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Home My WebLink AboutDocumentation_Workshop_Tab 04_08/05/2013 � � F ��.: ,..L"`� ` �n,.f` ; `` �IILLAGE OF TEQUESTA �� j Lori McWilliams, MMC �<. r.� . �� Vill��e Cle�1� � TO: Village Manager Couuo FROM: Lori McWilliams, MMC � Village Clerk DATE: July 22, 2013 SUBJECT: Records Disposition � Bridge Surveillance Cameras In response to Council Member D'Ambra's inquiry regarding how long the Village stores the data and when the data can be destroyed Village is storing the records indefinitely on the Village's server — per IT. �°��i� � r��a��:� �g��,��H� �er��x � R�,�<;, it is of my opinion that these recordings fall under the ":-��-,i#I��,�; �°�;ay��wdingw�@" �`�<>�� e��;�� d�c�� bPi�v�� records schedule and would be available to dispose of per the records schedule after 30 days (unless needed for a criminal investigation). � � �� This record series consists of surveillance recordings created to monitor activities occurring inside and/or outside of public buildings and/or on public property (including in public vehicles such as school buses and municipal buses). Since these recordings may play an integral part in prosecution or disciplinary actions, agencies are responsible for ensuring that General Records Schedule GS1-SL for State and Local Government Agencies 43 internal management policies are in place establishing criteria for which images should be retained for further investigation. 1 am copying the Village Attorney on this communication in case he disagrees with my assessment; however, I have searched the Government in the Sunshine Manual, state statutes, and the Florida Law Enforcement Guide to Records and find no other category this would fall under. The items referring to cameras refer to red-light cameras (where tickets are often given) and camera footage involving criminal investigations. €��.�:��"; ��"�`�"�: My process for maintaining and disposing of records is to follow the Florida Records Schedule. However, if a department head wishes to hold on to records for longer than the minimum time, I recommend a written procedure be in place to ensure consistency and uniformity across the board with the specific records in question. 345 Teqiiesta Dr., Teql�esta, PL 33469 561-768-04�13 Fax:561-768-0685 www.teguesta.org �I Mayo, Deanna From: Elg, Christopher Sent: Wednesday, July 24, 2013 8:27 PM To: McWilliams, Lori Cc: Mayo, Deanna Subject: RE: Backup Needed by 7/26 Attachments: IACP_ALPR_Policy_Operational_Guidance.pdf Loei, I noted Keith's comments below but we do have a number of residents who do not live in Tequesta full time and I think having the ability to go back and review the data collected for at least 90 days would be helpful (and has been in the past) for investigating r��sic#�ntial hurglaries as well as other crimes. Attached (see page 29) is � survey of forty law enforcement agencies regarding their retention times and it appears that 36% of the agencies had retention times ranging from 21 days to six months (based on additional research). After speaking with some of the senior members of the department it appears we could reasonably agree to a retention period of 90 days upon which all data (except those images necessary to be retained as evidence) would be deleted from the system. � � Christopher L. Elg ., �; � .,;.� , '��.��: C�hief of Police `� Viilage of Tequesta Police Department � 357 Tequesta Drive � Tequesta, FL 33469 «� �"el: 561.768.0500 � Fax: 561J68.0695 ( Emergency: 9-1-1 From: McWilliams, Lori Sent: Wednesday, July 24, 2013 1:07 PM To: Mayo, Deanna Cc: Elg, Christopher Subject: Re: Backup Needed by 7/26 You are correct, it just didn't have the attorney's response. I gave the Chief until Friday. Please remind him. Sent from my iPad On Jul 24, 2013, at 11:�8 AM, "Mayo, Deanna" <c��(�+�r��u�a��z�,��f,> wrote: <image001.gif� Y��i� 1��v�� r°� oI` thls email (w/ �3rads response on top) in fi�ont of tlle 8/� backup This is part of ?it�,�s '°s,��cac,i., arltj I am tivaiti��<�, nt� .�,l±F' ; r�;��K��,r, I�c�:fcyrc� 1�?;;�,�� t11� �,��cfTt to �!��' td� t•c��ic��l�� -------- Original Message -------- Subject: RE: Backup Needed by 7/26 From: Keith Davis <3'.=�°:��"�(�c�r��i.��c��v�i€��.c;��z> To: "McWilliams, Lori" <lmewilliams cr?te�esi:a.or�> CC: �� <image001.gif� I.c�r i: 1 Mayo, Deanna To: McWilliams, Lori Subject: RE: Backup Needed by 7/26 -------- Original Message -------- Subject: RE: Backup Needed by 7/26 From: Keith Davis Q��;iE:(�(�r��i°t_�cyttdiLjc�wllitc;.c;�j�r�> --.__. . __. ..__ _____.__.. __ To: "McWilliams, Lori" <1r��rzi��i��,(c�tequestaac��•��> CC: — --- - Lori: I agree with the analysis in the memo. I have not found any other local jurisdictions that do IVOT follow the state retention{disposal schedule for these types of documents. Dispose after 30 days, uniess they �re needed for law enforcement purposes, in which case they can be retained as needed. I agree that if the Village is going to take steps to retain these for a longer period than state retention schedule timeframes (not my recommendation though) we should create a written policy/procedure for retaining and disposing of them. My e-mail address has changed. The new e-mail address is keith(a�cwd-le�al.com. Please be sure to update your records accordingly. 'I'hanks! Keith VV. Davis, Esquire �.�� ; �� TeL• (561) 586-7116 Fax: (561) 586-9611. EYll�i�i kei�h(a�cwd-le��.cor� From: McWiiliams, Lori [mailto:imcwillie��d� � �s t:s��u��aa��?.��.] ' Sent: Monday, July 22, 2013 9:51 AM To: Gomberg, Brad; Elg, Christopher; Keith Davis Cc: Mayo, Deanna Subject: FW: Backup Needed by 7/26 Importance: High ��eaS2 SP.e t�1G' �'17'Icil� f7C�S;V11 its�I��li �.r➢C�f�iC:ll 1 ��'�1 ��/1�� Y'i?_'.l �� E"�±'- �Fclt_;�<U�-' �it? I'i i! tffiG l�C`�! [i �'�4.1i�{'1 sa! �fi31.V ;�lf1 later than 7/26 at 2:(�ilo � I �3i..'tatttl� tt7 ° ;t��;� . �, �.?i) �PJE�,�I �l�� fla;zii�i., tl�w)r's r �rt��.,7iElr'si `iPi � . .i !-51 ., ��iiie�i t, viri�i;�� I ', , r,±��:_; ;t „ i:+'L. i' I ;i f;� '? �)iC)iJ it' fiil';.�i?�� h"t_l±:il tJCd �.(tie IE, k11s_ .Jl't' t��.Is°.i>`�`fil.I� 3�Yi1; Keitl� o �V�c�ul�l �:fic�<�!, ��« s��c i�i i l��r�. i<� Fsny �a��lir.,,k�lt �st��i�� r a.��_ari�cgi i;-� ii� �.��is ;�r<�:�. i • what other communities might have done or �re cUntemplating doing Chief • what other communities might have done or are contemplating doing • provide information on what we are currently doing Th�nk yo�.a. From: Frank D'Ambra [mailto:frankC��;}c?ie5isrri�c�icai r.o�n] Sent: Friday, July 19, 2013 3:41 PM To: McWilliams, Lori Cc: Couzzo, Michael; Telfrin, Debra Subject: RE: Backup Needed by 7/26 Lr�e'i, I do not have specific back up. What I would suggest is that Brad provide inforrnation on what we are currently doing and Keith should check to see if there is any applicable state or county law in this area. Also, what other communities might have done or are contemplating doing. I would then include this information as back up material. Have a great weekend. Best Regards, ��tes�� Frank D'Ambra lll Senior Vice President & C00 O: 561.842.7560 x502 C: 561.676.5313 frank@poiesismedical.com www.poiesismedical.com 250 Tequesta Drive, Suite 200 T�r�uest<,�, I�lorida 33469 � From: McWilliams, Lori [mailto:ImcwilliamsCa�tequesta.arc�.] Sent: Friday, )uly 19, 2013 2:50 PM To: Frank D'Ambra Cc: Telfrin, Debra; Couzzo, Michael Subject: Backup Needed by 7/26 Frank, Please send me your backup for the Data Storage of Information Captured by Tequesta's Roadside Cameras so I can include it with the workshop agenda at distribution. I will need this by Friday, July 26. Thank you. Lori McWilliams, MMC I I Village Clerk 2 Office: 561-768-0443 Fax: 561-768-0686 � Find us on F�.CC'��?�C �U iJ • �� . � No virus found in this message. Checked by AVG � � ��-� ��. Version: 2013.0.2904 / Virus Database: 3204/6501 - Release Date: 07/18/13 I 3 McWilliams, Lori From: Gomberg, Brad Sent: Monday, July 22, 2013 9:59 AM To: McWilliams, Lori Cc: Elg, Christopher; Trela J. White; Mayo, Deanna Subject: Re: FW: Backup Needed by 7/26 We are currently storing indefinitely. Sent� fi�om my T�er•izon Wi�eless 4G LTE DROID "McWilliams, Lori" <lincwilliams(cr�,tequesta.org�> wrote: Please see the email below from Councii Member D'Ambra. I will need the backup he is requesting from each of you no later than 7/26 at 2:00. Please email me one email with ail information contained so I can disseminate with the agenda packet. Brad • provide information on what we are currently doing Keith • should check to se2 if there is any applicable state or county law in this area. • what other communities might have done or are contemplating doing Chief • what other communities might have done or are contemplating doing • provide information on what we are currently doing Thank you. From: Frank D'Ambra [rrifaiii�anf��ear�leC��t��ie�,i<�r�1��io�:.�l.e:��f,r_i,] Sent: Friday, July 19, 2013 3:41 PM To: McWilliams, Lori Cc: Couzzo, Michael; Telfrin, Debra Subject: RE: Backup Needed by 7/26 I_t)C'i, I do not have specific back up. What I would suggest is that Brad provide informatian on what we are currently doing and Keith should check to see if there is any applicable state or county law in this area. Also, what other communities might have done or are contem�alatin� doing. I would then indude this information �s back up material. Have a great weekenc,. Best Regards, 1 II F'c�ie�is Frank D'Ambra Ill Senior Vice President & COO O: 561.842.7560 x502 C: 561.676.5313 frank@poiesismedical.com www.poiesismedical.com 250 Tequesta Drive, Suite 200 Tequesta, Florida 33469 .. . .. . F _ .i FPOfiI: MC�/1��18t71S, �Ofl [ae@F�t�i�€�tisid9X V`?l��h�l��p! 1�31af`t��{ ,i«:?„t��:'s�3] Sent: Friday, July 19, 2013 2:50 PM To: Frank D'Ambra Cc: Telfrin, Debra; Couzzo, Michael Subject: Backup Needed by 7/26 Frank, Please send me your backup for the Data Storage of Information Captured by Tequesta's Roadside Cameras so I can include it with the workshop agenda at distribution. I will need this by Friday, July 26. Thank you. Lori McWilliams, MMC Village Clerk Office: 561-768-0443 Fax: 561-768-0686 I�� :��1F�"a�• ;�i. �� :..�� _ � _`— � — . � Find us on FacebQ�� Y�u i ► r� . , No virus found in this message. Checked by AVG ��e�ti � �,�s;.�°.��xb�. Version: 2013.0.2904 / Virus Database: 3204/6501 - Release Date: 07/18/13 2