SOP_NUMBER: 103.74
TITLE: Use of License Plate Reader Systems
DIVISION: Executive
TOPIC_AREA: 103 Policy-Investigations/Compliance
EFFECTIVE_DATE: 2026-10-06
WORD_COUNT: 2418
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/1680658
URL: https://gps.press/sop-data/103.74/

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

ATTACHMENTS:
  1. License Plate Reader Systems Acknowledgement Form
     URL: https://gps.press/sop-data/103.74-att-1/

========================================================================
FULL TEXT:
========================================================================

|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|
|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 1 of 9|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|



**I.** **Introduction and Summary:**

This policy establishes requirements for the lawful, secure, and accountable use of
License Plate Reader (LPR) Systems by Georgia Department of Corrections, (GDC)
Office of Professional Standards (OPS) personnel. LPR Systems shall be used only for
official Law Enforcement Purposes by authorized, trained personnel. Access, requests,
Alerts, dissemination, equipment, auditing, security, and record retention shall be
documented and managed as provided in this policy.

**II.** **Authority:**

**A.** O.C.G.A. § 35-1-22;


**B.** GDC Standard Operating Procedures (SOPs): 103.02, Intelligence Unit; 103.10,

Evidence Handling and Crime Scene Processing; 104.47, Employee Standards of
Conduct; and 204.11, Use of Video Recording Equipment; and


**C.** Applicable Georgia Crime Information Center (GCIC), National Crime

Information Center (NCIC), and Criminal Justice Information Services (CJIS)
security requirements.

**III.** **Definitions:**

As used in this SOP, these terms are defined as follows.

**A.** **Alert**    - A visual or auditory notice generated when an LPR system identifies a

potential match between a Read and a plate on a Hot List.

**B.** **Audit Trail**    - The electronic or written record documenting a user's access to and

activity within an LPR system.

**C.** **Authorized User**    - GDC personnel who have received required training and have

been granted access to an LPR system based on official duties.


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|
|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 2 of 9|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|



**D.** **Captured License Plate Data** - The geographic coordinates, date and time,

photograph, license plate number, vehicle image, and any other data captured by
or derived from an automated license plate recognition system or other source.

**E.** **External Agency** - A law enforcement agency or other entity outside the GDC

through which personnel may request or obtain access to an LPR System or related
data.


**F.** **Hit** - A Read that potentially matches a license plate on a Hot List or a plate

manually entered for a documented investigation.


**G.** **Hot List** - A list of license plate numbers associated with stolen or wanted

vehicles, persons of interest, public-safety Alerts, or other documented law
enforcement investigations. Hot List information may originate from GCIC,
NCIC, another law enforcement agency, or an authorized manual entry.


**H.** **Law Enforcement Purpose** - The investigation of an offense or activity initiated

by a law enforcement agency or officer acting in the performance of official duties.

**I.** **License Plate Reader (LPR) System** - One or more fixed, mobile, or portable

cameras combined with computer algorithms that convert license plate images into
computer-Readable data.

**J.** **License Plate Reader System Administrator (LPR Administrator)** - Personnel

designated by OPS to oversee authorization, deployment, operation, security,
auditing, and records associated with an LPR system. This role includes the duties
assigned to an LPR Administrator under this policy.


**K.** **LPR Date Query Log** - A record of a search, query, or access involving Captured

License Plate Data.


**L.** **Read** - A digital image of a license plate or vehicle and associated metadata

captured by an LPR system.


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|
|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 3 of 9|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|



**IV.** **Statement of Policy and Applicable Procedures:**

**A.** **General Requirements.**


1. LPR systems, associated equipment, accounts, databases, and data are GDC

resources and shall be used only for legitimate, official Law Enforcement
Purposes.

2. Use shall comply with applicable law, this policy, other GDC policies, and the

terms of any approved agreement. Users shall not access data for personal,
political, commercial, discriminatory, retaliatory, or other unauthorized
purposes.

3. Only Authorized Users who have completed application-specific training may

operate an LPR system or access data. Users shall access only the information
necessary for their assigned duties.

4. Users shall not share accounts, passwords, authentication devices, or access

links. Activity performed through a user account is attributable to that user.


5. A result, Alert, or Hit is not independently conclusive and shall not be the sole

basis for enforcement action. Personnel shall corroborate information through
lawful investigative methods.


6. Misuse, unauthorized disclosure, false-pretense access, or attempted

unauthorized access shall be reported immediately and may result in loss of
access, disciplinary action, criminal investigation, or prosecution.


**B.** **Administration and Oversight.**


1. OPS shall designate an LPR Administrator and may designate trained

personnel to assist with administration.

2. The LPR Administrator shall:


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|
|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 4 of 9|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|



a. Approve, provision, periodically review, and promptly revoke user access

based on training, assignment, and operational need;

b. Establish protocols for access, requests, collection, storage, preservation,

security, retention, deletion, dissemination, and manual Hot List entries;


c. Maintain an inventory of GDC-owned or GDC-controlled LPR equipment

showing assignment and location;


d. Ensure repairs, installation, software changes, and hardware changes are

performed only by authorized personnel or vendors;


e. Ensure vendor contracts comply with GDC policy, applicable law, security

controls, audit requirements, and lawful destruction of GDC data;


f. Maintain or ensure the maintenance of request, query, manual-entry,

dissemination, incident, and audit records; and


g. Authorize nontraditional deployments and unusual requests consistent with

GDC policy and operational need.

**C.** **Authorized Access, Requests, and Documentation.**


1. Personnel shall access LPR Systems directly through a GDC-approved account

or submit a request through the LPR Administrator.

2. Except when immediate action is required by exigent circumstances, each

inquiry shall be associated with an ACISS Case Management System Tip/Task
or Case File Report before access or submission of the request, and shall
document the requester, date and time, specific Law Enforcement Purpose, the
application or data source used, and the action taken or result obtained,
regardless of whether a suspect is developed, identified, arrested, or
prosecuted.


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|
|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 5 of 9|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|



3. The LPR Administrator shall maintain a log of requests and ensure logs are

retained in ACISS Case Management System.


4. Under exigent circumstances, personnel may make an otherwise authorized

inquiry before an ACISS Case Management System Tip/Task or Case File
Report case number is available. The user shall notify the immediate supervisor
as soon as practicable and complete the required ACISS Case Management
System Tip/Task or Case File Report without unnecessary delay.


**D.** **LPR Operation, Alerts, and Hot Lists.**


1. LPR data transmissions shall use GDC-approved encrypted connections,

including an encrypted virtual private network when required by GDC
information-security standards.

2. Before initiating a stop or other enforcement action based on an LPR Alert,

personnel shall:


a. Visually confirm that the observed license plate, including the

alphanumeric characters and jurisdiction of issuance, matches the plate
identified by the system; and

b. Confirm the current status of the plate or associated record through

GCIC/NCIC, the communications center, an approved mobile data query,
or another authoritative source.


3. This verification requirement does not prevent immediate action reasonably

necessary to address a verifiable emergency or protect GDC personnel or
public safety. Verification shall occur as soon as circumstances permit.

4. If an Alert cannot be verified, personnel shall reject or clear the Alert and shall

not rely on it as the basis for enforcement action.


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|
|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 6 of 9|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|



5. A manual Hot List entry shall be supported by a legitimate Law Enforcement

Purpose and shall include the ACISS Case Management System Tip/Task or
Case File Report number, reason for entry, entering user, date, and review or
expiration date. The entry shall be removed when no longer needed.


6. Nontraditional LPR deployments, including special operations or planned

criminal investigation deployments, require advance approval from the LPR
Administrator unless exigent circumstances make advance approval
impracticable.


**E.** **External Agency Access, Assistance, and Dissemination.**


1. Personnel shall not access LPR Systems or data through an External Agency

unless a current memorandum of understanding or other agreement has been
approved by the Commissioner or authorized designee.

2. Authorized External Agency access shall be routed through the LPR

Administrator. Personnel shall not use accounts, passwords, authentication
devices, or access links issued to another agency or person.


3. When the GDC receives a request from another law enforcement agency,

personnel shall confirm a legitimate Law Enforcement Purpose and document
in a ACISS Case Management System Tip/Task or Case File Report the
requesting agency, case number or incident number, requesting officer's name
and contact information, data requested, and disposition of the request.


4. Captured License Plate Data and other investigative information may be shared

only with a law enforcement agency for a documented Law Enforcement
Purpose and only to the extent authorized by law, agreement, and GDC policy.


5. Dissemination outside the GDC shall be recorded in a dissemination log

maintained by the LPR Administrator or designee.


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|
|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 7 of 9|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|



6. If exigent circumstances require immediate use of an otherwise authorized

external source before normal routing can occur, personnel shall notify the
immediate supervisor as soon as practicable and promptly complete the
required ACISS Case Management System Tip/Task or Case File Report.


**F.** **Data Security, Preservation, and Confidentiality.**


1. Captured License Plate Data is FOR OFFICIAL USE ONLY. Access shall be

controlled through unique credentials, role-based permissions, and GDCapproved devices and networks.

2. Personnel shall not download, copy, photograph, transmit, or store Captured

License Plate Data on personal devices, personal accounts, unapproved
removable media, or unapproved cloud services.


3. Information with evidentiary value, including information that may inculpate

or exculpate a person, shall be preserved in accordance with GDC evidence
procedures, discovery obligations, litigation holds, and applicable records
requirements.


4. Suspected compromise, unauthorized access, loss, alteration, or disclosure

shall be reported immediately through supervisory and information-security
channels and affected access shall be suspended when appropriate.


**G.** **Training.**


1. The LPR Administrator shall coordinate initial and annual refresher training

appropriate to LPR systems through OPS In-Service training.

2. Training shall address authorized purposes, applicable law and policy, account

security, query documentation, Alert verification, data limitations, privacy and


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|
|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 8 of 9|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|



civil-rights considerations, dissemination, retention, incident reporting, and
equipment operation when applicable.


3. Training completion shall be documented before access is granted and shall be

reviewed during annual access recertification.


**H.** **Audits and Compliance Review.**


1. The LPR Administrator or their designee shall conduct a quarterly audit of

Captured License Plate Data use and LPR-related investigative applications.

2. The audit shall review any flagged activity for user authorization, ACISS Case

Management System Tip/Task or Case File Report documentation, lawful
purpose, query reason, Alert disposition, manual Hot List entries, External
Agency access, dissemination, and retention compliance.


3. Written audit results shall be provided to the Director of OPS or authorized

designee. Violations, suspicious activity, or material control failures shall be
reported immediately and referred for corrective, disciplinary, administrative,
or criminal review as appropriate.

4. The LPR Administrator shall periodically review this policy, vendor

agreements, training, user access, and technology capabilities to ensure
continuing compliance with the law and GDC requirements.


**I.** **Data Retention and Destruction.**


1. Captured License Plate Data shall be stored immediately upon collection and

shall not be accessed except for a Law Enforcement Purpose.

2. Captured License Plate Data shall be destroyed no later than 30 months after

original collection unless the data are retained for a documented Law


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|**Policy Name:**Use of License Plate Reader Systems|
|**Policy Number:** 103.74|**Effective Date:** 10/06/2026|**Page Number:** 9 of 9|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Executive Division (Office of<br>Professional Standards)|**Access Listing:**<br>Level I: All Access|



Enforcement Purpose, including an active investigation, prosecution,
discovery obligation, evidentiary preservation, or litigation hold.
\

3. Data retained beyond 30 months shall be linked to the applicable case, purpose,

preservation decision, and custodian and shall be reviewed periodically. When
the authorized purpose ends and no other legal hold applies, the data shall be
destroyed in an approved manner.

4. Vendors or other persons holding GDC data shall follow the same access,

security, retention, audit, and destruction requirements applicable to the GDC.


5. Other investigative-application records shall be retained and disposed of under

the applicable approved records retention schedule and any legal hold.

**V.** **Attachments:**

Attachment 1: License Plate Reader System Acknowledgement Form

**VI.** **Record Retention of Forms Relevant to this Policy:**

Upon completion, Attachment 1 shall be maintained in the employee’s personnel file.
Captured License Plate Reader Data shall be retained for no more than 30 months,
unless the data is associated with an ACISS Case Management System Tip/Task or
Case File Report or preservation notice, in which case the data will be retained in
accordance with the applicable retention period.