Policy Text
Shot Spotter Audit Procedures
This document contains the various audits that are suggested for use with ShotSpotter technology.
Audits will cover the following areas :
• Authorized Access
• Training Verification
• External Agency Data Requests
• ShotSpotte r usage and Appropriate Policy Use
All relevant audit findings will be presented to the Privacy Committee via the ShotSpotter Annual Report.
Authorized Access
According to DGO I -20, OPD must provide training to anyone who accesses the ShotSpotter system. I n addition,
OPD must verify that only authorized users have access to the system. The following steps will be taken on a
quarterly basis to ensure OPD meets these requirements. These steps will be followed for all version of
ShotSpotter.
1. OPD s ITU departmen t will export a list of all current users and verify that they are entitled to access of
ShotSpotter.
2. OPD s ITU department will proactively request a list of employees who are no longer working at OPD and
verify these individuals have had their ShotSpotter system access revoked.
3. After completing the initial audits and ITU will pass them over to the Research and Planning Department
for further verification and sign -off.
4. These findings will then be forwarded to the Cpt. Of Ceasefire for their sign-off.
5. The res ults will then be captured and provided to the PAC in the annual report.
Training Verification
Section D -4 of DGO I-20 outlines that all authorized users, including dispatchers and operators, need to receive
department approved training on ShotSpotter. Al l individuals with access to ShotSpotter need to sign off on
having received this training through OPD’s PowerDMS sy stem. The following steps will be taken on a yearly
basis to audit adherence to the training requirement. INFORMATION BULLETIN
O A K L A N D P O L I C E D E P A R T M E N T
06 OCT 21
“Information Bulletins sh all be used to set forth information, no tices, or announcements regarding topics of general
interest. Such bu lletins shall not constitu te official poli cy. Information Bulletins expire two years from the date of
publicati on unl ess revised, canceled, or supe rseded sooner. Members shall retain them until expiration.”
Information Bul letin Publicati on Date 06 OCT 21
1. OPDs ITU department will export a list of all people who have signed off on ShotSpotter training and
verify that only these individuals have access to the ShotSpotter system.
2. OPDs ITU department will follow -up with any users that have access to ShotSpotter without a record of
training and ensure that training is completed within the next 15 days or that user will be removed from
the ShotSpotter System. This step will be duplica ted for any external users that have been granted access
to the ShotSpotter System.
3. After completing the initial au dits, ITU will pass them over to the Research and Planning Department for
further verification and sign -off.
4. These findings will then be forw arded to the Cpt. Of Ceasefire for their sign -off.
5. The results will then be captured and provided to the PAC in the annual report.
External Agency Data Requests
Section C -3 of DGO I-20 outlines the steps that must be followed when releasing information fr om the
ShotSpotter system. All requests must be written and include the name of the requesting agency, name of the
individual making the request, and the need for obtaining the information.
OPD has set up an intake form here for these requests. The required information is gathered and sent to the
Captain of Ceas efire. The request process will be outlined below, along with the audit process, which will occur at
least once a year.
External Agency Data Request Process
1. The external agency must fill out this Requ est form.
2. This will generate an email that goes to the following people:
a. Manager (Mgr.) Carlo Beckman
b. Captain (Cpt.) Tony Jones
c. Officer (Ofc.) David Pullen
d. Deputy Chief (DC) Drennon Lindsey
3. The Cpt. Of Ceasefire (or their appointed designee) will review t he request to ensure that it contains the
information required by DGO I -20.
4. The Cpt. Of Ceasefire (or their appointed designee) will then add information to this spreadsheet. The
request will either be approved or denied.
5. The Cpt. Of Ceasefire (or their appointed designee) will then reach out to requestor with their approval or
denial and cc the other individuals mentioned above.
Audit Process
1. OPD ITU will request an export of the request form from M gr. Carlo Beckman (excel format). OPD ITU
will then access the approval spreadsheet and export the contents.
Information Bul letin Publicati on Date 06 OCT 21
2. Next, OPD ITU will compare and contrast the two exports and ensure that all approvals had the
appropriate fields filled out.
3. OPD ITU will document their findings and send them to M gr. Carlo Beckman in Research and Planning.
Mgr. Beckman will validate and confirm the findings by OPD ITU.
4. These findings will then be forwarded to the Cpt. Of Ceasefire for their sign-off.
5. The results will then be captured