Second Annual Surveillance Report concerning City departments’ use of Surveillance Technology or Surveillance Data

Christina Giacobbe

• Rapid SOS • 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. • The department works with the City Solicitors Office on all request 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 request the public record.

The department shares caller information with law enforcement personnel who are authorized. • N/A - The department does not pay for any services related operating the State 911, Next Generation 911 system. • There are no impacts to disproportionately impacted communities as callers who contact 911 are doing so voluntarily to seek emergency services. When callers do contact 911, all calis are processed according to policy and protocol. 2. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT

Emergency Communications Department

Christina Giacobbe

Trespass Tracking

• The information maintained in the Trespass Tracking is not shared with external parties.

This information is shared with Cambridge Police to protect property, public safety and to hold those accountable who violate the orders. • The Trespass Tracking has been effective as it maintains up to date records of active Trespass Orders as well as safe guards those locations to increase public safety and quality of life. • There have been no requests made to ECD for this information as it relates to the number of Trespass orders or individuals.

For each Surveillance Technology listed in (1) above, list all costs associated therewith. Costs include but are not limited to operating personnel, maintenance, upgrades, training, storage, and acquisition. Also explain the source of funding for each Surveillance Technology for next year. • There is no cost for having the database as it is part of our CAD platform. • There are no communities that are disproportionately impacted as 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 is issued so we can track it for them. 3. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT

Executive/City Manager

Public Information Office & Communications/Community

Relations staff in: Arts Council, Community Development,

Library, Police Department and Public Works

Lee Gianetti

• 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 City to coordinate the scheduling of social media posts, responding to messages, and evaluating the effectiveness of our social media efforts and strategy.

Describe how many complaints were received, the subject of the complaints, any department response, and the organizations responsible for the complaints, if any. None List all known violations, the department's diagnosis of the reason for the violation, and what remedial action was taken by the department.

Also, identify steps taken to determine if violations have occurred. • Meltwater Media Monitoring - the 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. • Meltwater Engage - the 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.

Describe how many requests were received, how many records the department produced in response thereto, and generally what information the requests were seeking. • The Public Information Office did not directly receive any public records requests. For each Surveillance Technology listed in (1) above, list all costs associated therewith. Costs include but are not limited to operating personnel, maintenance, upgrades, training, storage, and acquisition.

Also explain the source of funding for each Surveillance Technology for next year. • Meltwater Media Monitoring - $23,100 from OOM from Public Information Office budget. • Meltwater Engage - $33,500 from OOM from Public Information Office budget. • The Public Information Office is not aware of any. 4. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT Finance Revenue

Michele Kincaid

• Atlas Database (RMV) is used by three members of the Finance team to release taxpayers from RMV Non-Renewal hold once they outstanding motor vehicle excise ("MVE") bill has been paid. The RMV Non-Renewal program assists the City in the collection of unpaid MVE taxes. • The City does NOT share the any data from the Atlas Data base with any other third party entity. Technology! • Yes, the Registry Non-Renewal Surcharge program through the Atlas Database has been an effective tool in the City's collection process. For instance, the program has attributed to the collection of 2,176 past due Motor Excise Tax bill representing approximately $750,000 in FY19. • No Costs incurred except the Annual Cherry Sheet assessment. The assessment is based upon the number of vehicles that have been marked for Non-Renewal at the Registry. The following are the City's assessments for the last three years: • 2018-$481,300 • 2019 - $423,400 • 2020 - $461,860 • An inquiry into this data base is only made if the tax payer is paying a delinquent MVE tax bill that has been marked as Non-Renewal at the RMV. The taxpayer must pay their bill in cash or via credit card for the license hold to be released on this system. 5. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT

Information Technology