00 per year. 8. Are any communities disproportionately impacted by Surveillance Technology? • The department does not know of any communities disproportionately impacted by its surveillance technology. • Atlas RMV Portal & MUNIS Tax Modules, MA Environmental Police Registration: Please note that the technology is only used to search and verify information about car dealerships and boat owners. The portals provide information that is not available to the

public regarding the number of dealer plates at any dealership in Cambridge and boat owner information, including: boat type, boat age, boat manufacturer, boat length, status of registration and expiration date for registration. The Assessing department has limited access to these databases to three members of the department and has requested the least amount of information required for sending out dealer plate excise tax bills and boat excise tax bills. • LexisNexis: LexisNexis monitors our office’s use to ensure that the it is only used for office purposes and has the ability to audit our use and can terminate our contract for mis- use.

9. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Finance Division or Unit (if applicable): Revenue Submitted by: Angela Brathwaite, Michele Kincaid Date: 03/01/2021 Surveillance Technology: • ATLAS RMV Portal • MUNIS Tax Modules 1. What Surveillance Technologies has the department used in the last year? • ATLAS RMV Portal. Used by select Finance Staff to release Non-Renewal holds at the Registry of Motor Vehicles on behalf of taxpayers who have paid their delinquent Motor Vehicle Excise tax bills. • MUNIS Tax Modules. Used by Finance Department to create Excise, Real Estate, Personal Property, and Water Bills. 2. Has any Surveillance Technology data been shared with a third-party? • ATLAS RMV Portal. The ATLAS Database is used by the Registry of Motor Vehicles and Municipalities within the Commonwealth. Other Municipalities are able to view a Cambridge taxpayer’s information, should that taxpayer contact them. For example, upon logging in to the ATLAS Database, Cambridge Staff would be able to see that a customer not only has delinquent Motor Vehicle Excise bills in Cambridge, but also delinquent parking tickets from Belmont. There is no ability for City Staff to modify a record filed under a different Municipality, or vice versa. • MUNIS Tax Modules. The data is shared with our bill printers. The City produces approximately: 50,000 Real Estate bills, 55,000 Excise Tax bills, 2,500 Property Tax bills, and 65,000 Water bills annually. It is unrealistic for us to print this volume of bills in house, so we use third party printing services. For Water we use Globe Direct and for Real Estate/Personal Property/Excise we use PKS – Deputy Collector. From the Munis software we generate a flat file for the necessary bill type and send that securely to our printers. Our printers are then able to produce the bills included in the flat file and mail them on our behalf.

Both Globe Direct and PKS – Deputy Collector work with multiple municipalities in the Greater Boston Area. 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year? • None. 5. Has Surveillance Technology been effective in achieving its identified purpose? • ATLAS RMV Portal. Extremely effective. The ATLAS Database is an upgrade from the previous ALARS Database (both provided to Municipalities through the Registry of Motor Vehicles). The ATLAS Database offers a user-friendly platform that allows City Staff to provide taxpayers with an accurate view of their driver profile. We can alert taxpayers to delinquent bills in other Municipalities that they may not have been aware of. • MUNIS Tax Modules. Yes. Munis Tax Modules are an effective way for the City to bill its residents and bring in revenue via Water, Excise, Real Estate, and Personal Property. 6. Did the department receive any public records requests concerning Surveillance Technology? • ATLAS RMV Portal. No. • MUNIS Tax Modules. No. 7. What were the total annual costs of the Surveillance Technology? • ATLAS RMV Portal. The City is assessed RMV Fees on the Cherry Sheet Assessments. There are no personnel costs associated. The current Massachusetts Statutes authorize the Non-Renew program to charge an RMV Surcharge of $20.00 per each clear transaction we make through the ATLAS Database. The cost of this Surcharge is built into the fees that are incurred on delinquent bills. During the past year there were no costs associated with upgrading, training users, or maintaining the ATLAS Database.

• MUNIS Tax Modules. The current contract for MUNIS is $102,401.09 for Fiscal Year 2021. 8. Are any communities disproportionately impacted by Surveillance Technology? • ATLAS RMV Portal. All drivers within the Commonwealth are subject to Excise tax, however we can infer that under-privileged economic groups will have more trouble paying this tax each year and therefore are more likely to have delinquencies with holds on their accounts. These holds will result in increased interaction with our Department. Transient individuals will also be subject to a heightened privacy impact. Students moving to and from the City between semesters, and other individuals coming and going, may lose track of where their vehicle is registered and may not received their bill to pay it on time. The Finance Department tries to be understanding of people financial situations and we do offer payment plans on a case by case basis if a taxpayer is in need. The Finance Department does not keep any additional data on which taxpayers are on hold or delinquent, aside from the amount of the outstanding bills. We do not maintain records of personally identifying information regarding taxpayers who make payments or do not make payments. • MUNIS Tax Modules. Munis Tax Modules maintain information on any individual with a vehicle registered in the City, any individual who owns a home or a business in the City, and any individual who pays water bills for a property in the City. This encompasses a great number of people. The Finance Department does not categorize this data into individual sub-categories. All City Residents are equally represented in the Munis system.

• MUNIS Tax Modules. The current contract for MUNIS is $102,401.09 for Fiscal Year 2021. 8. Are any communities disproportionately impacted by Surveillance Technology? • ATLAS RMV Portal. All drivers within the Commonwealth are subject to Excise tax, however we can infer that under-privileged economic groups will have more trouble paying this tax each year and therefore are more likely to have delinquencies with holds on their accounts. These holds will result in increased interaction with our Department. Transient individuals will also be subject to a heightened privacy impact. Students moving to and from the City between semesters, and other individuals coming and going, may lose track of where their vehicle is registered and may not received their bill to pay it on time. The Finance Department tries to be understanding of people financial situations and we do offer payment plans on a case by case basis if a taxpayer is in need. The Finance Department does not keep any additional data on which taxpayers are on hold or delinquent, aside from the amount of the outstanding bills. We do not maintain records of personally identifying information regarding taxpayers who make payments or do not make payments. • MUNIS Tax Modules. Munis Tax Modules maintain information on any individual with a vehicle registered in the City, any individual who owns a home or a business in the City, and any individual who pays water bills for a property in the City. This encompasses a great number of people. The Finance Department does not categorize this data into individual sub-categories. All City Residents are equally represented in the Munis system.

10. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Fire Division or Unit (if applicable): Submitted by: Chief Gerard Mahoney Date: 03/01/2021 Surveillance Technology: • Laryngoscopes • Social Media Monitoring - Meltwater Engage (Powered by Sprout Social) 1. What Surveillance Technologies has the department used in the last year? • Laryngoscopes: The video laryngoscopes were not deployed because of the pandemic. The practice of placing endotracheal tubes was deemed by state and regional EMS authorities as a high risk of aerosol disease transmission and was replaced with other airways until further notice. • Social Media Monitoring - Meltwater Engage (Powered by Sprout Social): Meltwater Engage is a software as a service (SaaS) that allows the City to coordinate the scheduling of social media posts, responding to messages, and evaluate the effectiveness of our social media efforts and strategy. Additionally, Meltwater Engage allows for direct connection to external help solutions (to open service request tickets) and provides a social customer relationship management (CRM) for staff within the platform. 2. Has any Surveillance Technology data been shared with a third-party? • No. 3. What complaints (if any) has your department received about Surveillance Technology? • None. 4. Were any violations of the Surveillance Use Policy found in the last year? • None. 5. Has Surveillance Technology been effective in achieving its identified purpose?

• Laryngoscopes: It has not achieved its purpose, because it was not used. • Social Media Monitoring - Meltwater Engage (Powered by Sprout Social): This tool has allowed the Fire Department to coordinate social media efforts across various platforms in terms of information dissemination regarding public safety, current events, and public relations, as well as receiving feedback. This technology allows us to answer questions and provide related safety information in a timely manner. 6. Did the department receive any public records requests concerning Surveillance Technology? • None. 7. What were the total annual costs of the Surveillance Technology? • Laryngoscopes: No costs since initial purchase. • Social Media Monitoring - Meltwater Engage (Powered by Sprout Social): No cost to FD, cost covered by annual subscription cost paid centrally by the City PIO Office. 8. Are any communities disproportionately impacted by Surveillance Technology? • Laryngoscopes: The technology was not used. • Social Media Monitoring - Meltwater Engage (Powered by Sprout Social): The Fire Department is not aware of any.

11. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Information Technology Division or Unit (if applicable): Submitted by: Patrick McCormick Date: 03/01/2021 Surveillance Technology: IP Address Collection Platforms (Multiple) 1. What Surveillance Technologies has the department used in the last year? • IP address collection platforms. The City of Cambridge uses various platforms that collect IP addresses from internal and external network and internet 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 city logs IP addresses on these technologies to aid in data protection, website performance, and relevancy of content and services to users. 2. Has any Surveillance Technology data been shared with a third-party? • No. This data is not shared with any third parties. 3. What complaints (if any) has your department received about Surveillance Technology? • No complaints have been received about IP collection. 4. Were any violations of the Surveillance Use Policy found in the last year? • No. 5. Has Surveillance Technology been effective in achieving its identified purpose? • Yes. The City firewall and web servers, and the IP collection through the City’s websites have been effective. • The Cambridge firewall is achieving its identified purpose. Currently we block: o about 1.5 Million overall events per day; o 100-200 critical events daily; and

o 10-25 anti-bot events daily. o If the firewall misses a malicious IP, the logs on web servers are critical to diagnose site performance on a security perspective. • The City of Cambridge collects information about visitors to public websites. This information has been leveraged to help better manage the sites. We have used 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 inform how ITD continuously improves the City’s website and online services. 6. Did the department receive any public records requests concerning Surveillance Technology? • No. 7. What were the total annual costs of the Surveillance Technology? • Firewall o $20,000 ongoing training o $50,000 annual maintenance • Website(s) o Hosted on a Virtual Host which contains many servers, making a cost estimate difficult to pinpoint. Estimate $20,000 annual cost. 8. Are any communities disproportionately impacted by Surveillance Technology? • No. The IP address collection platforms, through the City’s firewall and website(s), automatically operate on industry standard methodologies. They impact all individuals attempting to access the City’s websites in the same way.

12. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Law Division or Unit (if applicable): Submitted by: Nancy Glowa Date: 3/1/2021 1. What Surveillance Technologies has the department used in the last year? • WestLaw Public Records Search function. This is a subscription service that is a part of WestLaw which allows users to search and gather information from various public records. 2. Has any Surveillance Technology data been shared with a third-party? • In circumstances where there are technical difficulties with the software, the vendor, rather than the attorney, performs the search and provides the report. 3. What complaints (if any) has your department received about Surveillance Technology? • None. 4. Were any violations of the Surveillance Use Policy found in the last year? • None. 5. Has Surveillance Technology been effective in achieving its identified purpose? • Yes. 6. Did the department receive any public records requests concerning Surveillance Technology? • No. 7. What were the total annual costs of the Surveillance Technology? • The WestLaw subscription total cost is not broken down by feature.

8. Are any communities disproportionately impacted by Surveillance Technology? • No. This technology is only used on an as-needed basis to search public records for filings or documents to be used in legal proceedings.

13. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Library Division or Unit (if applicable): Submitted by: Maria McCauley Date: 03/01/2021 Surveillance Technology: • AtoZDatabases • Media Monitoring – Meltwater • Social Media Monitoring – Meltwater Engage (Powered by Sprout Social) 1. What Surveillance Technologies has the department used in the last year? • AtoZDatabases: AtoZDatabases is a research database with business and executive listings, residential listings, job search information, and healthcare professional listings. The database does not collect personal data from patrons but provides patrons with access to existing sources. • Media Monitoring - Meltwater: Meltwater is a software as a service (SaaS) company that monitors media channels and social media platforms to identify relevant content based on keyword search terms. The platform provides access to a media influencers (media contacts) database, and is used to distribute city media releases. Meltwater is also used to monitor coverage of the City of Cambridge and key topic areas of interest (i.e. the Library). The Library primarily uses this service to distribute press releases and media advisories • Social Media Monitoring - Meltwater Engage (Powered by Sprout Social): Meltwater Engage is a software as a service (SaaS) that allows the City to coordinate the scheduling of social media posts, responding to messages, and evaluate the effectiveness of our social media efforts and strategy. Additionally, Meltwater Engage allows for direct connection to external help solutions (to open service request tickets) and provides a social customer relationship management (CRM) for staff within the platform. The Library is not actively using these features at this time. 2. Has any Surveillance Technology data been shared with a third-party? • AtoZDatabases: The Library provides patrons with access to AtoZDatabases for their personal research only. Reports on patron usage of the service are aggregated and do not

capture any individual patron’s use of the service (i.e. specific search terms or parameters). • Media Monitoring – Meltwater: No surveillance data from Meltwater has been shared with a third-party. • Social Media Monitoring – Meltwater Engage: No surveillance data from Meltwater has been shared with a third-party. 3. What complaints (if any) has your department received about Surveillance Technology? • AtoZDatabases: No complaints have been received. • Media Monitoring – Meltwater: No complaints have been received. • Social Media Monitoring – Meltwater Engage: No complaints have been received. 4. Were any violations of the Surveillance Use Policy found in the last year? • AtoZDatabases: There are no violations. • Media Monitoring – Meltwater: There are no violations. • Social Media Monitoring – Meltwater Engage: There are no violations. 5. Has Surveillance Technology been effective in achieving its identified purpose? • AtoZDatabases: Patrons may use this database to conduct searches of businesses, executives, residential addresses, and phone numbers. This directory information is useful for identifying sales leads, finding employing opportunities, conducting market research, and finding personal contacts. Patrons conducted 814 searches between 3/1/2020 and 2/17/2021. • Media Monitoring – Meltwater: The Library primarily uses Media Monitoring – Meltwater to distribute press releases and media advisories. It has provided helpful efficiencies and flexibility to reach different outreach lists. From March 1, 2020 to February 16, 2021, the Library has distributed 22 press releases and media advisories to promote library reopening updates, programs, and services.

• Social Media Monitoring – Meltwater Engage: The Library has access to this component of Meltwater, but it is not actively using it at this time. 6. Did the department receive any public records requests concerning Surveillance Technology? • AtoZDatabases: No requests received. • Media Monitoring - Meltwater: No requests received. • Social Media Monitoring – Meltwater Engage: No requests received. 7. How much did it cost to acquire and operate Surveillance Technology? • AtoZDatabases: The subscription to this directory database costs $2,348 annually all included and is paid from the Library’s materials budget (OOM). • Media Monitoring - Meltwater: The Library uses the City-wide subscription via access provided by the Public Information Office. • Social Media Monitoring – Meltwater: The Library uses the City-wide subscription via access provided by the Public Information Office. 8. Are any communities disproportionately impacted by Surveillance Technology? • AtoZDatabases: We are not aware of any communities disproportionately impacted by the Library’s subscription to AtoZDatabases. • Media Monitoring - Meltwater: We are not aware of any communities disproportionately impacted by the Library’s use of the City’s Meltwater subscription. Our outreach lists include a wide range of organizations, including those that represent and connect to our communities of color and underserved and vulnerable populations. As Covid safety procedures allow, we will continue to do offline outreach to reach those who are not on our digital outreach/promotion lists. • Social Media Monitoring – Meltwater: We are not actively using these features at this time, though we have access through the overall City account.

14. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Police Division or Unit (if applicable): CID and Professional Standards Unit Submitted by: Commissioner Branville Bard Date: 03/01/2021 Surveillance Technology: Case Cracker 1. What Surveillance Technologies has the department used in the last year? • Case Cracker. Case Cracker is a video recording technology used in interview rooms at the police stations to document police interviews. 2. Has any Surveillance Technology data been shared with a third-party? • For all technologies: The Department provides the Middlesex District Attorney’s Office with mandatory discovery on all criminal prosecutions. 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year? • None 5. Has Surveillance Technology been effective in achieving its identified purpose? • Yes. The technology has been effective in realizing the stated purpose. The technology effectively records interviews in the Criminal Investigations Division and Professional Standards Unit. 6. Did the department receive any public records requests concerning Surveillance Technology? • None 7. What were the total annual costs of the Surveillance Technology?

• None 8. Are any communities disproportionately impacted by Surveillance Technology? • The department is not aware of any community disproportionately impacted by this technology. Recordings are all done voluntarily. Audiovisual recordings are posited to alleviate public concerns connected with suspect treatment in custodial settings. There is a compelling societal interest in requiring video recording of police interviews and interrogations. The benefits of recording custodial interrogations go above and beyond transparency. The benefits extend not only to the accused, but also to the police, defense attorneys, prosecutors, fact finders, and the public.

15. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Police Division or Unit (if applicable): CID Days, DV/SA & Cyber Submitted by: Commissioner Branville Bard Date: 03/01/2021 Surveillance Technology: • GPS tracking devices (2) • Digital Intelligence Workstation • Dell Laptop BCERT • Magnet Forensics–Axiom • Cellebrite • Getdata Forensic Explorer • Shotspotter 1. What Surveillance Technologies has the department used in the last year? • GPS Tracking Devices: o Global Positioning System (GPS) is a technology that makes possible exact location tracking through satellite trilateration using a network of satellites orbiting the Earth. The satellites are able to communicate with specialized receivers on the ground, providing the exact location of the receiver. o The CPD possess and utilizes two of these receivers to assist in certain criminal investigations (thefts of bicycles and packages). A GPS device is attached to a bicycle or package that might be stolen and, if a theft occurs, CPD tracks the item. • Cell phone and computer forensic analysis tools: o Digital Intelligence Workstation: ▪ Digital Intelligence Workstation is one of many tools utilized by the Criminal Investigation’s Cybercrime Unit to investigate computer-related crimes. This hardware allows Cybercrime Detectives to “image” a hard- drive for future analysis by computer software tools (Axiom-Magnet Forensics and/or Getdata Forensic Explorer). o Dell Laptop BCERT: ▪ Dell Laptop BCERT is hardware that is utilized to recover evidence from computer equipment (hard-drives, etc.). o Magnet Forensics – Axiom: ▪ Axiom-Magnet Forensics is software that can analyze the history of a file, recover digital evidence and analyze and report on digital evidence. o Cellebrite:

▪ Cellebrite is a forensic software tool used to analyze digital evidence in a similar fashion to Axiom-Magnet Forensics. Cellebrite is utilized for iOS and newer cellular phones, whereas Axiom is used by detectives for Androids and older cellular phones. o Getdata Forensic Explorer: ▪ Getdata Forensic Explorer is software that can analyze digital evidence by locating, filtering, sorting and keyword searching. • Shotspotter: o Shotspotter is a gunshot detection system deployed across the City, which listens for gunshots over a 1.1 square mile coverage area in the City. Gunshot detection systems are designed to be an ever-vigilant reporting ear. CPD has no listening capabilities; sensors are analyzed at Shotspotter HQ in California. Only incidents identified by Shotspotter’s proprietary algorithm as “in the class of gunshots” generate a numerical address sent to the Department via the application. No other audio is sent to or sought by CPD. 2. Has any Surveillance Technology data been shared with a third-party? • Shotspotter: o Yes. Members of the Metro Boston UASI region can receive Cambridge Shotspotter notifications for officer and public safety. • For all technologies: The Department provides the Middlesex District Attorney’s Office with mandatory discovery on all criminal prosecutions. 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year? • None 5. Has Surveillance Technology been effective in achieving its identified purpose? • GPS Tracking Devices: o Yes, the technology has been effective in realizing the stated purpose. The technology has allowed the Department to identify a number of bike and package thefts again this year.

• Cell phone and computer forensic analysis tools: o Digital Intelligence Workstation; Dell Laptop BCERT; Magnet Forensics – Axiom; Cellebrite and Getdata Forensic Explorer: ▪ Yes, the technology has been effective in realizing the stated purpose. The technology has allowed detectives from the Department’s Cyber Unit to effectively search and analyze computers and cell phones in dozens of criminal investigations. • Shotspotter: o Yes, the technology has been effective in realizing the stated purpose. The technology has effectively detected gunshot activity and allowed officers to more efficently repond to relevant crime scenes. The evidence derived from this technology has also been utlilzed in several new criminal proescutions this year. The technology has been particularly useful in the past year identifying incidents of gunfire, including automatic gunfire and retaliatory shootings, leading to the identification and prosecution of numerous perpetraors for crimes of violence. 6. Did the department receive any public records requests concerning Surveillance Technology? • No. 7. What were the total annual costs of the Surveillance Technology? • GPS Tracking Devices: o None. • Cell phone and computer forensic analysis tools: o Digital Intelligence Workstation; Dell Laptop BCERT; Magnet Forensics – Axiom; Cellbrite and Getdata Forensic Explorer: ▪ Cellebrite: $3,700 • Shotspotter: o Approx. $50K /yr., which is funded by the Urban Area Security Initiative (UASI). 8. Are any communities disproportionately impacted by Surveillance Technology? • GPS Tracking Devices: o The department is not aware of any community disproportionately impacted by this technology. While the privacy implications for tracking individuals and items using GPS are wide-ranging; the technology as currently employed by the

Cambridge Police Department should have no disproportionate impact because it is only utilized to track property (bikes/packages) stolen from the Cambridge Police Department. • Cell phone and computer forensic analysis tools: o Digital Intelligence Workstation; Dell Laptop BCERT; Magnet Forensics – Axiom; Cellebrite and Getdata Forensic Explorer: ▪ The department is not aware of any community disproportionately impacted by this technology. Where police engage in a search of any type, privacy concerns are at their highest. This technology is utilized in a wide berth of investigations in which a cell phone or computer device is lawfully seized. The technology is only utilized where there is no reasonable expectation of privacy, after consent is provided or a search warrant is obtained. • Shotspotter: o Individuals who live, work or are otherwise located within the geographic area of its microphones/sensors may be impacted by the technology. The placement of microphones has not changed since the implementation of the technology. Initial placement was based on prevalence of gunfire or gunshot victims. CPD can request movement but the high concentration (relative to Cambridge) has persisted in the same area.

16. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Police Division or Unit (if applicable): Crime Analysis & CID Submitted by: Commissioner Branville Bard Date: 03/01/2021 Surveillance Technology: • Accurint Workstation • BRIC Omega Dashboard • Coplink • QED • Incident Database • CLEAR • LexisNexis • Focused Deterrence Database • LENS 1. What Surveillance Technologies has the department used in the last year? • Accurint Workstation: o The Accurint Workstation is a software program utilized by CPD to analyze and map incident data from the Department’s Incident Database, including arrest and incident reports; information contained in this database is gathered directly from QED, the Department’s Records Management System (RMS). o The Department uses this software to produce daily, monthly and yearly maps; many that are disseminated publicly in various formats (Public Safety Bulletins, monthly Bridgestat, CPD Annual Crime Report, etc.). • BRIC Omega Dashboard: o BRIC Omega Dashboard is the Intel portal for Boston Regional Intelligence Center (BRIC). The BRIC works at the forefront of intelligence collection and analysis. The BRIC allows for a regional approach to analyze whether crimes are interconnected by geography, type, or method. The BRIC covers the Metro Boston Homeland Security Region (MBHSR), consisting of: Boston, Brookline, Cambridge, Chelsea, Everett, Quincy, Revere, Somerville, Winthrop, The Greater Boston Police Council (Boston Area Police Emergency Radio Network— BAPERN), Massachusetts Bay Transportation Authority (MBTA), Massachusetts Port Authority (Massport), and Metro Fire Association. o In order to have the most complete accounting of what crimes and trends are impacting the region, it is necessary for all cities and towns, including Cambridge to contribute intelligence information. As such, the Cambridge Police Department contributes the following information: Approved arrest reports and Field

Interview and Observation (FIO) reports for certain cases (Confidential items, i.e., specifically marked domestic, juvenile, and sexual assault reports are excluded). • Coplink: o COPLINK is one of the “solutions and services” provided through NESPIN (New England State Police Information Network®). COPLINK is a data sharing and crime analytics platform. o NESPIN (New England State Police Information Network®) is the local arm of a national project known as the RISS Program (Regional Information Sharing Systems). The goal of RISS is to assist local, state, federal and tribal Criminal Justice partners by providing adaptive solutions and services that facilitate information sharing, support criminal investigations, and promote officer safety. NESPIN is one of only six RISS centers operating nationwide. • QED: o QED currently functions as CPD’s Record Management System (RMS). A records management system (RMS) is “an agency-wide system that provides for the storage, retrieval, retention, manipulation, archiving, and viewing of information, records, documents, or files pertaining to law enforcement operations. In this context, records are limited to documents or electronic files directly related to law enforcement operations such as incident and accident reports, arrests, citations, warrants, case management, field contacts, etc.” o The Department will be switching to Mark 43 this year. • Incident Database: o The Incident Database is a Microsoft® Access database of corrected Records Management System Data. The database is used to “clean up” or to keep a more accurate record of the data that comes into the Records Management System (RMS) (i.e., initially an entry may be coded as a Larceny Motor Vehicle (L-MV) but through investigation it is determined to be a House Break where a L-MV also occurred—this database accurately reflects the appropriate Uniform Crime Reporting/National Incident-Based Reporting System code). • CLEAR: o CLEAR® is a Public Records search engine. For a fee, CLEAR’s database provides access to thousands of data sets including, address, phone numbers, billing (utilities, etc.) and credit-related information through public records and publicly available sources. According to its website: ▪ “Thomson Reuters CLEAR® is powered by billions of data points and leverages cutting-edge public records technology to bring all key content together in a customizable dashboard. Locate hard-to-find information and quickly identify potential concerns associated with people and businesses

to determine if further analysis is needed. The user-friendly platform was designed with intuitive navigation and simple filtering parameters, so you can quickly search across thousands of data sets and get accurate results in less time.” o In addition to accessing these public records to gather information on criminal suspects, the Department utilizes CLEAR to locate victims, witnesses and to verify background information on applicants (Public Safety Employment or License to Carry Firearms (LTC)). • LexisNexis: o LexisNexis is a search engine. Users pay a fee to search public records and other information compiled by the provider. It serves as a research tool used to locate people, companies, businesses, phone numbers, properties and fragments of information; this information helps to create a more complete picture of what we are investigating. (e.g., the Department entered the name and phone number of an individual who had been the victim of a scam, this search lead us to where the “scammer” found the victim’s information, potentially creating a solid investigative lead). • Focused Deterrence Database: o The Focused Deterrence Database uses an algorithm to analyze Records Management System (RMS) data based on past arrest and incident reports. The database algorithm identifies individuals who most recently have caused or been the subject of (i.e., victim/survivor) the greatest social harm and could currently benefit from social services and a case manager (offender or victim/survivor). CPD reaches out to individuals identified through the Database to offer them the option of joining the Focused Deterrence Program. o “Focused Deterrence” in terms of policing is a strategy that aims to deter specific criminal behavior through fear of specific sanctions, as well as anticipation of benefits for not engaging in crime. In its initial iteration here in Cambridge, Focused Deterrence closely resembled this. There have always been “variants” of the Focused Deterrence program in practice; here in Cambridge, Focused Deterrence has morphed into an altogether different program. o Focused Deterrence in Cambridge does not utilize a predictive policing program, through the Focused Deterrence Database or otherwise. The department does not have a “gang database” (or any semblance thereof) and instead pulls information directly from the CPD RMS. • LENS (Law Enforcement Notification System): o The Law Enforcement Notification System (LENS) is a web-based system which provides local law enforcement with information on federal offenders currently on supervision with the U.S. Courts. This release of information is required by the

Violent Crime Control Act of 1994. Qualifying offenders include those convicted of certain drug trafficking crimes, crimes of violence, sex offenses and those convicted of internet child pornography offenses included as part of the Sex Offender Registration and Notification Act. LENS allows real time updates regarding these offenders and provides the ability to search neighboring jurisdictions and nationwide. 2. Has any Surveillance Technology data been shared with a third-party? • Accurint Workstation: No. But the Department uses this software to produce daily, monthly and yearly maps; many that are disseminated publicly in various formats (Public Safety Bulletins, monthly Bridgestat, CPD Annual Crime Report, etc.). • BRIC Omega Dashboard: Yes. The Department shares incident data with the BRIC on a daily basis for effective regional law enforcement. • Coplink: Yes. The Department shares incident data with Coplink on a daily basis for effective statewide law enforcement. • QED: Yes. The Department regularly shares incident data with fellow law enforcement and provides records for public records requests. • Incident Database: Yes. The Crime Analysis Unit creates weekly, monthly and annual reports based on this crime data. • For all other technologies: The Department provides the Middlesex District Attorney’s Office with mandatory discovery on all criminal prosecutions. 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year? • None 5. Has Surveillance Technology been effective in achieving its identified purpose? • Accurint Workstation: o Yes, the technology has been effective in realizing the stated purpose. This technology allows the Crime Analysis Unit to effectively analyze and map crime, which is an essential function of a modern police department. • BRIC Omega Dashboard:

o Yes, the technology has been effective in realizing the stated purpose. The technology allows the Department to obtain regional crime data (and crime mapping) about local offenders/offenses on a daily basis to help effectively solve crime and make arrests. • Coplink: o Yes, the technology has been effective in realizing the stated purpose. The technology allows the Department to obtain statewide crime data (and crime mapping) about local offenders/offenses on a daily basis to help effectively solve crime, make arrests and licensing decisions. • QED: o Yes, the technology has been effective in realizing the stated purpose. QED serves as the central report writing and incident documentation system for the Department. The Department is required by state and federal law, as well as court procedural rules to document a variety of police encounters, whether for criminal, civil or administrative matters. • Incident Database: o Yes, the technology has been effective in realizing the stated purpose. This database is a condensed accounting of QED incidents for purposes of crime incident statistical reporting. This database is effectively utilized for weekly, monthly and annual crime reporting. • CLEAR: o Yes, the technology has been effective in realizing the stated purpose. The technology allows Department personnel to effectively search public records and publicly available records to locate offenders, victims and witnesses for criminal investigations and trials. This database is also an effective tool for licensing decisions. • LexisNexis: o Yes, the technology has been effective in realizing the stated purpose. The technology allows Department personnel to effectively search public records and publicly available records to locate offenders, victims and witnesses for criminal investigations and trials. This database is also an effective tool for licensing decisions. • Focused Deterrence Database:

o Yes, the technology has been effective in realizing the stated purpose. The technology allows the Department to analyze criminal data and objectively identify those individuals who are causing the greatest amount of social harm to the community and/or are in need of social services. The database has not been utilized since the last Annual Surveillance Report was submitted. • LENS: o Yes, the technology has been effective in realizing the stated purpose. The technology allows the Department to identify Cambridge residents who are on federal probation. 6. Did the department receive any public records requests concerning Surveillance Technology? • None 7. What were the total annual costs of the Surveillance Technology? • Accurint Workstation: o Approximately $30,000 per year; previously budgeted through “E-Gov” but will be included in the police budget beginning FY’22. • BRIC Omega Dashboard: o The BRIC Omega Dashboard has no financial costs to the City of Cambridge. It is funded by the Department of Homeland Security. • Coplink: o RISS/NESPIN/COPLINK has no financial costs to the City of Cambridge. It is funded by the federal government. The actual cost is unknown at this time. • QED: o QED is a longstanding multi-agency product (Police, Fire, ECD). Its initial costs are unknown. According the Director of ECD the combined annual maintenance cost for all three agencies is $60K. The Department will be switching to Mark 43 in this year. • Incident Database: o This database is created using Microsoft® Access, available through the City’s Microsoft Office suite, and is of little to no cost to the Department. • CLEAR:

o CPD currently has access to 5 licenses furnished to the Department by the Urban Area Security Initiative (UASI) at no cost to the agency. Information as to actual cost was not furnished by UASI. • LexisNexis: o Included in Accurint Workstation costs. • Focused Deterrence Database: o There is no cost associated with this technology; two CPD Detectives are assigned to this program in addition to their other duties/responsibilities. • LENS: o There are no costs to CPD, the program is federally managed and funded. 8. Are any communities disproportionately impacted by Surveillance Technology? • Accurint Workstation: o The department is not aware of any community disproportionately impacted by this technology. This technology has a minimal impact as the software analyzes incident data already stored in the Department’s records management system. The Department is required by state and federal law, as well as court procedural rules to document a variety of police encounters, whether for criminal, civil or administrative matters. • BRIC Omega Dashboard: o The department is not aware of any community disproportionately impacted by this technology. However, anytime that large amounts of intelligence information are gathered, significant privacy implications exist. The BRIC maintains a strict policy designed to “protect individual privacy, civil rights, civil liberties, and other protected interests” [Boston Regional Intelligence Center Privacy, Civil Rights and Civil Liberties Protection Policy]. ▪ The 43-page policy states [in part]: The BRIC will not seek or retain and originating agencies will agree to not submit information about individuals or organizations solely on the basis of their religious, political, or social views or activities; their participation in a particular noncriminal organization or lawful event; or their races, ethnicities, citizenship, places of origin, ages, disabilities, genders, or sexual orientation. o The Cambridge Police are committed to responsibly accessing regional systems in manners that are consistent with Cambridge values and in compliance with its ordinances and practices. Based on its current usage and the significant safeguards

in place, this technology has a minimal privacy impact on Cantabrigians and surrounding communities. • Coplink: o The department is not aware of any community disproportionately impacted by this technology. The NESPIN/RISS Centers operate their intelligence system under the Criminal Intelligence Systems Operating Policies (28 Code of Federal Regulations [CFR] Part 23). All RISS member agencies have agreed to comply with the requirements of 28 CFR Part 23 with respect to any criminal information they submit into an applicable RISS Criminal Intelligence Database (RISS/Intel). RISS has adopted a comprehensive privacy policy to protect individual privacy, civil rights, civil liberties, and other protected interests [RISS's Commitment to Safeguarding Privacy, Civil Rights, and Civil Liberties]. o The Cambridge Police Department is committed to responsibly accessing regional systems in manners that are consistent with Cambridge values and in compliance with its ordinances and practices. • QED: o The department is not aware of any community disproportionately impacted by this technology. QED serves as the central report writing and incident documentation system for the Department. The Department is required by state and federal law, as well as court procedural rules to document a variety of police encounters, whether for criminal, civil or administrative matters. o The Cambridge Police Department is committed to responsibly maintaining systems in manners that are consistent with Cambridge values and in compliance with its ordinances and practices. Only CJIS Compliant Certified Public Safety Employees in the performance of their official duties may access, use or disseminate information contained in QED for official and lawful criminal justice purposes. Based on its current usage and the significant safeguards in place, this technology has a minimal privacy impact on Cantabrigians and surrounding communities. • Incident Database: o The department is not aware of any community disproportionately impacted by this technology. This database is a condensed and corrected accounting of QED incidents for purposes of crime incident statistical reporting. The Department is required by state and federal law, as well as court procedural rules to document a variety of police encounters, whether for criminal, civil or administrative matters. o The Cambridge Police Department is committed to responsibly maintaining systems in manners that are consistent with Cambridge values and in compliance with its ordinances and practices. Only CJIS Compliant Certified Public Safety

Employees in the performance of their official duties may access, use or disseminate information contained in this limited database for official and lawful criminal justice purposes. Based on its current usage and the significant safeguards in place, this technology has a minimal privacy impact on Cantabrigians and surrounding communities. • CLEAR: o The department is not aware of any community disproportionately impacted by this technology. Thomson Reuters’ CLEAR boasts providing access to “billions of data points and thousands of datasets”. Thompson Reuters is a private, for- profit company that provides its service for a fee. The Cambridge Police Department is committed to responsibly accessing this service in a manner that is consistent with Cambridge’s values. The likelihood of disparately impacting a particular population via using this technology is small, as it has broad uses, aimed at providing information to assist the Department in providing services for those who have been harmed and locating those who have caused the harm. • LexisNexis: o The department is not aware of any community disproportionately impacted by this technology. LexisNexis is a private, for-profit company that provides its service for a fee. The Cambridge Police Department is committed to responsibly accessing this service in a manner that is consistent with Cambridge’s values. • Focused Deterrence Database: o The department is not aware of any community disproportionately impacted by this technology. This technology has a minimal impact as it analyzes existing incident reports from the Department’s RMS. The Department is required by state and federal law, as well as court procedural rules to document a variety of police encounters, whether for criminal, civil or administrative matters. The algorithm utilizes factors such as “role” played and “when” the incident occurred (allowing for a decaying weighted analysis). Additionally, crimes are weighted in strict accordance with Massachusetts Sentencing Guidelines. o The Department is committed to responsibly utilizing data in a way that is protective of privacy, civil rights and civil liberties. Currently 10 individuals are in the Focused Deterrence program. As a point of reference, the Focused Deterrence database was not utilized for the 2020/2021 Focused Deterrence firearms violence program. Involved parties were identified through RMS arrest and firearms incident reports from the previous three years and through court and Middlesex District Attorney’s Office referrals. • LENS:

o The department is not aware of any community disproportionately impacted by this technology. This technology has a minimal impact as the Department only has access to information about those individuals who are Cambridge residents that are on federal probation. The information is accessed via restricted web site for official use only, and provided through federally managed application/portal. Only CJIS Compliant Certified Public Safety Employees in the performance of their official duties may access, use or disseminate information contained in LENS for official and lawful criminal justice purposes. The LENS web site informs users that “…Unauthorized use is subject to prosecution under Title 18 of the U.S. Code”, and that “…all activities and access attempts are logged”

17. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Police Division or Unit (if applicable): Crime Scene Services, Booking & Records Submitted by: Commissioner Branville Bard Date: 03/01/2021 Surveillance Technology: • Morpho Automated Fingerprint Identification System (AFIS) with camera (Massachusetts State Police (MSP) System) • Live Scan (3 devices) 1. What Surveillance Technologies has the department used in the last year? • Morpho AFIS: o Morpho is a fingerprint database through the Massachusetts State Police. It allows the Department’s Crime Scene Serves Section to compare unknown latent fingerprints to a state database of known fingerprints when investigating criminal activity. • Live Scan: o Digital fingerprint system with live feed to the Massachusetts State Police and Federal Bureau of Information for identification and criminal history. Live Scan is used to document and identify persons in lawful police custody or those persons who voluntarily wish to be fingerprinted. The technology is also utilized for statutorily mandated background checks for firearms licensing and to comply with federal and state security requirements for City employees 2. Has any Surveillance Technology data been shared with a third-party? • Morpho AFIS: o For each case where this technology is utilized, data is shared with the MSP. If a latent print is individualized to a known print by members of the Department’s Crime Scene Services Unit, the data will be shared with an external police department for verification purposes under the ACE-V methodology for fingerprint analysis. • Live Scan: o Every live scan procedure is shared with the FBI and MSP. The FBI shares fingerprints with other federal agencies, including the Department of Homeland Security.

• For all technologies: The Department provides the Middlesex District Attorney’s Office with mandatory discovery on all criminal prosecutions. 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year? • None 5. Has Surveillance Technology been effective in achieving its identified purpose? • Morpho AFIS: o Yes. The technology has been effective in realizing the stated purpose. The technology has allowed the Department to identify a number of offenders based on latent fingerprints left at crime scenes or on evidence. • Live Scan: o Yes. The technology has been effective in realizing the stated purpose. The technology allows the Department to verify the identity of someone in police custody and obtain their federal and state criminal history for law enforcement purposes. The technology is also effective for completing firearms licensing background checks and security requirements for City employees. 6. Did the department receive any public records requests concerning Surveillance Technology? • None 7. What were the total annual costs of the Surveillance Technology? • Morpho AFIS: Annual maintenance costs are approximately $10,000. • Live Scan: Annual maintenance costs are $5,040. 8. Are any communities disproportionately impacted by Surveillance Technology?

• Morpho AFIS: o The department is not aware of any community disproportionately impacted by this technology. It is utilized to analyze all unknown latent fingerprints recovered from a crime scene or evidence. • Live Scan: o The department is not aware of any community disproportionately impacted by this technology. This technology is used to document and identify all persons in lawful police custody. This technology is also utilized for all persons voluntarily seeking to be fingerprinted, voluntarily applying for a license to carry a firearm, or who voluntarily seek unattended access to the police station.

18. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Police Division or Unit (if applicable): EOD Submitted by: Commissioner Branville Bard Date: 03/01/2021 Surveillance Technology: • Wireless Explosive Ordinance Disposal (EOD) robots with cameras: Robotex Avatar II 2 (3); Foster Miller Tallon 4; Foster Miller Dragon Runner 4; Remotetec F6A 4 with fiberoptic • Tactical Electronics VF52 Fiber Scope • ATF Bomb Arson Tracking System (BATS) 1. What Surveillance Technologies has the department used in the last year? • Wireless EOD robots with cameras: o These devices provide robot gripper and camera assistance that can be remotely deployed to provide a live image of a suspected explosive device. The devices are various sizes: Robotex Avatar II 2 is a small platform, Foster Miller Tallon 4 & Foster Miller Dragon Runner 4 are medium platform, and the Remotetec F6A 4 with fiberoptic is a large platform. o These devices provide fast and reliable threat assessment for explosive ordinance disposal and bomb technicians. Grippers allow for device manipulation. Cameras allow for visual inspection via distance. • Tactical Electronics VF52 Fiber Scope: o Optical scope technology used to view enclosed or secure areas for explosive mitigation. o Provides fast and reliable threat assessment for EOD and bomb technicians. • ATF BATS: o The Bomb Arson Tracking System (BATS) is a web-based case management system that allows state and local arson and explosive investigators access to up- to-date arson and explosive data from across the nation. 2. Has any Surveillance Technology data been shared with a third-party? • Wireless EOD robots with cameras and Tactical Electronics VF52 Fiber Scope: o No. The EOD does not use this technology to record any data. • ATF BATS:

o Yes. The Department enters bomb and arson cases into this system, which are shared with the federal Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF). 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year? • None 5. Has Surveillance Technology been effective in achieving its identified purpose? • Wireless EOD robots with cameras and Tactical Electronics VF52 Fiber Scope: o Yes. The technology has been effective in realizing the stated purpose. This technology has been regularly deployed to determine whether explosive devices are in a given location or piece of property. • ATF BATS: o Yes. The technology has been effective in realizing the stated purpose. The technology allows the Department’s EOD to report and track arson and bomb cases. 6. Did the department receive any public records requests concerning Surveillance Technology? • None 7. What were the total annual costs of the Surveillance Technology? • Wireless EOD robots with cameras: o None. • Tactical Electronics VF52 Fiber Scope: o None. • ATF BATS: o None. Access provided by ATF at no charge. 8. Are any communities disproportionately impacted by Surveillance Technology?

• Wireless EOD robots with cameras and Tactical Electronics VF52 Fiber Scope: o The department is not aware of any community disproportionately impacted by this technology. This technology is utilized minimally during exigent circumstances when an explosive device is believed to be present. The images captured are only of the suspected explosive device and its immediate surroundings. • ATF BATS: o The department is not aware of any community disproportionately impacted by this technology. This technology is only used to track arson and bomb incidents.

19. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Police Division or Unit (if applicable): Fleet Submitted by: Commissioner Branville Bard Date: 03/01/2021 Surveillance Technology: Prisoner Transport Security Cameras (Transport Wagon 236 & 240) 1. What Surveillance Technologies has the department used in the last year? • Prisoner Transport Security Cameras. Prisoner Transport Security Cameras provide enhanced safety for transporting officers and prisoners by recording the circumstances of individuals’ transportation by CPD. 2. Has any Surveillance Technology data been shared with a third-party? • For all technologies: The Department provides the Middlesex District Attorney’s Office with mandatory discovery on all criminal prosecutions. 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year? • None 5. Has Surveillance Technology been effective in achieving its identified purpose? • Yes. The technology has been effective in realizing the stated purpose. The cameras are used to view persons lawfully in police custody who are being transported by the Department and are effectively used for their safety and the safety of the transporting officers. 6. Did the department receive any public records requests concerning Surveillance Technology?

• None 7. What were the total annual costs of the Surveillance Technology? • None 8. Are any communities disproportionately impacted by Surveillance Technology? • The department is not aware of any community disproportionately impacted by this technology. This technology is only used to view persons lawfully in police custody who are being transported by the Department and is implemented strictly for their safety and the safety of the transporting officers. The information is saved for 14 days and is automatically written over unless affirmative action is taken to save a particular piece of footage.

20. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Police Division or Unit (if applicable): PIO Submitted by: Commissioner Branville Bard Date: 03/01/2021 Surveillance Technology: • TweetDeck • Media Monitoring - Meltwater • Social Media Monitoring - Meltwater Engage (Powered by Sprout Social) 1. What Surveillance Technologies has the department used in the last year? • TweetDeck. TweetDeck is a social media dashboard application for management of Twitter accounts. Originally an independent app, TweetDeck was subsequently acquired by Twitter Inc. and integrated into Twitter's interface. TweetDeck allows users to organize and search Tweets in various ways. • Media Monitoring - Meltwater: Meltwater is a software as a service (SaaS) company that monitors media channels and social media platforms to identify relevant content based on keyword search terms. The platform provides access to a media influencers (media contacts) database, and is used to distribute CPD media announcements. Meltwater is also used to monitor media coverage of the Cambridge Police Department and to compile daily news coverage reports with internal staff. • Social Media Monitoring - Meltwater Engage (Powered by Sprout Social): Meltwater Engage is a software as a service (SaaS) that allows the CPD to coordinate the scheduling of social media posts, respond to messages on various social media platforms, and evaluate the effectiveness of our social media efforts and strategy. Additionally, Meltwater Engage allows for direct connection to external help solutions (to open service request tickets) and provides a social customer relationship management (CRM) for staff within the platform. 2. Has any Surveillance Technology data been shared with a third-party? • None, other than the actual posting of social media on social media platforms. 3. What complaints (if any) has your department received about Surveillance Technology?

• None 4. Were any violations of the Surveillance Use Policy found in the last year? • None 5. Has Surveillance Technology been effective in achieving its identified purpose? • Yes, the technology has been effective in realizing the stated purpose. This technology has allowed the PIO to view mentions and posts about the Department, as well as help shape the Department’s social media strategy. 6. Did the department receive any public records requests concerning Surveillance Technology? • The Public Information Office did not directly receive any public records requests. 7. What were the total annual costs of the Surveillance Technology? • TweetDeck is a free application in Twitter. • Meltwater and Meltwater Engage are funded by the annual subscription costs paid by the City’s Public Information Office. 8. Are any communities disproportionately impacted by Surveillance Technology? • The department is not aware of any community disproportionately impacted by these technologies. This technology has a minimal impact as the software merely aggregates publicly available news coverage, social media posts and mentions.

21. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Police Division or Unit (if applicable): Professional Standards Submitted by: Commissioner Branville Bard Date: 03/01/2021 Surveillance Technology: Infraware 1. What Surveillance Technologies has the department used in the last year? • Infraware. Infraware is dictation software that records a person’s voice for transcription purposes. 2. Has any Surveillance Technology data been shared with a third-party? • No. This technology is utilized for internal investigations through the Department’s Professional Standards Unit. 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year? • None 5. Has Surveillance Technology been effective in achieving its identified purpose? • Yes. The technology has been effective in realizing the stated purpose. This technology has allowed the PSU to obtain transcripts for internal investigations. 6. Did the department receive any public records requests concerning Surveillance Technology? • None 7. What were the total annual costs of the Surveillance Technology?

• None 8. Are any communities disproportionately impacted by Surveillance Technology? • No. This technology is utilized to obtain transcripts of voluntary interviews given during internal PSU investigations.

22. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Police Division or Unit (if applicable): SIU Submitted by: Commissioner Branville Bard Date: 03/01/2021 Surveillance Technology: • Covert Cameras (Keltech Covert Streetlight Camera, CSA Pole Camera, IVC Covert Camera) • DTC Body Wire 1. What Surveillance Technologies has the department used in the last year? • Covert Cameras: o Covert cameras are deployed only in serious cases that pose a significant security or public safety risk. Cameras are placed in specified locations to capture images of suspected illegal activity. Per policy, these cameras cannot be deployed without the approval of a Police Superintendent or the Police Commissioner. • DTC Body Wire: o Body wire is an audio surveillance device and is only used for officer safety purposes during undercover operations (controlled drug buys, prostitution stings, human trafficking, etc.). An officer wears the body wire to record audio of their surroundings. 2. Has any Surveillance Technology data been shared with a third-party? • For all technologies: The Department provides the Middlesex District Attorney’s Office with mandatory discovery on all criminal prosecutions. 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year? • None 5. Has Surveillance Technology been effective in achieving its identified purpose?

• Covert Cameras: The Department has not deployed this technology this year. • Body Wire: The Department has stopped using this technology. 6. Did the department receive any public records requests concerning Surveillance Technology? • None 7. What were the total annual costs of the Surveillance Technology? • Covert Cameras: None. • Body Wire: None. 8. Are any communities disproportionately impacted by Surveillance Technology? • Covert Cameras: This technology was not deployed in the past year. • Body Wire: The Department no longer uses this technology.

23. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Police Division or Unit (if applicable): SRT Submitted by: Commissioner Branville Bard Date: 03/01/2021 Surveillance Technology: Throwbot XT 1. What Surveillance Technologies has the department used in the last year? • Throwbot XT. This technology is a throwable micro-robot platform that enables operators to obtain instantaneous video and audio. The device does not record. It can be placed, or made to travel (crawl), into hazardous situations (without risking human exposure to harm) in order to allow operators to quickly make informed decisions when seconds count. 2. Has any Surveillance Technology data been shared with a third-party? • None 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year? • None 5. Has Surveillance Technology been effective in achieving its identified purpose? • The technology has been effective in realizing the stated purpose. This technology has allowed the Special Response Team to assess whether a threat exists before making lawful entry or taking further action. 6. Did the department receive any public records requests concerning Surveillance Technology? • None

7. What were the total annual costs of the Surveillance Technology? • None 8. Are any communities disproportionately impacted by Surveillance Technology? • The department does not know of any community disproportionately impacted by this technology. This technology is used in minimal situations where an exigency exists and the Special Response Team needs to assess whether a threat exists before making lawful entry or taking further action. The audio and video captured in real time are not recorded or stored.

24. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Public Health Division or Unit (if applicable): Public Health Nursing Epidemiology and Data Services Submitted by: Claude Jacob Date: 03/01/2021 Surveillance Technology: MAVEN (Massachusetts Virtual Epidemiologic Network) 1. What Surveillance Technologies has the department used in the last year? • MAVEN (Massachusetts Virtual Epidemiologic Network). MAVEN is a PHIN (Public Health Information Network) compliant, secure web-based surveillance and case management system for infectious diseases that enables rapid, efficient communication among local and state health departments and laboratories. MAVEN allows the department to conduct case investigations and management. 2. Has any Surveillance Technology data been shared with a third-party? • Surveillance data is only shared with the Massachusetts Department of Public Health, as required by state law. Via MDPH, this some of this data is shared with Partners in Health, who operate the state contact tracing agency. Within MAVEN, we also occasionally share case data with other local boards of health in order to collaborate on an investigation. For example, a Cambridge resident who works at a business in Lexington may be shared with the Lexington BOH, within the MAVEN system. • Aggregated data and data analysis are shared with the public via the City's COVID-19 Data Dashboard. These are not shared in any identifiable way. 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year? • None 5. Has Surveillance Technology been effective in achieving its identified purpose?

• MAVEN remains an essential tool for CPHD to complete state-mandated infectious disease investigation work. For example, in 2020, CPHD received reports of 928 reportable infectious diseases among Cambridge residents, excluding COVID-19 cases. There were an additional 2974 cases of COVID-19 in 2020, which is also a reportable disease. • MAVEN has been crucial in COVID-19 contact tracing and case investigations. All 2,974 cases of COVID-19 in 2020 among Cambridge residents were reported to us via MAVEN. Any follow up and investigation is logged in MAVEN by public health nursing and epidemiology staff. For example, a person living in Cambridge who tests positive for COVID-19 will trigger a notification to CPHD. We will then either send the case to the State contact tracing organization (within MAVEN, to PIH), or perform the investigation ourselves. All information, including symptoms, contacts, and behaviors related to transmission, are logged in MAVEN. 6. Did the department receive any public records requests concerning Surveillance Technology? • Yes. An individual requested information on cases at MIT, which we answered using MAVEN data. 7. What were the total annual costs of the Surveillance Technology? • Costs for the acquisition, operation, and maintenance of MAVEN are covered by the Massachusetts Department of Public Health. CPHD staff use MAVEN to do state- mandated infectious disease investigations but are not involved in maintenance of the system. 8. Are any communities disproportionately impacted by Surveillance Technology? • All confirmed and suspected cases of reportable infectious diseases among Cambridge residents are required to be reported to the state health department and/or the Cambridge Public Health Department through MAVEN, where they are managed and investigated. Representation in the MAVEN system is a function of the distribution of disease in the Cambridge population and the health care utilization rates among Cambridge residents, both of which may vary by sub-group within Cambridge. Wherever possible, CPHD considers the potential over- or under-representation of marginalized communities in Cambridge in our infectious disease investigation work.

25. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Public Schools Division or Unit (if applicable): Information, Communications & Technology Services Submitted by: James Maloney Date: 03/01/2021 Surveillance Technology: • Securly for Chromebooks Web Filter • IP Address Collection Platforms (Sonicwall Firewall; Windows Server; Apache Web Server; Crowd Strike; Scruitinizer) 1. What Surveillance Technologies has the department used in the last year? • Securly for Chromebooks Web Filter o This technology is employed as a web filter only on all CPS Chromebooks. The filter is a Chrome plugin that is managed and deployed at the Google Domain level to all CPS owned Chromebooks. One this is setup it requires no other maintenance. The web filter will block sites that are considered potentially unsafe or harmful to students. o Securly blocks the following categories of content: Pornography, Drugs, Gambling, Other Adult Content, Social Media, Anonymous Proxies, Chat Messaging, Hate, Social Networking, Streaming Media and Games. There is also a Keyword blocking as well. These are “Generic” filter settings established by Securly. • IP Address Collection Platforms o The school department uses various platforms that collect IP addresses from internal and external connections and connection attempts, e.g., the CPS website, CPS firewall, traffic and network traffic analyzers. 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. 2. Has any Surveillance Technology data been shared with a third-party? • Securly for Chromebooks Web Filter o No. This data is not shared with third parties in addition all vendor provided- applications employed by the school department that may, or do, collect student- level data are protected against inappropriate use of student data by the vendor through Student Data Privacy Agreements (DPA). These agreements ensure that

any and all student-level data collected is only used for the purpose of providing the service the vendor was engaged for, and nothing else. All school department DPAs are available on the CPS website.1 The DPAs employed by CPS are both a MA State and National Model DPA developed by the Student Data Privacy Consortium2 and leveraged throughout the K12 Educational Technology Marketplace to protect student data from inappropriate uses. • IP Address Collection Platforms o No. This data is not shared with any third parties 3. What complaints (if any) has your department received about Surveillance Technology? • Securly for Chromebooks Web Filter o No complaints have been received • IP Address Collection Platforms o No complaints have been received 4. Were any violations of the Surveillance Use Policy found in the last year? • No violations were found last year. 5. Has Surveillance Technology been effective in achieving its identified purpose? • Securly for Chromebooks Web Filter o Yes, all student issued Chromebooks are filtered as required by the Children’s Internet Protection Act (CIPA). • IP Address Collection Platforms o Yes. The IP Collection technologies have been very effective in both protecing the school departments network from intrusion as well as being proactive against malicious activity. 6. Did the department receive any public records requests concerning Surveillance Technology? • Securly for Chromebooks Web Filter o No • IP Address Collection Platforms o No 1 See https://sdpc.a4l.org/district_listing.php?districtID=457 2 See https://privacy.a4l.org/

7. What were the total annual costs of the Surveillance Technology? • Securly for Chromebooks Web Filter o Free – zero costs • IP Address Collection Platforms o Sonicwall Firewall - $28,340.88 annually o Windows Server – Zero costs last year or ongoing – one time licensing. o Apache Web Server - Open Source, no cost o Crowd Strike - $25,025.00 annually o Scruitinizer - $3,740 annually 8. Are any communities disproportionately impacted by Surveillance Technology? • Securly for Chromebooks Web Filter o All students utilizing CPS issued Chromebooks at home are receiving the same level of content filtering. Students that have access to personal or family devices to complete required student work at home are not bound by the same filter that is intended to protect students from potentially harmful content. • IP Address Collection Platforms o No. The IP Address Collection Platforms, automatically operate in a standardized way. They impact all individuals attempting to access the school department’s websites, resources or network in the same way.

26. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Public Schools Division or Unit (if applicable): Safety & Security, Transportation Submitted by: James Maloney Date: 03/01/2021 Surveillance Technology: • Bus Video Recorders • GPS Devices • Edulog Transportation System 1. What Surveillance Technologies has the department used in the last year? • Bus video recorders: Cameras are installed on all school buses. The cameras on the school buses allow the school department to review any incidents that take place, after the event is over. The cameras allow the department to determine the source of any behavioral issues on the bus. The footage helps CPS staff and parents clarify what actually happened during an incident and supplements any report from a student or bus driver. • GPS devices: These devices are installed on vehicles transporting sudents. GPS units are attached to the student transportation vehicles to monitor and report back the physical location of the vehicles to the CPS Transportation Department. The GPS units monitor the physical location of each vehicle in real time. • Edulog Transportation System: The Edulog Transportation system is a database used by the CPS Transportation Department to manage the bus routes and student assignments. All information about what buses students ride as well as the buses locations are stored and managed within this system. 2. Has any Surveillance Technology data been shared with a third-party? • Bus video recorders: Yes, but in limited circumstances. In some cases, parents can view the video footage generated by the video recorders, but parents can only view footage of their child. • GPS devices: Yes. GPS location data is shared with the contracted transportation company to aid in the delivery of the bus transportation service. Parents can also view data on the location of the bus to which their child is assigned through a secure parent portal.

• Edulog Transportation System: Yes. Data on bus routes and locations is shared with the contracted transportation company to aid in the delivery of the bus transportation service. Parents can also view data on the route of the bus to which their child is assigned through a secure parent portal. 3. What complaints (if any) has your department received about Surveillance Technology? • Bus video recorders: None. • GPS devices: None • Edulog Transportation System: None. 4. Were any violations of the Surveillance Use Policy found in the last year? • No violations were found last year. 5. Has Surveillance Technology been effective in achieving its identified purpose? • Bus video recorders: Yes. The recorders captured any discipline issues that occurred on the buses. • GPS devices: Yes. The bus locations were tracked in real time. • Edulog Transportation System: Yes. Edulog was leveraged to build all required bus routes. 6. Did the department receive any public records requests concerning Surveillance Technology? • No. 7. What were the total annual costs of the Surveillance Technology? • Bus video recorders: No costs in the past year. • GPS devices: No costs in the past year. • Edulog Transportation System: o Ongoing Maintenance – $19,720/year 8. Are any communities disproportionately impacted by Surveillance Technology? • CPS is not aware of any communities disproportionately impacted by these technologies.

27. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Public Works Division or Unit (if applicable): Community Relations Submitted by: Owen O’Riordan Date: 03/01/2021 Surveillance Technology: Social Media Monitoring - Meltwater Engage (Powered by Sprout Social) 1. What Surveillance Technologies has the department used in the last year? • Meltwater Engage is a software as a service (SaaS) that allows DPW to coordinate the scheduling of social media posts, responding to messages, and evaluate the effectiveness of our social media efforts and strategy. Additionally, Meltwater Engage allows for direct connection to external help solutions (to open service request tickets) and provides a social customer relationship management (CRM) for staff within the platform. 2. Has any Surveillance Technology data been shared with a third-party? • No 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year? • None 5. Has Surveillance Technology been effective in achieving its identified purpose? • This tool has allowed DPW to better coordinate social media efforts in terms of content reaction, strategy evaluation, and responsiveness to our followers. The advantage of this tool is that all our social platforms can be accessed within one account, that is secured by various permission levels. It allows for quick access and control of City social media accounts during an emergency situation and provides a way for the city to coordinate the dissemination of information to the public.

6. Did the department receive any public records requests concerning Surveillance Technology? • None 7. How much did it cost to acquire and operate Surveillance Technology? • Annual subscription cost is covered by the Operations and Maintenance budget from the Public Information Office’s budget 8. Are any communities disproportionately impacted by Surveillance Technology? • No

28. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Traffic, Parking, and Transportation Division or Unit (if applicable): Parking Management, Street Management Submitted by: Joe Barr Date: 03/01/21 Surveillance Technology: • ATLAS RMV Portal (Parking Management) • Traffic Signal Detection Cameras (Street Management Division) • MioVision Traffic Count Mobile Camera Units (Street Management Division) 1. What Surveillance Technologies has the department used in the last year? • ATLAS RMV Portal: ATLAS is a web application provided by the Commonwealth of Massachusetts to access the RMV system and used by the Parking Management division. It used by Parking Services staff to issue resident parking permits, view handicap placard information, and clear holds on licenses and vehicle registrations. No data is collected or stored, and the public cannot access it. • Traffic Signal Detection Cameras: These cameras are deployed at a limited number of signalized intersections across the City. The detection cameras include 360-degree units manufactured by MioVision and directional cameras manufactured by Iteris. They are used for detection of roadway users, to classify their mode of transportation, and to quantify their movements at signalized intersections in the City of Cambridge, and to assist in the optimized operation of traffic signals. The aggregated data collected will be analyzed and used to improve the efficiency and safety of operations for all roadway users. The technology will also provide City staff with continuous roadway user counts to allow for evaluation of seasonal and annual traffic volume variations to assist in future design and planning projects. • MioVision Traffic Count Mobile Camera Units: These units are deployed in the field by transportation consultants, at various locations on a temporary basis. The units are typically attached to a signal, utility, or streetlight pole within the right of way. This technology collects traffic video and data that is later processed to provide a variety of traffic related data such as turning movement counts, intersection counts and classifications, and road volume counts. Additionally, there is an optional “Connect” component that can be added to Scout units that allows the unit to communicate wirelessly for monitoring purposes (but not to stream data) and has the capability of detecting MAC addresses from devices searching for wireless networks within their

range. With the added ‘Connect” functionality, the Scout Unit can detect devices within an 80-100 foot radius of the unit. The Scout Unit uses MD5 hash function to produce a 128 bit hash value for each MAC address, pseudonymizing the MAC addresses. This process is unidirectional and cannot be reversed, but the MAC addresses remain unique and matchable. These hashed addresses and timestamps are stored in the unit during the data collection period then transmitted to a central system operated by the vendor, MioVision. The central system then looks to see if the same hashed MAC address has been recorded previously by other scout units in the vicinity and in the same time frame and uses any matches to establish travel times. 2. Has any Surveillance Technology data been shared with a third-party? • ATLAS: No data has been shared with a third-party. • MioVision Intersection Cameras: These cameras are accessed by the Vendor, MioVision, and by the City’s signal contractor, Dagle Electric Corporation, for purposes of set up, training, and troubleshooting of the product. Access is only controlled by designated city staff and only provided when required for troubleshooting. • MioVision Traffic Count Mobile Camera Units: Video from these units is collected and accessed by Transportation Consultants. Previous deployments took place prior to the surveillance ordinance and were done without City approvals; therefore we cannot determine who has accessed the data. Moving forward, a permitting system will allow us to understand who is collecting data. 3. What complaints (if any) has your department received about Surveillance Technology? • ATLAS: None • MioVision Intersection Cameras and MioVision Traffic Count Mobile Camera Units: The department has received inquiries about the installed cameras from time to time, but no inquiries that the department would characterize as complaints. We explain the use of the technology and that has been satisfactory for individuals inquiring. No inquiries have been received over the past year. 4. Were any violations of the Surveillance Use Policy found in the last year? • No violations have been found.

5. Has Surveillance Technology been effective in achieving its identified purpose? • ATLAS: Yes. ATLAS is used daily by Parking Services staff to issue resident parking permits, view handicap placard information and clear license and registration holds. In 2020, 37,403 Resident Parking Permits were issued. In FY19, the last year for which the RMV provided this data,there were 17,973 chargeable clears for license and registrations holds. • Traffic Signal Detection Cameras: The MioVision units were installed in late 2019 and are functioning as expected. The vehicle traffic counts collected by the MioVision units provided insights in changes in traffic volumes and traffic patterns during the Pandemic. We continue to evaluate the efficacy of bicycle and pedestrian counts generated by the MioVision cameras. The directional cameras operate as expected and detect vehicles in order to optimize signal operations. • MioVision Traffic Count Mobile Camera Units: Yes. These data collection units are a significant improvement over past manual and tube data collection methods. In the past, counts have been taken by hand, which is far more labor intensive and limits the amount and timeframe of the data collected. Tubes used for data collection frequently malfunctioned or were destroyed by road traffic or street cleaning vehicles. Overall, the video-based data collection allows for better data collection, and as a result, far better data analysis for transportation planning. In addition, it is becoming increasingly difficult to obtain detailed counts using any other methodology as most vendors are using this technology. There has been no use of this technology of the past year due to the Pandemic. These units are typically used to collect data for traffic studies, and changes to traffic volumes and travel patterns during the pandemic have precluded data collection for these purposes. 6. Did the department receive any public records requests concerning Surveillance Technology? • No. 7. What were the total annual costs of the Surveillance Technology? • ATLAS: There is a $20.00 per transaction RMV surcharge for license plate clears. In FY 2019, the last year for which the RMV provided this data, there were 17,973 chargeable clears for license and registrations holds, which are assessed through a reduction in local aid provided on the Cherry Sheet Assessments.

• Traffic Signal Detection Cameras: No annual costs. • MioVision Traffic Count Mobile Camera Units: N/A. These are typically installed by traffic engineering consultants as part of the overall cost of a transportation planning or traffic engineering study, such as a Traffic Impact Study required for a private development project. 8. Are any communities disproportionately impacted by Surveillance Technology? • ATLAS: The Portal allows TP+T 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 residents 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. As such, the use of the Massachusetts RMV Website Portal does not have any disproportionate impact on any population. • Traffic Signal Detection Cameras: Although they are installed in specific communities that have specific demographics, they observe all users that pass through an intersection, whether or not those users come from those local communities. Typically, these units are installed at major intersections which carry both local and regional traffic. The technology does not retain any personally identifiable information, and does not impact the drivers, cyclists and pedestrians that are counted by the cameras. As such, the use of Detection Cameras does not have any disproportionate impact on any one population. • MioVision Traffic Count Mobile Camera Units: The units record all users that pass by the unit, whether or not those users come from those local communities. These units are also deployed for very short periods of time, further limiting impacts. While data collection is used across the City, it is possible that data collection, and thus video recording, will occur most frequently in areas with significant new development, thus possibly impacting these areas more than parts of the City with less development. However, these cameras primarily collect data that is not personally identifiable and use hashing technology to mask MAC addresses that could otherwise be personally identifiable. Overall, the use of MioVision Intersection Cameras does not have disproportionate impacts on any population.

29. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Department: Water Division or Unit (if applicable): Submitted by: Sam Corda & Fred Centanni Date: 2/12/2021 Surveillance Technology: • Automated Meter Reading (AMR) System • AMR Consumer Engagement Tool 1. What Surveillance Technologies has the department used in the last year? • Automated Meter Reading (AMR) System. The Water Department’s AMR system is a radio-based system which transmits on a Federal Communication Commission (FCC) licensed/reserved frequency. Meter Transmitter Units (MTUs) are attached to every water meter throughout the city. The MTU transmits water meter reads in a propriety format. These reads are transmitted every 4 hours on a floating schedule. For example, an MTU will transmit a read today at 6:00AM, and then transmit a read tomorrow at 6:03AM. The reads are received by the Data Collection Units (DCUs) located within the city. The DCUs transmit the meter readings, using a cell phone network, to a communications computer located at the Water Department. The communications computer then transfers the data to a database computer which translates the data in order for the city to view the water meter reads. This allows the Water Department to provide actual reads for billing and allows us to alert customers for potential leaks at their property. Below is an example of our STAR AMR software and the data collected:

• AMR Consumer Engagement Tool: Using water meter data from the Department’s AMR system, water customers will be able to view their own daily water usage on-line to promote conservation and detect water leaks. The data will be stored on a remote server, hosted by our vendor. The individual data will be accessible through the City’s web page and access will be protected by individual account log-in security which will be approved by our IT Department. 2. Has any Surveillance Technology data been shared with a third-party? • No 3. What complaints (if any) has your department received about Surveillance Technology? • None 4. Were any violations of the Surveillance Use Policy found in the last year? • None. 5. Has Surveillance Technology been effective in achieving its identified purpose? • Yes 6. Did the department receive any public records requests concerning Surveillance Technology? • No 7. What were the total annual costs of the Surveillance Technology? • Automated Meter Reading (AMR) System: o The department is nearing completion of an upgrade of the AMR system to replace all the MTUs because the batteries reached their life expectancy. $108,385 was spent on installation in the last year. o The department completed upgrading the DCUs for $41,000. o The department plans to upgrade the STAR software at an estimated cost of $56,000. o The department has an annual maintenance agreement for approximately $15,000.

• AMR Consumer Engagement Tool: o Due to contractual and Covid-19 related issues, the implementation has been delayed and no costs were incurred. The department plans on completing the implementation this year at an estimated cost of $43,000. • Source of funds – Capital Water Funds for everything except the annual maintenance agreement which come from Operating Water Funds. 8. Are any communities disproportionately impacted by Surveillance Technology? • No. Every property that has a water service has a water meter regardless of any other criteria. This allows CWD to provide actual reads for billing and to alert all customers of any potential leaks in their property. Additionally, all customers will be able to sign up for Consumer Engagement at no additional cost.