Traffic Stop Records (Orlando Police Department)
| Tracking # |
20-9345 20-6454 |
| Multi Request | Traffic Stop Records |
| Submitted | Aug. 12, 2020 |
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Communications
From: Brooks
To Whom It May Concern:
Pursuant to the Florida Sunshine Law, I hereby request the following records:
Dear Public Records Officer:
We request raw data – in a machine-readable database or spreadsheet format such as SQL, CSV, XML, JSON, Excel, or Access files — on Traffic Stops. The time period of the data should cover the earliest date available in the Police Department or City databases through the date on which this request is fulfilled.
The data should include all disclosable fields, including but not limited to fields containing the following types of information:
• Officer First, Middle and Last Name
• Officer Shield Number / Employee ID / Unique System ID
• Officer Rank
• Officer Start Date/ Appointment Date
• Rank/ Squad Assignment Date (See Note)
• Status (i.e. Active, Retired, etc.)
• Officer Gender
• Officer Race/ Ethnicity
• Incident Location
• Incident Offense
• NIBRS Code
• Incident Date
• Incident Time
• Charge
• Charge Description
• Person ID (Subject ID)
• Subject First Name
• Subject Middle Name
• Subject Last Name
• Subject Date of Birth
• Subject Drivers License
• Subject Sex
• Subject Race
• Subject Age
• Incident ID
• Search Conducted
• Contraband Found / Search Result
• Disposition
• Vehicle Make
• Vehicle Model
In addition, we are also requesting all identifiers, primary keys, and/or metadata that distinguish between unique records and individuals, and that link the database tables together, including but not limited to Incident IDs, Person IDs, and [any other relevant fields you’re aware of].
We are also requesting any data dictionaries, code tables, or other types of manuals that define, in plain English, the meaning of the column headers in the data, and any codes, acronyms, abbreviations or other shorthand terms used for entries in the data.
We are asking for an export of raw data, to the extent maintained in the City’s or PD’s databases. We do not expect the City or PD to manually input or alter any information into the data for the purposes of fulfilling this request.
Redactions:
If a record contains both exempt and non-exempt information, the non-exempt information should still be provided: Because we are requesting data, each distinct type of information is separated into its own field (i.e. column), making it easy to redact exempt information en masse.
Location of the Data
We are not familiar with the City’s or PD’s databases which contain traffic records. However, pursuant to Flordia Law 119.01, which requires agencies to design record keeping systems “capable of providing data in some common format such as, but not limited to, the American Standard Code for Information Interchange,” so we are confident that these records exist.
Entitlement to Records as Data: We request these records in a machine-readable database or spreadsheet format — such as SQL, CSV, XML, JSON, Excel, or Access files — and not printed out, or converted to PDF files, or otherwise processed in a manner that would decrease the quality, quantity, or accessibility of the original information the records represent. We realize the information may be contained in multiple tables. We are not asking The City/ to join tables together for us, or to conduct any type of analysis on the data. We are merely asking for the department to export the raw data, as it exists in the department's database, which should minimize the amount of programming necessary to fulfill our request.
We can do the joining on our own, so long as each table contains the unique identifiers and primary keys necessary to join the tables together, and so long as we are provided the necessary documentation to ensure that we are accurately joining and analyzing the data.
We are comfortable working with very large databases in many standard data formats. Upon request, we would be happy to provide a USB thumb drive or external hard drive to facilitate the release of these records.
Other Provisions:
The requested documents will be made available to the general public, and this request is not being made for commercial purposes.
In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.
Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 10 business days.
Sincerely,
Brooks
From: Orlando Police Department
Orlando
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Hi there
Your first Orlando record request (request number #20-6454) has been submitted.
It is currently unpublished and is not available for the general public to view.
Request #20-6454.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at Orlando.<br></br><em>Technical support:</em> See our <a href='https://www.nextrequest.com/support'>help page</a>
From: Orlando Police Department
Orlando
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Hi there
A message was sent to you regarding record request #20-6454:
Thank you for contacting the City of Orlando. We have received your request, however, we receive hundreds of requests each week. We will process your request in the order it was received. Once we begin to process your request we will notify you if the request will take more than 30 minutes.
Pursuant to City Policy, if producing the requested records will require more than 30 minutes of total staff time, we will provide an estimate of the labor costs to retrieve the records before we begin the work. City policy also requires that we collect a deposit before work begins on records requests when an estimate is $100 or more.
Please note that no fees are due now and we will notify you if we estimate it will require more than 30 minutes to retrieve the documents you requested.
Regards,
Records Management
400 S. Orange Avenue, 2nd Floor
Orlando, Florida 32801
407.246.2148
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at Orlando.<br></br><em>Technical support:</em> See our <a href='https://www.nextrequest.com/support'>help page</a>
From: Brooks
Dear Public Records Officer,
I am following up with the public records request made on August 13th and received on August 17th
Brooks
From: Orlando Police Department
Orlando
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Hi there
A document has been released for record request #20-6454 along with the following message:
We have released partial documents responsive to your request. We are still in the process of working on the remainder of your request.
* Copy of PRR - 20-6454 - 1050s - TRAFFIC STOPS -JAN 1 - AUG 27 2020.xlsx
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at Orlando.<br></br><em>Technical support:</em> See our <a href='https://www.nextrequest.com/support'>help page</a>
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Copy20of20PRR20-2020-645420-201050s20-20TRAFFIC20STOPS20-JAN20120-20AUG202720202.xlsx
From: Orlando Police Department
Orlando
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Hi there
A message was sent to you regarding record request #20-6454:
Please note that the document that was released to you is the information we are able to provide. Also, the time frame given will require an estimate given that it will be labor intensive. Please let us know if you are wanting to proceed or narrow down the time parameters.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at Orlando.<br></br><em>Technical support:</em> See our <a href='https://www.nextrequest.com/support'>help page</a>
From: Brooks
Much appreciated,
Do you have a timeline for the completion of this request?
Best,
Brooks
From: Orlando Police Department
Orlando
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Hi there
Record request #20-6454 has been closed.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at Orlando.<br></br><em>Technical support:</em> See our <a href='https://www.nextrequest.com/support'>help page</a>
From: Brooks
Please do not close this request. It has not yet been completed. I would like to proceed. Please provide me with the the labor costs, so I may make an educated decision with regards to narrowing my search?
From: Brooks
Please do not close this request. It has not yet been completed. I would like to proceed. Please provide me with the the labor costs, so I may make an educated decision with regards to narrowing my search?
From: Brooks
Please do not close this request. It has not yet been completed. I would like to proceed. Please provide me with the the labor costs, so I may make an educated decision with regards to narrowing my search?
From: Brooks
Following up on this request
From: Orlando Police Department
Orlando
************************************************************************
Hi there
A message was sent to you regarding record request #20-9345:
Thank you for contacting the City of Orlando. We have received your request, however, we receive hundreds of requests each week. We will process your request in the order it was received. Once we begin to process your request we will notify you if the request will take more than 30 minutes.
Pursuant to City Policy, if producing the requested records will require more than 30 minutes of total staff time, we will provide an estimate of the labor costs to retrieve the records before we begin the work. City policy also requires that we collect a deposit before work begins on records requests when an estimate is $100 or more.
Please note that no fees are due now and we will notify you if we estimate it will require more than 30 minutes to retrieve the documents you requested.
************************************************************************
<em>Questions about your request?</em> Reply to this email or sign in to contact staff at Orlando.<br></br><em>Technical support:</em> See our <a href='https://www.nextrequest.com/support'>help page</a>
From: Orlando Police Department
Orlando
************************************************************************
Hi there
A message was sent to you regarding record request #20-9345:
We have determined that producing the records you requested will require more than 30 minutes of total staff time. Pursuant to City policy, a labor fee is imposed for such requests.
Your estimate is:
8 hours at $26.22 per hour for estimated cost of $209.76
If your estimate is less than $100, we will begin production of your request upon receipt of your agreement to pay the costs involved.
If the estimated cost above is $100 or more, City policy requires that we collect the estimated costs before work begins on producing the requested records. After we receive your deposit, we will begin compiling responsive records. If you are paying using cash or a credit card, you will have to pay at the City's Cashier on the 1st floor of City Hall. You may mail or bring your check to:
City of Orlando
City Clerk’s Office
City Hall, 2nd Floor
400 S. Orange Avenue
Orlando, FL 32801
If the actual cost is more than the estimated amount, you will be required to pay the difference. If providing responsive records requires less than the estimated cost, we will refund any difference.
Please let us know if you wish to proceed with this request. If we do not hear from you within two days, we will consider this request closed.
Regards,
Records Management
400 S. Orange Avenue, 2nd Floor
Orlando, Florida 32801
407.246.2148
************************************************************************
<em>Questions about your request?</em> Reply to this email or sign in to contact staff at Orlando.<br></br><em>Technical support:</em> See our <a href='https://www.nextrequest.com/support'>help page</a>
From: Brooks
Dear Records Management
This is in reference to request number #20-9345. Before I continue with payment please let me know what data will be included in this request and the time frame of the data.
Best,
Brooks
From: Orlando Police Department
Orlando
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Hi there
Record request #20-9345 has been closed.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at Orlando.<br></br><em>Technical support:</em> See our <a href='https://www.nextrequest.com/support'>help page</a>
Files
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09/01/2020
Copy20of20PRR20-2020-645420-201050s20-20TRAFFIC20STOPS20-JAN20120-20AUG202720202.xlsx