{
    "sop_number": "103.74",
    "old_code": null,
    "title": "Use of License Plate Reader Systems",
    "division": "Executive",
    "topic_area": "103 Policy-Investigations/Compliance",
    "effective_date": "2026-10-06",
    "summary": "This SOP governs the lawful, secure, and accountable use of License Plate Reader (LPR) Systems by Georgia Department of Corrections Office of Professional Standards personnel, covering access, requests, alerts, dissemination, equipment, auditing, security, and record retention. It applies to Authorized Users and addresses external agency access, training, audits, and a 30-month data retention limit unless data is tied to a case or preservation notice.",
    "key_topics": [
        "License Plate Reader Systems",
        "Authorized User",
        "Law Enforcement Purpose",
        "Hot List",
        "Alert",
        "Hit",
        "Captured License Plate Data",
        "LPR Administrator",
        "ACISS Case Management System",
        "External Agency access",
        "data security and confidentiality",
        "training",
        "audits and compliance review",
        "data retention and destruction",
        "Attachment 1 Acknowledgement Form"
    ],
    "cross_references": [],
    "content": "|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|\n|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 1 of 9|\n|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|\n\n\n\n**I.** **Introduction and Summary:**\n\nThis policy establishes requirements for the lawful, secure, and accountable use of\nLicense Plate Reader (LPR) Systems by Georgia Department of Corrections, (GDC)\nOffice of Professional Standards (OPS) personnel. LPR Systems shall be used only for\nofficial Law Enforcement Purposes by authorized, trained personnel. Access, requests,\nAlerts, dissemination, equipment, auditing, security, and record retention shall be\ndocumented and managed as provided in this policy.\n\n**II.** **Authority:**\n\n**A.** O.C.G.A. \u00a7 35-1-22;\n\n\n**B.** GDC Standard Operating Procedures (SOPs): 103.02, Intelligence Unit; 103.10,\n\nEvidence Handling and Crime Scene Processing; 104.47, Employee Standards of\nConduct; and 204.11, Use of Video Recording Equipment; and\n\n\n**C.** Applicable Georgia Crime Information Center (GCIC), National Crime\n\nInformation Center (NCIC), and Criminal Justice Information Services (CJIS)\nsecurity requirements.\n\n**III.** **Definitions:**\n\nAs used in this SOP, these terms are defined as follows.\n\n**A.** **Alert**    - A visual or auditory notice generated when an LPR system identifies a\n\npotential match between a Read and a plate on a Hot List.\n\n**B.** **Audit Trail**    - The electronic or written record documenting a user's access to and\n\nactivity within an LPR system.\n\n**C.** **Authorized User**    - GDC personnel who have received required training and have\n\nbeen granted access to an LPR system based on official duties.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|\n|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 2 of 9|\n|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|\n\n\n\n**D.** **Captured License Plate Data** - The geographic coordinates, date and time,\n\nphotograph, license plate number, vehicle image, and any other data captured by\nor derived from an automated license plate recognition system or other source.\n\n**E.** **External Agency** - A law enforcement agency or other entity outside the GDC\n\nthrough which personnel may request or obtain access to an LPR System or related\ndata.\n\n\n**F.** **Hit** - A Read that potentially matches a license plate on a Hot List or a plate\n\nmanually entered for a documented investigation.\n\n\n**G.** **Hot List** - A list of license plate numbers associated with stolen or wanted\n\nvehicles, persons of interest, public-safety Alerts, or other documented law\nenforcement investigations. Hot List information may originate from GCIC,\nNCIC, another law enforcement agency, or an authorized manual entry.\n\n\n**H.** **Law Enforcement Purpose** - The investigation of an offense or activity initiated\n\nby a law enforcement agency or officer acting in the performance of official duties.\n\n**I.** **License Plate Reader (LPR) System** - One or more fixed, mobile, or portable\n\ncameras combined with computer algorithms that convert license plate images into\ncomputer-Readable data.\n\n**J.** **License Plate Reader System Administrator (LPR Administrator)** - Personnel\n\ndesignated by OPS to oversee authorization, deployment, operation, security,\nauditing, and records associated with an LPR system. This role includes the duties\nassigned to an LPR Administrator under this policy.\n\n\n**K.** **LPR Date Query Log** - A record of a search, query, or access involving Captured\n\nLicense Plate Data.\n\n\n**L.** **Read** - A digital image of a license plate or vehicle and associated metadata\n\ncaptured by an LPR system.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|\n|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 3 of 9|\n|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|\n\n\n\n**IV.** **Statement of Policy and Applicable Procedures:**\n\n**A.** **General Requirements.**\n\n\n1. LPR systems, associated equipment, accounts, databases, and data are GDC\n\nresources and shall be used only for legitimate, official Law Enforcement\nPurposes.\n\n2. Use shall comply with applicable law, this policy, other GDC policies, and the\n\nterms of any approved agreement. Users shall not access data for personal,\npolitical, commercial, discriminatory, retaliatory, or other unauthorized\npurposes.\n\n3. Only Authorized Users who have completed application-specific training may\n\noperate an LPR system or access data. Users shall access only the information\nnecessary for their assigned duties.\n\n4. Users shall not share accounts, passwords, authentication devices, or access\n\nlinks. Activity performed through a user account is attributable to that user.\n\n\n5. A result, Alert, or Hit is not independently conclusive and shall not be the sole\n\nbasis for enforcement action. Personnel shall corroborate information through\nlawful investigative methods.\n\n\n6. Misuse, unauthorized disclosure, false-pretense access, or attempted\n\nunauthorized access shall be reported immediately and may result in loss of\naccess, disciplinary action, criminal investigation, or prosecution.\n\n\n**B.** **Administration and Oversight.**\n\n\n1. OPS shall designate an LPR Administrator and may designate trained\n\npersonnel to assist with administration.\n\n2. The LPR Administrator shall:\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|\n|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 4 of 9|\n|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|\n\n\n\na. Approve, provision, periodically review, and promptly revoke user access\n\nbased on training, assignment, and operational need;\n\nb. Establish protocols for access, requests, collection, storage, preservation,\n\nsecurity, retention, deletion, dissemination, and manual Hot List entries;\n\n\nc. Maintain an inventory of GDC-owned or GDC-controlled LPR equipment\n\nshowing assignment and location;\n\n\nd. Ensure repairs, installation, software changes, and hardware changes are\n\nperformed only by authorized personnel or vendors;\n\n\ne. Ensure vendor contracts comply with GDC policy, applicable law, security\n\ncontrols, audit requirements, and lawful destruction of GDC data;\n\n\nf. Maintain or ensure the maintenance of request, query, manual-entry,\n\ndissemination, incident, and audit records; and\n\n\ng. Authorize nontraditional deployments and unusual requests consistent with\n\nGDC policy and operational need.\n\n**C.** **Authorized Access, Requests, and Documentation.**\n\n\n1. Personnel shall access LPR Systems directly through a GDC-approved account\n\nor submit a request through the LPR Administrator.\n\n2. Except when immediate action is required by exigent circumstances, each\n\ninquiry shall be associated with an ACISS Case Management System Tip/Task\nor Case File Report before access or submission of the request, and shall\ndocument the requester, date and time, specific Law Enforcement Purpose, the\napplication or data source used, and the action taken or result obtained,\nregardless of whether a suspect is developed, identified, arrested, or\nprosecuted.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|\n|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 5 of 9|\n|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|\n\n\n\n3. The LPR Administrator shall maintain a log of requests and ensure logs are\n\nretained in ACISS Case Management System.\n\n\n4. Under exigent circumstances, personnel may make an otherwise authorized\n\ninquiry before an ACISS Case Management System Tip/Task or Case File\nReport case number is available. The user shall notify the immediate supervisor\nas soon as practicable and complete the required ACISS Case Management\nSystem Tip/Task or Case File Report without unnecessary delay.\n\n\n**D.** **LPR Operation, Alerts, and Hot Lists.**\n\n\n1. LPR data transmissions shall use GDC-approved encrypted connections,\n\nincluding an encrypted virtual private network when required by GDC\ninformation-security standards.\n\n2. Before initiating a stop or other enforcement action based on an LPR Alert,\n\npersonnel shall:\n\n\na. Visually confirm that the observed license plate, including the\n\nalphanumeric characters and jurisdiction of issuance, matches the plate\nidentified by the system; and\n\nb. Confirm the current status of the plate or associated record through\n\nGCIC/NCIC, the communications center, an approved mobile data query,\nor another authoritative source.\n\n\n3. This verification requirement does not prevent immediate action reasonably\n\nnecessary to address a verifiable emergency or protect GDC personnel or\npublic safety. Verification shall occur as soon as circumstances permit.\n\n4. If an Alert cannot be verified, personnel shall reject or clear the Alert and shall\n\nnot rely on it as the basis for enforcement action.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|\n|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 6 of 9|\n|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|\n\n\n\n5. A manual Hot List entry shall be supported by a legitimate Law Enforcement\n\nPurpose and shall include the ACISS Case Management System Tip/Task or\nCase File Report number, reason for entry, entering user, date, and review or\nexpiration date. The entry shall be removed when no longer needed.\n\n\n6. Nontraditional LPR deployments, including special operations or planned\n\ncriminal investigation deployments, require advance approval from the LPR\nAdministrator unless exigent circumstances make advance approval\nimpracticable.\n\n\n**E.** **External Agency Access, Assistance, and Dissemination.**\n\n\n1. Personnel shall not access LPR Systems or data through an External Agency\n\nunless a current memorandum of understanding or other agreement has been\napproved by the Commissioner or authorized designee.\n\n2. Authorized External Agency access shall be routed through the LPR\n\nAdministrator. Personnel shall not use accounts, passwords, authentication\ndevices, or access links issued to another agency or person.\n\n\n3. When the GDC receives a request from another law enforcement agency,\n\npersonnel shall confirm a legitimate Law Enforcement Purpose and document\nin a ACISS Case Management System Tip/Task or Case File Report the\nrequesting agency, case number or incident number, requesting officer's name\nand contact information, data requested, and disposition of the request.\n\n\n4. Captured License Plate Data and other investigative information may be shared\n\nonly with a law enforcement agency for a documented Law Enforcement\nPurpose and only to the extent authorized by law, agreement, and GDC policy.\n\n\n5. Dissemination outside the GDC shall be recorded in a dissemination log\n\nmaintained by the LPR Administrator or designee.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|\n|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 7 of 9|\n|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|\n\n\n\n6. If exigent circumstances require immediate use of an otherwise authorized\n\nexternal source before normal routing can occur, personnel shall notify the\nimmediate supervisor as soon as practicable and promptly complete the\nrequired ACISS Case Management System Tip/Task or Case File Report.\n\n\n**F.** **Data Security, Preservation, and Confidentiality.**\n\n\n1. Captured License Plate Data is FOR OFFICIAL USE ONLY. Access shall be\n\ncontrolled through unique credentials, role-based permissions, and GDCapproved devices and networks.\n\n2. Personnel shall not download, copy, photograph, transmit, or store Captured\n\nLicense Plate Data on personal devices, personal accounts, unapproved\nremovable media, or unapproved cloud services.\n\n\n3. Information with evidentiary value, including information that may inculpate\n\nor exculpate a person, shall be preserved in accordance with GDC evidence\nprocedures, discovery obligations, litigation holds, and applicable records\nrequirements.\n\n\n4. Suspected compromise, unauthorized access, loss, alteration, or disclosure\n\nshall be reported immediately through supervisory and information-security\nchannels and affected access shall be suspended when appropriate.\n\n\n**G.** **Training.**\n\n\n1. The LPR Administrator shall coordinate initial and annual refresher training\n\nappropriate to LPR systems through OPS In-Service training.\n\n2. Training shall address authorized purposes, applicable law and policy, account\n\nsecurity, query documentation, Alert verification, data limitations, privacy and\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|\n|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 8 of 9|\n|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|\n\n\n\ncivil-rights considerations, dissemination, retention, incident reporting, and\nequipment operation when applicable.\n\n\n3. Training completion shall be documented before access is granted and shall be\n\nreviewed during annual access recertification.\n\n\n**H.** **Audits and Compliance Review.**\n\n\n1. The LPR Administrator or their designee shall conduct a quarterly audit of\n\nCaptured License Plate Data use and LPR-related investigative applications.\n\n2. The audit shall review any flagged activity for user authorization, ACISS Case\n\nManagement System Tip/Task or Case File Report documentation, lawful\npurpose, query reason, Alert disposition, manual Hot List entries, External\nAgency access, dissemination, and retention compliance.\n\n\n3. Written audit results shall be provided to the Director of OPS or authorized\n\ndesignee. Violations, suspicious activity, or material control failures shall be\nreported immediately and referred for corrective, disciplinary, administrative,\nor criminal review as appropriate.\n\n4. The LPR Administrator shall periodically review this policy, vendor\n\nagreements, training, user access, and technology capabilities to ensure\ncontinuing compliance with the law and GDC requirements.\n\n\n**I.** **Data Retention and Destruction.**\n\n\n1. Captured License Plate Data shall be stored immediately upon collection and\n\nshall not be accessed except for a Law Enforcement Purpose.\n\n2. Captured License Plate Data shall be destroyed no later than 30 months after\n\noriginal collection unless the data are retained for a documented Law\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|\n|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 9 of 9|\n|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|\n\n\n\nEnforcement Purpose, including an active investigation, prosecution,\ndiscovery obligation, evidentiary preservation, or litigation hold.\n\\\n\n3. Data retained beyond 30 months shall be linked to the applicable case, purpose,\n\npreservation decision, and custodian and shall be reviewed periodically. When\nthe authorized purpose ends and no other legal hold applies, the data shall be\ndestroyed in an approved manner.\n\n4. Vendors or other persons holding GDC data shall follow the same access,\n\nsecurity, retention, audit, and destruction requirements applicable to the GDC.\n\n\n5. Other investigative-application records shall be retained and disposed of under\n\nthe applicable approved records retention schedule and any legal hold.\n\n**V.** **Attachments:**\n\nAttachment 1: License Plate Reader System Acknowledgement Form\n\n**VI.** **Record Retention of Forms Relevant to this Policy:**\n\nUpon completion, Attachment 1 shall be maintained in the employee\u2019s personnel file.\nCaptured License Plate Reader Data shall be retained for no more than 30 months,\nunless the data is associated with an ACISS Case Management System Tip/Task or\nCase File Report or preservation notice, in which case the data will be retained in\naccordance with the applicable retention period.",
    "word_count": 2418,
    "powerdms_url": "https://public.powerdms.com/GADOC/documents/1680658",
    "url": "https://gps.press/sop-data/103.74/",
    "attachments": [
        {
            "number": 1,
            "title": "License Plate Reader Systems Acknowledgement Form",
            "word_count": 261,
            "url": "https://gps.press/sop-data/103.74-att-1/"
        }
    ]
}