Chicago Police DepartmentSpecial Order S02-04-01
Police Observation Device (POD) Program
Issue Date:22 November 2019Effective Date:22 November 2019
Rescinds:23 February 2012 Version
Index Category:Information Management
I.Purpose
This directive:
  • A.continues the procedures and responsibilities for:
    • 1.the Police Observation Device (POD) Program.
    • 2.the placement and movement of POD cameras.
    • 3.documenting and evaluating the effectiveness of POD camera placement on various time frames.
    • 4.the POD Program Committee.
    • 5.the OEMC Operations Center .
  • B.discontinues the use of the following forms:
    • 1.POD Placement Request form (CPD-21.965).
    • 2.POD Camera Information form (CPD-21.966).
    • 3.Camera POD/Image Retrieval Investigative Report (CPD-21.967).
    • 4.Fixed Remote Surveillance POD Video Repair/Retrieval Request form (CPD-21.957).
  • C.defines certain terms relative to this directive.
  • D.introduces the use of the CLEAR system to submit video retrieval requests.
II.Policy
  • A.Department policy for control and operation of PODS is as follows:
    • 1.The Strategic Decision Support Centers (SDSC) room of the district of occurrence will have priority control over the use of PODS.
    • 2.Any Department member will coordinate with the SDSC room of the district of occurrence prior to manipulating any POD.
    • 3.During a major incident or pre-planned special event, the incident commander or his or her designee or higher ranking member may supersede the SDSC priority.
  • B.Department members will refer to Department directives titled "The First Amendment and Police Actions," and "Video Surveillance Technology."
III.Duties and Responsibilities
  • A.The Information Services Division (ISD) will ensure that:
    • 1.a historical log is completed for each POD camera documenting dates, locations, placements, and removals.
    • 2.placement of POD cameras are continuously monitored to maximize utilization of the system.
    • 3.coordination occurs between district commanders, the Deployment Operations Center, and the Office of Emergency Management and Communications (OEMC).
    • 4.periodic reviews are conducted to evaluate the effectiveness of POD camera placement.
    • 5.camera placement and removal are reviewed.
  • B.The Director, Information Services Division (ISD), will:
    • 1.serve as the technical liaison with all Department units and outside agencies;
    • 2.assign a supervisor to monitor all technical functions related to the operation of the fixed remote-surveillance PODS; and
    • 3.maintain a website of all POD locations.
  • C.Office of Emergency Management and Communication
    • 1.direct technical support activities for the fixed remote-surveillance PODS , including installation, removal, and maintenance;
    • 2.monitor the inventory and storage of equipment; and
    • 3.manage the budgetary improvements and repairs of the surveillance PODS.
  • D.The Crime Prevention and Information Center (CPIC) will ensure requests or inquiries made by outside agencies involving POD cameras are reviewed.
  • E.District commanders will:
    • 1.in consultation with the appropriate Bureau of Patrol area deputy chief, identify and recommend geographically specific public places within their districts for POD placement using the following criteria:
      • a.A high level of:
        • (1)narcotics-related calls for service,
        • (2)public-violence incidents, or
        • (3)shots-fired incidents.
      • b.Community input received from sources such as beat community meetings;
      • c.Narcotics and gang investigation missions;
      • d.Department analysis and intelligence; or
      • e.Information obtained from Department automated data sources.
    • 2.conduct an analysis of POD camera placement by reviewing:
      • a.the number of calls for service;
      • b.the number of incidents; and
      • c.the number of arrests for the area of the POD on a 30, 60, and, 90-day basis.
    • 3.initiate a request for camera placement or relocation by submitting a Bureau of Technical Services Action Request (CPD-60.107) and attach supporting documentation such as calls for service, number of incidents, and number of arrests, through the chain of command.
  • F.Bureau of Patrol area deputy chiefs will:
    • 1.consult with their district commanders concerning requests for POD cameras to be placed in priority locations.
    • 2.review all requests for the placement of fixed remote-surveillance PODS within their area and forward all approved requests to the Chief, Bureau of Patrol.
    • 3.send requests that are not approved back to the appropriate district commander. A report of the basis for disapproval will be attached to the returned request.
  • G.The Chief, Bureau of Patrol, will:
    • 1.review all requests for the placement of fixed remote-surveillance PODS received from the Bureau of Patrol area deputy chiefs and forward all approved requests to the Chief, Bureau of Technical Services.
    • 2.send requests that are not approved back to the appropriate area deputy chief. A report of the basis for disapproval will be attached to the returned request.
  • H.Designated field supervisors will:
    • 1.ensure that only Department members who are trained and authorized operate the PODS.
    • 2.coordinate and supervise the Department members assigned to monitor a POD.
    • 3.report any equipment problems or failures to the Help Desk.
  • I.Designated Department members will:
    • 1.be trained in the lawful use of PODS.
    • 2.only use their own computer log-in credentials.
    • 3.monitor and use PODS and provide notifications related to observations consistent with their training and the video surveillance technology guidelines as outlined in the Department directive titled "Video Surveillance Technology."
    • 4.indicate on reports generated from an event if an activity was observed on a POD or if the event was otherwise POD related.
    • 5.immediately report any visible damage or equipment malfunction to their supervisors and contact the Help Desk.
    • 6.use the CLEAR system to submit video retrieval requests for images related to criminal investigations.
  • J.Assigned supervisors from ISD will:
    • 1.coordinate integration of new equipment and testing.
    • 2.assist site surveys.
    • 3.retrieve video images from fixed remote-surveillance PODS located in the field when requested by the Crime Prevention Information Center (CPIC).
    • 4.provide technical assistance when required.
IV.POD Video Retrieval Request Process
  • A.The procedures for requesting copies of POD video images will be completed using the CLEAR POD Video Request application.
    NOTE:
    Department members can use and retrieve video images or data from cameras that are located in the interior and exterior of Department facilities in the same fashion as PODS.
  • B.All images captured by the PODS will be recorded over after a 72-hour period for non-wireless and after 30 days for wireless cameras. Requests for POD video-image retrievals must be made within the following time frames immediately following the incident’s recording:
    • 1.72 hours for locally stored; and
    • 2.30 days for data stored on a server.
  • C.If the immediate retrieval of video images is necessary (homicide, criminal sexual assault, etc.), a supervisor responsible for the district of occurrence or a member of the Bureau of Detectives responsible for the investigation will notify CPIC, who will notify the appropriate ISD personnel.
    NOTE:
    The Director, ISD, will provide CPIC with the names of ISD members who are trained to retrieve video images and are available for call back.
  • D.Information Services Division (ISD) personnel will:
    • 1.review the Video Retrieval Request in-box in CLEAR on a daily basis;
    • 2.process all video requests in the format established by the Director, ISD; and
    • 3.provide access to the appropriate investigative unit via police mail or cloud-based link.
      NOTE:
      Any request to process a video recording over four hours long will require the requesting member's exempt member approval.
  • E.Investigating members will, if physical copies were provided:
    • 1.inventory one copy of the requested POD video image into the eTrack system upon receipt, ensuring to select the appropriate inventory type for the POD video image.
    • 2.retain one copy for investigative purposes.
    • 3.destroy the investigation copy of the POD video image upon completion of investigation.
V.Viewing Digitally Recorded Data
  • A.All digitally recorded data created with the POD video system is property of the Chicago Police Department. Dissemination of any digitally recorded data outside the Department is strictly prohibited without specific authorization by the Superintendent or an appointed designee.
  • B.Unauthorized duplicating, deleting, altering, capturing, or disseminating of audio or video footage from the POD video system is strictly prohibited.
VI.POD Video Surveillance Committee
  • A.The POD Video Surveillance Committee is comprised of the following personnel:
    • 1.Chief, Bureau of Patrol, who will serve as the committee chairman;
    • 2.Chief, Bureau of Technical Services, who will serve as the committee co-vice chairman;
    • 3.Director, ISD, who will serve as the committee co-vice chairman;
    • 4.Chief, Bureau of Organized Crime;
    • 5.Deputy Chief, Crime Control Strategies;
    • 6.Commander, Deployment Operations Center.
  • B.The POD Video Surveillance Committee will:
    • 1.oversee the deployment of POD cameras;
    • 2.analyze the effectiveness of camera placement;
    • 3.provide impact analysis and intelligence with respect to gang displacement and any ongoing investigations that camera placement may impede.
VII.Records-Retention Requirements
The Director, ISD, will ensure that:
  • A.a record is kept of any revisions made to the CLEAR Application System relative to POD image-retrieval requests; and
  • B.all image-retrieval requests completed using the CLEAR Application System are retained consistent with established records-retention requirements.
(Items indicated by italics/double underline were revised or added.)
Authenticated by: KC
Eddie T. Johnson
Superintendent of Police
19-031 MJC
GLOSSARY TERMS:
1. -
  • A.A 24-hour information management center located at the Office of Emergency Management and Communications.
2. -
A video surveillance camera that:
  • A.is capable of sending real-time images and can record from a distance criminal activity committed on the public way;
  • B.is remotely controlled and has pan/tilt/zoom; and
  • C.are affixed to a street pole or other fixed object in designated areas consistent with this directive.