Chicago Police DepartmentSpecial Order S03-01-03
Recorded Voice Transmissions and GPS Data Requests
Issue Date:15 September 2017Effective Date:15 September 2017
Rescinds:25 August 2016 Version
Index Category:Field Operations
I.Purpose
This directive:
  • A.continues the procedures for:
    • 1.requesting the Office of Emergency Management and Communications (OEMC) to archive recorded voice transmissions relative to a particular incident to the permanent library.
    • 2.obtaining a recording of archived voice transmissions from the permanent library.
  • B.continues the use of the OEMC Media/Data Request form (OEMC-109).
  • C.continues the procedures for requesting the Office of Emergency Management and Communications (OEMC) to archive GPS data relative to a particular incident to the permanent library.
  • D.continues the procedures for obtaining archived GPS data from the permanent library.
II.General Information
  • A.The Office of Emergency Management and Communications (OEMC) retains recorded voice transmissions and GPS data for a period of thirty days. In the performance of official police business, sworn members and authorized civilian investigators assigned to the Civilian Office of Police Accountability (COPA) may request that pertinent voice transmissions and GPS data be archived to the permanent library. When Department members make a request for recorded voice transmissions and GPS Data, OEMC will archive the requested data to the permanent library at OEMC. Requestors will obtain a recording of these voice transmissions and GPS data Report.
  • B.Access may be denied if an investigative unit places a restriction on certain recorded voice transmissions or GPS data when their release would interfere with the unit's investigation of the related incident.
  • C.Unless archived, voice transmissions and GPS data will be recycled after thirty days. Members should note, however, that the Police Computer-Aided Dispatching (PCAD) System Event Query Summary provides a complete record of the event, often including information that is not contained in the recorded voice transmissions or GPS data. PCAD records are retained by OEMC for a period of four years.
III.Procedures
  • A.Requesting Voice Recorded Transmissions or GPS data
    • 1.Members requesting recorded voice transmissions or GPS data will:
      • a.prepare an OEMC Media/Data Request form (OEMC-109);
      • b.check the appropriate box in the "Materials Requested" section;
        NOTE:
        When it is necessary to obtain a recording of all recorded voice transmissions or GPS data over a certain period of time (rather than only those related to a particular incident), the requestor will indicate the time period in the "Additional Comments/Information" section of the form.
      • c.obtain appropriate supervisory approval;
      • d.fax the completed OEMC Media/Data Request form (OEMC-109) to OEMC using the fax numbers listed on the form.
        NOTE:
        The request must be received by OEMC within thirty days of the incident.
      • e.treat all recordings or GPS data reports as privileged and confidential information. The recording or GPS data report will be kept with the investigative file.
    • 2.The OEMC researcher will:
      • a.identify each recorded voice transmission or GPS data that pertains to the requested incident, using the PCAD System, and archive a permanent library copy.
      • b.when requested, prepare and send the recording or GPS data report and a printout of the PCAD Event Query Summary for that incident to the requester via inter-departmental mail, unless otherwise specified by the requester in the "Additional Comments/Information" section of the OEMC Media/Data Request form (OEMC-109).
  • B.Obtaining a Recording
    A recording or GPS data of a previously archived incident may be obtained at a later date by faxing a completed OEMC Media/Data Request form (OEMC-109) to OEMC.
    NOTE:
    The fax numbers are listed on the request form.
(Items indicated by italics/double underline were added or revised)
Authenticated by: KC
Kevin B. Navarro
Acting Superintendent of Police
17-091 CAW