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Newport News Police Department
3. System Search
a. When officers search the ALPR system for images, they must document the reason for their
search in the system, using the following guidelines. This reason must provide enough
information to associate the search with the investigation.
1) The IBR or CFS number should be used as the reason for the search. For example, “IBR 25-
1234” or “CFS P2025011001”.
2) During exigent circumstances, when obtaining the CFS or IBR number is not possible, the
reason will include:
a) For criminal investigations, the format is:
Offense Type, Date, Time and Location
Example: “Criminal Investigation: Agg Assault 01/10/25 0200 hrs., 123 Any St.”
b) For narcotics and gang investigations, the format is:
Narcotics Investigation: Case Agent Name or Gang Investigation: Case Agent Name
Examples: “Narcotics Investigation: Det. J. Doe” or “Gang Investigation: Det. J. Doe.”
b. Failure to follow these guidelines may result in either temporary or permanent loss of access to
the system.
1) The system administrator may issue a temporary suspension of access until the employee
receives remedial training.
2) If an employee does not respond to remedial training, the system administrator may request
a long term or permanent loss of access to the system.
4. Hotlist Generation
a. Only system administrators are authorized to generate hotlists, which must conform with
circumstances outlined in § 2.2-5517.
b. When an officer, analyst or technician needs to create a hotlist, they must email their request to
RTCC personnel.
c. System administrators will review the request and, when appropriate, create the hotlist.
d. All hotlists must be set to expire within 21 days.
D. Data Retention and Storage
1. The ALPR Administrator is responsible for ensuring systems and processes are in place to properly
collect and retain ALPR data.
2. ALPR vendor Flock Safety will store the data (data hosting) and ensure proper maintenance and
security of data stored in their data servers. Flock Safety will purge their data at the end of the 21
days of storage.
a. RTCC personnel will monitor all hotlists and verify that they have been purged after 21 days.
b. Officers must transfer the images to the Newport News Police Department’s Evidence.com digital
evidence storage site. The ALPR data will be tagged appropriately in Evidence.com and held
according to the Library of Virginia’s record retention policy and Newport News Police
Department policy. [41.3.9(b,d)]
3. When ALPR data stored on the Flock Safety servers has become, or it is reasonable to believe it will
become, evidence in a criminal or civil action or is subject to a discovery request or other lawful
action to produce records, the images require documented authentication. To attain this
authentication, the case agent/officer must upload the hotlist alert to Evidence.com and download
the PDF export, using the Flock Safety program. The PDF report must be including in the case file.
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