# Retention, sharing and audits

Needles / Flock · Public request template

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Subject: Public records request — Needles / Colorado River Station ALPR operation

Hello,

Under the California Public Records Act, please provide electronic copies of the following records for ALPR systems operated for Needles, including the Resolution 2024-41 project. Please coordinate with Needles / Colorado River Station and Information Services.

Unless specified below, the period is January 1, 2024 through receipt, including earlier policies or agreements still in effect.

1. Current and superseded usage, privacy and operating policies; records identifying the operator, administrator and custodian.
2. Camera inventories and installation, acceptance, deactivation and removal records, including vendors and general locations. Distinguish City-funded cameras from County, State or other installations.
3. Retention settings, changes, schedules and administrative reports for vendor storage, department servers, exports, backups and evidence copies. Include destinations, custodians, routine replication, deletion success/failure records and preservation exceptions. The 2024 City quote lists 365 days; section 2.455.30 of the June 4, 2026 Department Manual describes two years for server-downloaded data. Please include records showing which rules govern each copy, superseding instructions and adopted authority for the periods used.
4. Sharing agreements, enabled recipient lists, approvals/denials and permission histories, including recipient agencies/states, dates and approving roles. Cover direct and pooled/federated access, integrations, exports and onward disclosure where used. Distinguish outside access to Needles data from Department searches of outside databases. Include restrictions and compliance reviews concerning out-of-state, federal and private access.
5. For June 1–August 31, 2026: administrative query/access/export logs for Needles-collected data, covering internal and outside users. Include Organization Audit and Network Audit exports or equivalents. Requested fields are date/time, organization, role, stated purpose, access type and dataset/source. Please redact plates, query values, images, travel histories, sensitive case details and unrelated personal information; retain role/organization fields if names are withheld. Include field definitions, log-retention rules, logging gaps and documentation distinguishing permission, query, returned match, view and export events. For the broader period, include completed random audits under section 2.455.50, compliance reviews, misuse findings, complaint totals and corrective actions.
6. Reports of scans, alerts, confirmed matches, false alerts, investigative uses and outcomes, with definitions; evaluations of ALPR and alternatives.
7. Executed contracts, amendments, renewals, notice deadlines and termination records.
8. Vendor, subcontractor and integration terms covering access, secondary use or model training, breach notification, ownership and return/deletion. Include security/compliance assessment summaries and remediation records, excluding credentials and detailed security configurations.
9. Training and supervisory procedures for alert verification, error correction, hotlists, search purposes and complaints, with completion totals or redacted compliance records.

Please prioritize items 1, 3, 4 and 5. If Needles cannot be isolated, describe the available report scope so we can agree on a workable request. Please preserve responsive administrative and audit records as required by law and identify any already deleted; I'm not requesting longer retention of motorists' underlying scans.

I seek existing administrative records, not plate-level observations or new analyses. Please use existing electronic formats, release nonexempt portions and identify the legal basis for withholding. Identify other custodians as needed. Rolling production and estimated dates would help. Please notify me before charges; no fees or paid work are authorized.

Thank you,
[Requester name, optional]
[Reply address chosen for this request]