The Annual Surveillance Report concerning City Departments’ use of Surveillance Technology or Surveillance Data

• Media Monitoring – Meltwater: Meltwater is a software as a service (SaaS) company (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 social media efforts and strategy. Additionally, Meltwater Engage allows for direct

• Media Monitoring – Meltwater: This technology has allowed the City to respond to 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 with 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.

• 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.

• Cambridge Arts is not aware of any marginalization as an impact to this usage. 2. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT

Community Development

Iram Farooq

Media Monitoring - Meltwater

Social Media Monitoring - Meltwater Engage (Powered by Sprout

(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.

Engage is a software as a service (SaaS) that allows the City to coordinate the scheduling

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.

• 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.

• CDD is not aware of any disproportionate impact.

3. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT

Human Service Programs

Ellen Semonoff

• Social Media Monitoring - Meltwater Engage (Powered by Sprout

• 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 contacts) database, and is used to distribute city media releases.

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.

• 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 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.

• IP Address Collection Platform – Drupal - $62,725 maintenance contract from OOM from DHSP Budget, for Nov 2022 to June 2024. • 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.

• DHSP is not aware of any.

4. CITY OF CAMBRIDGE ANNUAL SURVEILLANCE REPORT

Election Commission

Tanya L. Ford-Crump

Electronic Poll Pads

• Electronic poll pads were used by poll workers at early voting sites in 2022 to check in voters. They were used for the September 2022 State Primary and November 2, 2022 State Election to lookup voters. The pads are used by authorized Election Commission personnel to identify voters and confirm that they have voted. The pads do 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 Registration Information System (VRIS): voter name, address, party, date of birth, and ballot cast or not.