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G.O. 38 LONGWOOD POLICE DEPARTMENT GENERAL ORDER NUMBER: GO - 38 SUBJECT: DRIVER AND VEHICLE INFORMATION DATA (D.A.V.I.D.) USE EFFECTIVE: DECEMBER 12, 2014 REVISED: JANUARY 1, 2023 GENERAL ORDER DRIVER AND VEHICLE INFORMATION DATA (D.A.V.I.D.) USE G.O. 38 Page 1 of 4 I. PURPOSE: It is the purpose of this directive to provide members of the Longwood Police Department with direction on the appropriate use of the State of Florida’s Driver and Vehicle Information Data, (D.A.V.I.D.), system. II. SCOPE: The chief of police of the Longwood Police Department has executed a data exchange agreement with the Florida Department of Highway Safety and Motor Vehicles which will allow authorized members of the Longwood Police Department to access data through use of Florida’s Driver and Vehicle Information Data; D.A.V.I.D., system. This directive details D.A.V.I.D. access and use requirements. All members are required to adhere to the user requirements detailed in this directive. III. DEFINITIONS: A. Driver and Vehicle Information Data system (D.A.V.I.D.): State of Florida database designed to provide a driver license and motor vehicle information as a law enforcement resource. B. Driver License Information: Driver license and identification card data collected and maintained by the Florida Department of Highway Safety and Motor Vehicles. C. Motor Vehicle Information: Title and registration data collected and maintained by the Florida Department of Highway Safety and Motor Vehicles for vehicles and mobile homes. GENERAL ORDER DRIVER AND VEHICLE INFORMATION DATA (D.A.V.I.D.) USE GO - 38 Page 2 of 4 D. Driver’s Privacy Protection Act (D.P.P.A.): 18 United States section 27 et seq. E. Web Application Access Point of Contact: Longwood Police Department personnel tasked with D.A.V.I.D. related responsibilities and the agency’s communication with D.A.V.I.D. system administrators. This responsibility is currently assigned to the traffic unit supervisor. F. Emergency Contact Information (E.C.I.): Information designed to provide law enforcement agencies, and their authorized members, emergency contact resources to be used for the purposes of contacting those listed in the event of an emergency. IV. AUTHORIZED USERS: Only those members who have been granted proper access by the Longwood Police Department’s designated point of contact for web application access are authorized to use the D.A.V.I.D. system. This responsibility is currently assigned to the traffic unit supervisor. V. SAFEGUARDING DATABASE INFORMATION: A. Members shall maintain the confidentiality of all driver license and motor vehicle information obtained from the system in accordance with Chapter 119, F.S. and the D.P.P.A. Information obtained shall only be disclosed to persons to whom disclosure is authorized under Florida law and federal law. Any member who willfully and knowingly violates any of the provisions of this section is guilty of a misdemeanor of the first degree punishable as provided in sections 119.10 and 775.083, F.S. In addition, any person who knowingly discloses any information in violation of the D.P.P.A. may be subject to criminal sanctions and civil liability. B. Members will adhere to the following requirements regarding information obtained from the D.A.V.I.D. database: 1. Information will not be used for any purposes not specifically authorized. Unauthorized uses include, but are not limited to, queries not related to a legitimate business purpose, personal use, and the dissemination, sharing, copying, or passing of database information to unauthorized persons. GENERAL ORDER DRIVER AND VEHICLE INFORMATION DATA (D.A.V.I.D.) USE GO - 38 Page 3 of 4 2. Information obtained from the database will be stored and protected in such a way that unauthorized persons cannot access, review, or retrieve, the information. 3. All members with access to the database information will be instructed of, and acknowledge their understanding of, the confidential nature of the information. These acknowledgements will be maintained in a current status by the agency’s designated web application access point of contact. 4. All members with access to the database will be instructed of, and acknowledge their understanding of, the criminal sanctions specified in state law for unauthorized use of the data. These acknowledgements will be maintained in a current status by the agency’s designated web application access point of contact. 5. Emergency contact information, E.C.I., shall only be accessed by authorized members for actual emergency notification purposes, and the reason for this access, as well as the date and time of the access, must be documented in a Café or D.H.S.M.V. crash report of the incident. The member accessing this information will notify their supervisor of the need to access the emergency contact information, and the supervisor notification will be documented in the members report. 6. D.A.V.I.D. system files, including emergency contact information, must be secured from public view. All members with access to these files shall ensure documents are stored in a secure area. Computer screens will be shielded from the view of unauthorized persons at all times when displaying D.A.V.I.D. and E.C.I. files. Desktop computer screens must be locked and laptop screens must be closed to ensure any D.A.V.I.D. files currently accessed are not visible to unauthorized persons. 7. Any printed D.A.V.I.D. files must be immediately secured by the member printing the information. Printed information shall not be stored in an unsecure area where it can be accessed or viewed by any unauthorized person. 8. Any violation of this policy, inadvertent or otherwise, will be immediately reported to the agency’s designated web application GENERAL ORDER DRIVER AND VEHICLE INFORMATION DATA (D.A.V.I.D.) USE GO - 38 Page 4 of 4 access point of contact so proper documentation and any necessary remedy can be completed. C. All access to the database information must be monitored on an on-going basis. In addition, the agency’s point of contact for the web application access must complete an annual audit to ensure proper and authorized use and dissemination. The agency’s traffic unit supervisor is currently assigned the responsibility of completing this audit.