Research and Communication Services Transportation Wisconsin Department of Transportation 608-261-8198 Synthesis Report [email protected]
Sharing Crash Data with the Public
Prepared for Bureau of Highway Operations
Prepared by CTC & Associates LLC WisDOT Research and Communication Services Section February 2, 2007
Transportation Synthesis Reports (TSRs) are brief summaries of currently available information on topics of interest to WisDOT technical staff. Online and print sources include NCHRP and other TRB programs, AASHTO, the research and practices of other state DOTs, and related academic and industry research. Internet hyperlinks in TSRs are active at the time of publication, but changes on the host server can make them obsolete.
Request for Report The WisTransPortal (http://transportal.cee.wisc.edu/) is a cutting-edge data management system under development at the University of Wisconsin-Madison to help Wisconsin DOT effectively manage and use traffic and operations data from multiple sources. A number of practical tools have emerged from the project, including a crash statistics database that is available to the department for traffic safety research. This resource is also available to a limited extent to the general public, who may submit written requests for crash statistics of a broader nature. WisTransPortal continues to acquire improved capabilities for data management and analysis, suggesting new opportunities for public use of crash report and summary information in the database and for facilitating public access. Recognizing this potential, the Bureau of Highway Operations is recrafting the guidelines for public access and use of the database, and requested information on other state DOTs’ policies and procedures for sharing crash data of both a sensitive and a more general nature.
Summary We present our findings in two sections: the results of an AASHTO RAC Survey and of a Literature Search.
AASHTO RAC Survey To help identify other states’ practices for sharing crash data with the general public, we distributed a brief survey to members of the AASHTO Research Advisory Committee, consisting of four questions:
1. Does your state provide public access to any crash data it maintains? If so, how is the access provided? 2. Does your state provide public access to all or portions of the actual database where the individual crash records are stored? If so, how is the access provided? 3. Does your state have written guidelines for providing public access to crash data? If so, please provide a copy of the guidelines. 4. Please provide contact information for a person who could answer questions about your department’s procedures for providing public access to crash data.
Twenty-one state DOTs and three Canadian agencies responded with helpful and practical information, and full state-by-state summaries are presented below. Responses received after January 29 will be forwarded directly to BHO. Findings from the survey included:
• Twelve respondents reported that they share crash data of a more comprehensive nature with the general public, either through a Web site, in printed form or on a CD. • None of the agencies reported providing general access to their crash database. However, Connecticut will provide a CD copy of its crash files (sans personal identifiers) to data users. Massachusetts will provide town-wide (via Excel) or statewide crash information (via Access) upon request, enabling the requestor to sort through the data and identify specific crashes of interest. The data files are sent by e-mail or by mail on a CD depending on the size of the files.
The Highway Safety Research Group Web site (http://lhsc.lsu.edu/) referenced in Louisiana’s response is a multifaceted resource that provides information on Louisiana’s traffic crash statistics, links to important crash- related Web sites, reports relating to traffic accidents, and a query generator allowing users to query the database for data specific to their needs.
Literature Search To locate additional information on transportation agencies’ practices for sharing crash data, we performed an Internet search that provided pertinent information. Items of interest include:
• NCHRP Synthesis 350: Crash Records Systems. This report examines crash records systems practices and programs as applied to highway and traffic safety. Practical discussion includes development of a “knowledge base,” a resource that increases the utility of crash data for less experienced users and helps build strong advocates for traffic records improvement throughout a state. • North Carolina DOT. The Interactive Crash Data Tool allows queries of cross-tabulated information by city, county and other variables for researching bicycle and pedestrian crash data. This resource is available to planners, engineers, government officials and citizens who are interested in analyzing bicycle and pedestrian crashes in their communities. • Oregon DOT. The Crash Analysis and Reporting Unit provides motor vehicle crash data through database creation, maintenance and quality assurance, information and reports, and limited database access. Ten years of crash data is maintained at all times; the data supports various local, county and state traffic safety programs, engineering and planning projects, legislative concepts, and law enforcement services.
2 AASHTO RAC Survey Arkansas Respondent: Karen Bonds, Traffic Records Manager/FARS Supervisor- Highway Safety Office, Arkansas State Police. Phone: 501-618-8405, e-mail: [email protected]. 1. No public access. Summaries by location, condition, etc., provided to public on request. 2. No. 3. No guidelines, just verbal instructions. Database provided to state agencies with bona fide need only. 4. Karen Bonds.
British Columbia Respondent: Joy Sengupta, Sr. Highway Safety Engineer, BC Ministry of Transportation. Phone: 250-356-5292, e-mail: [email protected]. 1. Yes, the Insurance Corporation of British Columbia maintains an annual Traffic Collision Statistic that is available for public viewing at the following link: http://www.icbc.com/library/research_papers/traffic/index.asp. 2. No. 3. No. 4. Joy Sengupta.
California Respondent: Brad Boehm, Traffic Accident Surveillance and Analysis System Division. E-mail: [email protected]. 1. Caltrans crash data (excluding any confidential driver/passenger information) is provided to the general public on a “case-by-case” basis and only after Legal has verified that any claim concerning the location or collision of interest has not been filed (nor is pending). In general, public access to crash data is limited to hard copies that are prepared by Caltrans staff specific to the request and all reports are vetted through the Caltrans legal division. 2. The answer is no. Caltrans has denied the public direct, unlimited access to our database work station(s) and record storage facilities in the past. 3. Yes, we are currently updating our guideline/policy and I will send a copy by the end of the month. 4. Kevin Riley, Executive Engineering Assistant, Division of Traffic Operations. Phone: 916-651-9377 (office) or 916-708-7234 (cell), e-mail [email protected].
Connecticut Respondent: Gene Interlandi, Transportation Planner, Division of Systems Information. Phone: 860-594-2096, e-mail: [email protected]. 1. Yes, the Connecticut Department of Transportation (Department) does provide public access to its crash data. Access is provided by distributing both annual and customized reports to data users. Copies of the actual crash file are also provided by copying the crash file to CD and providing it to data users. The Department does require written requests directed to Department management for this information. 2. The Department provides public access to the entire file. The Connecticut crash file does not include any personal identifiers. Access is provided by copying the crash file to CD and providing it to data users. 3. The state does not have written guidelines for providing public access to crash data. 4. Gene Interlandi.
Delaware Respondent: Tyrone Crittenden, Division of Planning. Phone: 302-760-2162, e-mail: [email protected]. 1. We do not provide crash data to the public as a routine matter. If an individual is persistent, and the location is not on our Highway Safety Improvement Program (HSIP) list, we will provide data only on the number of crashes at a particular location but will not provide any detailed crash or personal data. 2. We do not provide access to the public of our database. 3. We do not have a written policy although we’ve attempted to develop one several times in the past. 4. Tyrone Crittenden.
3 Florida Respondent: Patrick Brady, Transportation Safety Engineer. Phone: 850-245-1502 or 850-245-1500, e-mail: [email protected]. 1. Crash reports may be obtained from the local Florida Highway Patrol station (http://www.fhp.state.fl.us/misc/CrashReport/Where.htm) that is closest to where the crash occurred. Crash reports are kept in the local districts for two years from the date of crash. Homicide reports are kept in the local districts for five years from the date of crash. To order a crash report ($2) older than two years, persons should call 850-617- 3416. To order a traffic homicide report ($25) older than five years, persons should call 850-617-2306. To order traffic homicide photographs, persons should call 850-617-3409. Photographs are $1 for 5x7 or $1.50 for 8x10. When requesting photographs, individuals must have at least two of the following pieces of information available when placing a request: date of crash, county of crash, name of fatality victim, traffic homicide case number. 2. A Web location for general data is http://www.hsmv.state.fl.us/reports/crash_facts.html. The official keeper of the traffic crash reports for the State of Florida is the Department of Highway Safety and Motor Vehicles (DHSMV), http://www.hsmv.state.fl.us/. Their policy for handling access to the crash data is independent of the agency that employs me. I cannot speak for DHSMV and their procedures for distributing information. Their Web site seems to indicate that the data is fully available under the public records laws of Florida. FDOT receives crash data and images of the documents for our use in conducting safety analysis of the road system. We do not provide public access to this information as we add information regarding roadway geometric and operational characteristics. We use this data in the analysis, prioritization and evaluation of projects that may be eligible for categorical FHWA Safety Improvement Funds and we hold our version of the data (may not be certified as their official version) as protected under Title 23 Section 409. Any FDOT employee or entity that has a contract with FDOT is treated as an agent of the department and has access to that information needed to accomplish their assigned work. 3. Please see the attachment entitled “Release of Crash Data” for FDOT policy for handling data requests. 4. Patrick Brady.
Georgia Respondent: Norm Cressman, Safety Program Manager. Phone: 404-635-8131, e-mail: [email protected]. For the purposes of GDOT’s responses, the term “crash data” refers to the electronic repository (relational database) of the information contained on the state’s crash report. 1. No, GDOT does not provide public access to its crash data. GDOT responds directly to any written requests received for crash data. Complete datasets are often made available to local governments, planning organizations and consultants also upon written request. 2. No. Access to the actual database where individual crash records are stored is not permitted. 3. No. GDOT assumed responsibility for processing crash data in Georgia in July 2005. No formal policy has yet to be drafted. 4. Norm Cressman.
Idaho Respondent: Susan Mulkey, Office of Highway Safety. Phone: 208-334-8110, e-mail: [email protected]. 1. Yes, but generally limited to construction consultants and research companies. 2. Access provided through an electronic query system. 3. We don’t have official written policy. 4. Susan Mulkey.
Illinois Respondent: Mary Ann Paulis, Division of Traffic Safety, Crash Information Section. Phone: 217-785-3056, e-mail: [email protected]. 1. Our Web site, http://www.dot.il.gov/safety.html, has multiple publications. There is also an online Geographic Information System (GIS) County application. Crash reports can be purchased online via an e-pay system administered by Illinois State Police or from the local law enforcement agency that wrote the report (for a fee of $5). We are in the process of testing a Safety Data Mart. Future plans are to provide outside access to a subset of the Data Mart (one which excludes any personal information). 2. Illinois law requires that personal information be held confidential by IDOT, so direct access is not possible. We do provide crash data to anyone requesting it—but minus any personal info, for example: University of Michigan Transportation Research Institute (UMTRI), Insurance Institute for Highway Safety (IIHS), William Wecker & Associates, JP Research, Exponent (Failure Analysis), Data Nexus Inc., NBC Dateline. We also provide annual data
4 files to NHTSA and HSIS. Often, researchers send their requests to them first; NHTSA or HSIS send us the request via email for our review and approval. 3. We try to provide as much as possible on our Web site [excerpts below]: Special Requests (http://www.dot.il.gov/trafficsafety/crashreports.html) Other data is available by special request. We are committed to providing the most accurate and complete information available in a helpful and courteous fashion. We welcome your comments and suggestions as we continuously strive to improve our service to you. If you need more information or have a special request, please email through our Internet feedback form (http://www.dot.il.gov/Email/Email.asp?from=1) or write us at the Crash Information Section, 3215 Executive Park Drive, Room 100, Springfield, Illinois 62794-9245.
What You Can Expect (http://www.dot.il.gov/trafficsafety/crashreports.html) When you e-mail or write to us requesting information, we will respond within ten business days. If we are unable to satisfy your request in that time, we will tell you when to expect delivery of the information requested. Note: If you want a copy of a crash report, you must contact the law enforcement agency that investigated the crash. Illinois law does not allow IDOT to provide copies of crash reports or divulge any personal information related to the crash. The law also stipulates that investigating agencies may furnish copies at a fee not to exceed $5 each.
4. Mary Ann Paulis.
Indiana Respondent: John Nagle, Safety Management Engineer. Phone: 317-232-5464, e-mail: [email protected]. 1. The crash records are the responsibility of the Indiana State Police (ISP). As of the start of this year the public can purchase copies of crash reports online for a fee at http://www.buycrash.com. The crash data itself and images of the reports are available online to INDOT, MPOs and the Indiana Criminal Justice Institute. Other requests for data need to be made to the Indiana State Police. 2. I believe that the database that is available to be accessed is a copy and the access is provided through a Web application. If you need further information you can contact Captain Doug Shelton, Records Division, ISP, at 317-232-8265, [email protected]. 3. None that I am aware of. However, you should check with ISP. 4. As I indicated before, INDOT is a user of the crash data and does not provide public access to the crash data. Captain Shelton would be the contact.
Kentucky Respondent: Jamie Bewley Byrd, Research Program Coordinator and State KEEN Coordinator, State Highway Engineer’s Office. Phone: 502-564-3730 ext. 3167 (office), 859-684-0538 (cell). 1. Department of Transportation Safety provides summary crash data accessible from the Web at http://highwaysafety.ky.gov/trafficrecords.asp. 2. No public access to database. 3. NA – no public access. 4. NA – no public access other than summary data, therefore, no procedures.
Louisiana Respondent: Dan Magri, Highway Safety Administrator, Louisiana Department of Transportation and Development. Phone: 225-379-1871, e-mail: [email protected]. 1. The only public access to crash data is provided on the Web site: http://lhsc.lsu.edu/. 2. No access is provided to the database. The Web site is a summary and analysis of the crash data. 3. Special runs are provided only through a formal public records request. 4. Dan Magri or Terri Monaghan (225-379-1941, [email protected]).
Maine Respondent: Duane Brunell, Safety Performance Analysis Manager, Safety Office. Phone: 207-624-3278 (office) or 207-557-1298 (cell), e-mail: [email protected]. 1. None online. Individual requests are handled through units within DOT, Bureau of Highway Safety or State Police. There is online individual police crash report ordering capability found at http://www.informe.org/mcrs/.
5 2. MaineDOT has desktop custom query capability, including GIS mapping of results. Only generic information is provided, which can be any data field on the police crash report, except personal info. MaineDOT does not provide full actual police crash reports, nor personal information such as driver or passenger names, addresses, etc. Full reports/personal data are only available on special studies where DOT is providing such info to consultants, for example. Any other requests for police crash reports would be handled through State Police. 3. No. 4. Duane Brunell.
Maryland Respondent: Robert Cunningham, Traffic Engineering Support Division. Phone: 410-787-5831, e-mail: [email protected]. 1. Information is provided on an individual request basis. 2. Due to sensitivity concerns certain items on the accident database are not released such as name, date of birth, etc. 3. Please see the attachment entitled “SHA Guidance on the Release of Traffic Accident Data” (preceded by a memo). 4. Ronald Lipps. Phone: 301-624-8242, e-mail: [email protected].
Massachusetts Respondent: Bonnie Polin, Chief Safety Analyst, MassHighway. Phone: 617-973-7991, e-mail: [email protected]. 1. Yes. A person can send in a request via email, phone, mail. If the information is small enough, it can be emailed. Otherwise, a CD is requested and the info is sent out on a CD. 2. Every year the Registry of Motor Vehicles closes the crash year and runs a macro to format crash data into an Access database. To simplify the database, the location information is concatenated from over 20 fields into 3 fields. (No person level detail is available, only crash level detail). This information is then sent over to MassHighway. An individual can request crash information for an intersection, specific location, town-wide or statewide. MassHighway provides the requestor with the town-wide (via Excel) or statewide information (via Access) so that the requestor can sort through the data and pull the specific crashes of interest. The data files are sent via email or a CD via snail mail (depending on the size of the file(s)). 3. Yes. See link: http://www.mhd.state.ma.us/default.asp?pgid=content/traffic/crashRateEval&sid=about. The crash data request form can be found at http://www.mhd.state.ma.us/downloads/trafficMgmt/CrashDataRequestForm.doc. I have also attached the supporting documentation that is sent with all crash data transmittals. (See the attachment entitled “Support Information for Using Year 2002 through 2005 MassHighway Crash Data Files.”) 4. Rick Conard. Phone: 617-973-7338, e-mail: [email protected].
Missouri Respondent: William Stone, Technical Support Engineer. Phone: 573-526-3649, e-mail: [email protected]. 1. MoDOT does provide access to crash data to planning partners (Regional Planning Commissions and Metropolitan Planning Organizations). This data is shared for planning purposes only. This data is shared with these organizations via CD format. There is not a direct access link available. There is another format in which crash data is shared with the public and this is provided through an annual statistics manual. This manual provides overall crash statistics and is not location specific. This manual is provided upon request and is also available through the MoDOT Web site. http://www.modot.org/safety/trafficaccidentstatistics.htm. 2. No. 3. The access to crash records is defined by the Sunshine Act. Chapter 610 RSMo, The Missouri Open Records (“Sunshine”) law (see http://modot.org/about/OpenRecords.htm). Requests for crash data from individuals, insurance, companies, etc. are reviewed through the Sunshine Act process. 4. Jay Smith, Assistant Chief Counsel. Phone: 816-622-6389, e-mail: [email protected].
Montana Respondent: Pierre Jomini, Safety Management Engineer. Phone: 406-444-6113, e-mail: [email protected]. 1. No. The Montana Department of Transportation provides general information as to the number and severity or trends of crashes at an intersection or a road segment. 2. No. 3. See the following state laws: 61-7-114 – Accident reports confidential (http://data.opi.state.mt.us/bills/mca/61/7/61-7-114.htm); and
6 61-7-118 – Penalty for violation (http://data.opi.state.mt.us/bills/mca/61/7/61-7-118.htm). 4. Pierre Jomini.
New Jersey Respondent: William Beans, Section Chief, Bureau of Safety Programs. Phone: 609-530-3474 (office), 609-352-8913 (cell), e-mail: [email protected]. 1. NJDOT posts sanitized crash data to the Web. Personal info has been removed. Here is the link: http://www.state.nj.us/transportation/refdata/accident/. 2. The public does not have access to the actual database. As stated above, data is posted to the Web. 3. Yes, information is posted at the link above. Click on “Raw Data” or any of the “data tables.” We don’t tell them how to manipulate the data. 4. William Beans.
New Mexico Respondent: Cindy Maestas, Contractor for the NMDOT Traffic Safety Bureau. E-mail: [email protected]. I am attaching a copy of the NMDOT Administrative Memorandum #117, Inspection of Public Records, which contains guidelines and procedures for processing database requests, and should answer the majority of the questions posed in the e-mail. The NMDOT Traffic Safety Bureau contracts with the Division of Government Research at the University of New Mexico to maintain the crash file database. Electronic copies of the crash file database have been provided in the past to various governmental agencies such as municipalities, counties, metropolitan planning organizations, councils of governments, and engineering consultant companies doing business with the NMDOT. When an administrative fee is applied, the cost is $125 and there are additional charges applied by the Division of Government Research for time spent. A disclaimer letter is always sent to the requestor, wherein the requestor must acknowledge and agree to the stipulations as stated in Section 5.03c2 of the attached memo. Requests for copies of databases from for-profit companies have a much higher fee applied and are handled by the Records Custodian for the NMDOT, Mr. David Coriz, 505-827-5377, e-mail [email protected].
Ontario Respondent: Peter Gaboury, Head, Traffic Information Management, Traffic Office/Highway Standards Branch, Provincial Highways Management Division/Ministry of Transportation, Ontario. Phone: 905-704-2935, e-mail: [email protected]. 1. We provide only summary statistical data and it is available on the Web at http://www.mto.gov.on.ca/english/safety/orsar/. 2. No, we do not provide public access to the actual databases that we use internally. 3. Our guidelines are based on the Ontario Freedom of Information and Protection of Privacy Act on the Web at http://www.e-laws.gov.on.ca/DBLaws/Statutes/English/90f31_e.htm. 4. Peter Gaboury.
Saskatchewan Respondent: Dwight McNaughton, Saskatchewan Government Insurance. Phone: 306-775-6668, e-mail: [email protected]. 1. Yes. See the annual publication Saskatchewan Traffic Accident Facts and public Web site at http://www.sgi.sk.ca/sgi_pub/road_safety/trafficcollisionstats/index.htm. 2. Public access to the database is not provided. 3. (NA) 4. Dwight McNaughton.
Virginia Respondent: Bob Rasmussen, Program Administration Manager III, VDOT Traffic Engineering Division. Phone: 804-786-6219, e-mail: [email protected]. Before responding to your questions concerning public access to crash data in the State of Virginia, you need to know that the official custodian of crash data resides with our departments of State Police and Motor Vehicles. The crash data that resides with VDOT is a subset of the official crash data with all personal and identifying information removed. VDOT adds the specific crash location by tying each crash to our roadway inventory data and is the only state agency with these locations. Other agencies with crash data only filter to jurisdictional levels. VDOT uses this information to conduct safety studies and research, and to respond to various inquiries by not only companies under contract to VDOT but citizen requests. The Crash Report FR300 is only released for VDOT-related studies and
7 highway safety research. (Individuals involved in a crash or their attorney may receive a copy from DMV.) We do produce CDs with five years of crash data in an access format for distribution to someone requesting such for research. On most other occasions it is up to Traffic Engineering Division staff to query the database and produce ad hoc reports for private citizens who usually are only interested in a specific location. Since my interpretation of the request was access directly into our databases I did not include how we disseminate information by request. Usually these take the form of FOI requests. 1. Virginia does not provide direct public access to crash data. 2. No. 3. As VDOT does not provide public access we have no written guidelines. DMV would have its own guidelines and questions should be directed to Angelisa Jennings, phone 804-367-2026, e-mail [email protected]. 4. Further questions or interpretations should be directed to me (VDOT), Angelisa Jennings (DMV), or Bud Cox (State Police, 804-674-2127, [email protected]).
Washington Respondent: Roger Horton, Manager, Transportation Data Office. Phone: 360-570-2427, e-mail: [email protected]. 1. In Washington our collision data is provided to the public at the summary level via our annual report. This report has just state highways the last several years, but will expand to all roads this next year. This report can be found on our Web site at http://www.wsdot.wa.gov/mapsdata/tdo/accidentannual.htm. 2. Request for any other data is given by individual request and is done so by WSDOT policy that balances a very open public disclosure state law with Federal Law 23 USC § 409. Main point is they fill out a request and check a box that says they will not use the data in a court of law against any public agency. If they do not check the box, they do not get the data. Only a few attorney firms have refused to do this. We do not let private individuals have access to the database. We do have agreements in place with Carfax and numerous researchers who we send portions of the database to. All individual personnel information is removed. 3. Our policy is located at http://www.wsdot.wa.gov/mapsdata/tdo/collisiondatarequest.htm. 4. Roger Horton, or Dan Davis (360-570-2451).
Wyoming Respondent: James Stout Jr., Highway Safety Program Supervisor. Phone: 307-777-4197, e-mail: [email protected]. 1. The Wyoming Highway Safety Program provides summaries, history listings and tables of the crash data upon request for a small fee. We also provide copies of the crash reports upon request for a small fee, however, we redact privacy information from the reports provided to the public. 2. Currently our database is on a mainframe and cannot be accessed by the public. We are in the process of moving the data to a local server but we have not discussed giving access to the general public and have no plans to do so at this time. 3. There are some state statutes and WYDOT operating policies but no specific written guidelines. 4. James Stout.
8 Literature Search FHWA “Analysis and Information Online: An Intranet Application,” Dale Sienicki, Public Roads, March/April 1999. http://www.tfhrc.gov/pubrds/marapr99/watch.htm. For more than a year, employees of FHWA’s Office of Motor Carrier and Highway Safety (OMCHS) have been using a powerful Web-based analysis and information (A&I) tool designed to provide quick and efficient access to a wide spectrum of descriptive statistics and analyses about commercial motor carrier safety and the programs and countermeasures that OMCHS and its partners have implemented to promote safety. The A&I online system (http://ai.fmcsa.dot.gov/) as currently configured and used represents a fragment of what this analytical tool is capable of doing for OMCHS. The future of A&I will probably involve adding additional information and new capabilities and expanding access to users outside of OMCHS and DOT. Feedback indicates that OMCHS employees are interested in accessing historical data along with current information for both the SafeStat and Crash Profiles in order to monitor changes and support their trend analysis requirements. In addition to retaining and displaying historical data, A&I will provide an online system capability that profiles graphical crash information. The user can view maps indicating where crashes occur at a county level for all states. The maps will be dynamically generated and will reflect current truck crash inspection statistics. OMCHS recognizes that A&I would also be of use to users not connected to the Interdepartmental Network. In addition, OMCHS has some field staff who need to access A&I and are not on the DOT network. However, certain data within the A&I site are sensitive. Therefore, to support a public site, the A&I architecture will need to be modified so that it can be password- protected or will have to be changed so that it contains only non-sensitive information. In this way, components of A&I may be released to the general public through the Internet.
NCHRP Crash Records Systems, NCHRP Synthesis 350, 2005. http://onlinepubs.trb.org/onlinepubs/nchrp/nchrp_syn_350.pdf. This report examines crash records systems practices and programs as applied to highway and traffic safety, and covers crash data collection, crash processing and management, and data linkages for reporting and analysis. While no single comprehensive system examples are identified in the report, many examples of one or more successful components were found to address the needs of three groups of stakeholders—data collectors, data managers and data users. One particularly relevant section of the report is on page 25:
What is a Knowledge Base? A knowledge base, in the form of a traffic records data clearinghouse or resources dedicated specifically for ad hoc data linkages, is a method for a state to achieve the goal of serving the needs of all highway and traffic safety stakeholders. A knowledge base supports all or some components of the traffic records system readily available to the users for analysis and reporting. Data sources are linked directly with the crash data or linked indirectly through probabilistic matching. This type of knowledge base is one way to increase the utility of crash data for less experienced users and to help build strong advocates for traffic records improvement throughout the state. The Massachusetts Data Warehouse is an example of a university-based system, with Internet access for analysis and reporting given to all approved users. Although the number of traffic records data clearinghouses is increasing, most states conduct data linkages on an ad hoc basis, often using university-based staff.
For more on the Massachusetts Data Warehouse, see: • ATSIP Session 27 Presentation: Massachusetts Data Warehouse: Collection and Storage of Crash-Related Data, July 2004 (presentation slides available) http://atsip.org/index.php/2004forum/more/session_27_presentation_massachusetts_data_warehouse_colle ction_and_storage/ The Massachusetts Data Warehouse has successfully collected, cleaned and stored a variety of crash related data including RMV crash data, commercial vehicle crash and inspection data, citation data, inpatient discharge data and death certificate data. The process of collecting these data from a variety of sources, addressing data quality issues for each data set and loading data into the Massachusetts Data Warehouse were discussed.
9 North Carolina Division of Bicycle and Pedestrian Transportation/Interactive Crash Data Tool http://www.ncdot.org/transit/bicycle/safety/safety_crashdata.html Information from more than 9,000 recent bicycle and pedestrian crashes with motor vehicles has been compiled to create an interactive database that covers the state of North Carolina. The Interactive Crash Data Tool allows queries of cross-tabulated information by city, county and other variables for researching bicycle and pedestrian crash data. This resource is available to planners, engineers, government officials and citizens who are interested in analyzing bicycle and pedestrian crashes in their communities.
Oregon Transportation Data Section—Crash Data http://www.oregon.gov/ODOT/TD/TDATA/car/CAR_Main.shtml#Crash_Analysis___Reporting The Crash Analysis and Reporting Unit provides motor vehicle crash data through database creation, maintenance and quality assurance, information and reports, and limited database access. Ten years of crash data is maintained at all times. Vehicle crashes include those coded for city streets, county roads and state highways. The data supports various local, county and state traffic safety programs, engineering and planning projects, legislative concepts, and law enforcement services.
Virginia “Using Technology to Help Overcome Institutional Obstacles to Improved Crash Records Processing,” Transportation Research Record 1581, pages 10-17, 1997. http://pubsindex.trb.org/document/view/default.asp?lbid=577410 Abstract: Although advanced technologies have the potential to improve crash records processing, a number of recurrent institutional properties must be examined to comprehend the limits and rewards of these technologies. These properties include the diversity of crash data users and providers, the dynamic nature of crash records processing, and the lack of a single entity that reaps all the benefits and bears all the costs of crash records processing. Although not inherently bad, these properties contribute to a number of problems with crash records processing, such as lack of access to crash data, inconsistencies among crash databases, and disincentives to implementing new technologies or organizational changes that would make crash data more accessible, timely or practical. With data obtained from a comprehensive inventory of Virginia’s computerized crash records systems, the feasibility of using technology to address these properties and the resultant problems was examined. A framework for assessing whether a proposed change will help solve short-term problems or overcome long-term obstacles was proposed.
10
Support Information for Using Year 2002 through 2005 MassHighway Crash Data Files As of 9/5/2006
Note: This document pertains only to year 2002 through year 2005 crash data. See the file named Support_Information_10-02a for crash data for earlier years.
The year 2002 through 2005 crash data files from Mass. Highway Dept. are significantly different than data files for previous years. Crash data beginning with year 2002 are derived from a new Registry of Motor Vehicles (RMV) computer system called the Crash Data System (CDS). Entirely new forms were used to collect crash reports from police and operators, replacing the old forms that had been in use with only minor changes over many decades. CDS is an entirely new RMV Oracle database, which replaced the former COBOL Accident Records System (ARS).
This document summarizes some of the many differences between crash data for 2002-2005 and prior years and contains some caveats in the use of the data.
• CDS contains many new and redefined data elements, developed in accordance with NHTSA (National Highway Traffic Safety Administration) guidelines called the Model Minimum Uniform Crash Criteria (MMUCC). • There are fewer crashes in the 2002-2005 statewide data than in files for prior years. The Statewide 2002 file contains a total of 139,036 reported crashes; year 2003 contains 141,676 crashes; year 2004 contains 138,635 crashes; and year 2005 contains 158,084 crashes. In comparison, the 2001 file contained 181,247 records, and the 2000 file contained 189,046 records. So, users should be aware that comparing raw crash count numbers for 2002-2005 with prior years may not produce a valid comparison of crash frequency between years. An Excel file named Total Crashes by Town and Year1990-2005.xls is available to show the differences in total crash reports by city/town from year to year. • The 14% increase in total crashes between 2004 and 2005 can be explained primarily by changes in data entry procedures at the RMV that resulted in a greater number of operator-only reports being entered in CDS, not necessarily an increase in the number of operator-only crashes, or total crashes. • The data fields used to collect crash location data were significantly changed. Prior to 2002, only five fields were used to collect location data (roadway, nearest intersecting roadway or landmark, distance and direction from nearest intersecting roadway, and milemarker). The new CDS data contain a total of 30 crash location fields. Now there is a separate field for each type of discrete data (roadway names, route number, address number, milemarker, exit number, landmark, etc.) so that each can be more easily validated and edited as necessary. This was done in an effort to improve the quality of the crash location data by standardizing the spelling of roadway names, and by attempting to collect and capture more complete and accurate crash location data, which is of special interest for traffic engineering purposes. The 30 data fields have been consolidated (concatenated) into a smaller number of crash location fields in the crash reports. These consolidated fields are grouped around the Page 2 of 5
different location referencing methods used for locating crashes (roadway/nearest intersecting roadway; route/milemarker; route/exit number; roadway/street address number; and roadway/landmark. • If the crash date, time and location are identical (or nearly identical), the crash may be a duplicate, but with a different crash number. • The format of the Mass. Highway standard crash report is very different than prior to 2002 due to the changes in data elements and values. Consequently, the user may encounter some formatting challenges when trying to view the report on the screen, and when trying to print it. • The distinction between AT INTERSECTION and NOT AT INTERSECTION crashes is often not a consistent one. This is because persons filling out the report may have had different interpretations of the definition of an intersection. Crashes at interchanges, ramps, rotaries, and driveways could have been reported either at an intersection or not at an intersection. Sometimes the NOT AT INTERSECTION side of the form was used for the convenience of reporting crashes referenced by a street address number, milemarker, ramp, or landmark. Some crashes contain data for both AT INTERSECTION and NOT AT INTERSECTION.
Sorting/Searching Information Regarding MassHighway Crash Data The data MassHighway has supplied is in Microsoft Excel 2000 format. Due to the different format of the 2002-2005 data from prior years, sorting the data by location will be difficult because of the five different columns containing location data. Crash data are not completely standardized. Several different variations of a street name (or other field) may exist. Due to the format of the year 2002-2005 data, searching may be more useful than sorting. Search all five crash location columns for each occurrence of a street name. When selected records are found, they can be copied and pasted into another Sheet in the same Workbook. Explanation of columns and abbreviations in Excel Spreadsheets
A. Crash Number – Unique number used by Registry of Motor Vehicles to identify each crash. Each crash could have several reports: police, operator(s), so this is the master record ID number. There is no relationship between this number and police department incident numbers. B. City/Town Name – The city or town in which the crash occurred. If the crash was reported as occurring in a locality (neighborhood name) within the city or town, this is shown in parentheses after the proper city/town name. However if the crash was just reported as occurring in the city/town (rather than in a locality/neighborhood), then the locality name is not shown. (Therefore, searching/sorting by locality name will not identify all crashes that actually occurred in that locality.) C. Crash Date – Date of the Crash D. Crash Time - Time of Crash E. Crash Severity – Type of Crash • Fatal injury • Non-fatal injury • Property damage only (none injured)
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• Not Reported • Unknown F. Number of Vehicles – Total number of vehicles involved in the crash G. Total Nonfatal Injuries - Number of persons injured in the crash excluding fatalities H. Total Fatal Injuries - Number of persons killed in the crash I. Manner of Collision - Manner of Collision or Collision Type • Angle • Head-on • Rear-end • Rear-to-Rear • Sideswipe, opposite direction • Sideswipe, same direction • Single vehicle crash • Unknown • Not reported J. Vehicle Travel Directions – Direction that each vehicle was traveling at time of the crash; V1 = Vehicle 1, V2 = Vehicle 2, etc. K. Most Harmful Events – Most harmful event for each vehicle • Collision with motor vehicle in traffic • Collision with parked motor vehicle • Collision with pedestrian • Collision with cyclist (bicycle, tricycle, unicycle) • Collision with animal – deer • Collision with animal – other • Collision with moped • Collision with workzone maintenance equipment • Collision with railway vehicle (train, engine) • Collision with other movable object • Collision with curb • Collision with tree • Collision with utility pole • Collision with light pole or other post/support • Collision with guardrail • Collision with median barrier • Collision with ditch • Collision with embankment • Collision with highway traffic sign post • Collision with overhead sign support • Collision with fence • Collision with mailbox • Collision with impact attenuator/crash cushion • Collision with bridge • Collision with bridge overhead structure • Collision with other fixed object (wall, building, tunnel) • Collision with unknown fixed object • Overturn/rollover
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• Fire/explosion • Immersion • Jackknife • Cargo/equipment loss or shift • Other • Other non-collision • Unknown non-collision • Unknown • Reported but invalid L. Road Surface Condition –The condition of the road’s surface at the time of the crash • Dry • Wet • Snow • Ice • Sand, mud, dirt, oil, gravel • Water (standing, moving) • Slush • Other • Unknown M. Ambient Light – Light conditions • Daylight • Dawn • Dusk • Dark – lighted roadway • Dark – roadway not lighted • Dark – unknown roadway lighting • Other • Unknown N. Weather Condition – A maximum of two weather conditions may be reported • Clear • Cloudy • Rain • Snow • Sleet, hail, freezing rain • Fog, smog, smoke • Severe crosswinds • Blowing sand, snow • Other • Unknown O. At Roadway Intersection – If crash location information was entered in the AT INTERSECTION side of the report, the route numbers and/or roadway names will appear in this column. The route/roadway where the crash occurred will appear first, followed by a slash (/), followed by up to two combinations of routes and/or roadway names. P. Distance from Nearest Roadway Intersection – If crash location information was entered in the NOT AT INTERSECTION side of the report, and if the crash was referenced as occurring at some distance and direction from the nearest intersecting
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street, the crash location information will appear in this column. However, sometimes only a route and/or roadway name will appear, or other information such address numbers may appear in this column. Q. Distance from Nearest Milemarker - If crash location information was entered in the NOT AT INTERSECTION side of the report, and if the crash was referenced as occurring at some distance and direction from the nearest milemarker, the crash location information will appear in this column. However, sometimes only a route and/or roadway name will appear, or other information may appear in this column. R. Distance from Nearest Exit - If crash location information was entered in the NOT AT INTERSECTION side of the report, and if the crash was referenced as occurring at some distance and direction from the exit or interchange, the crash location information will appear in this column. However, sometimes only a route number or other information may appear in this column. S. Address/Distance from Nearest Landmark - If crash location information was entered in the NOT AT INTERSECTION side of the report, and if the crash was referenced as occurring at a street address or at a landmark, or at some distance and direction from them, the crash location information will appear in this column. However, sometimes only a roadway name, route number, or other information may appear in this column. There may be some data in this column that duplicates data in other crash location columns. Landmark text is limited to a maximum of 32 characters (the portion enclosed by parentheses).
T. Beginning with year 2004 data, column "S" has been divided into two columns, "S" and "T." Column "S" contains landmark data, and column "T" contains street address number and/or street name data.
Crash location data in columns O through T as described above will only be shown in the format described above if it was correctly entered by police or operators and/or RMV. Offset and/or direction of offset may be missing, or the nearest intersecting street/milemarker/exit number may be missing. Redundant location data often appears in multiple columns due to the format of the report and the desire to attempt to show all crash location data regardless of the type of referencing method used.
U, V. Beginning with year 2005 data, columns "U" and "V" have been added to show X and Y coordinates for crashes that have been geocoded (located to a point) using a new MassHighway GIS (Geographic Information System) application built by Geonetics, Inc., consultants to MassHighway. Coordinates are only shown for crashes that were successfully geocoded to a point or to an approximate point based on available crash location data. Coordinates are in Massachusetts Mainland State Plane NAD 83 meters. Columns "U" and "V" have been excluded from the default print range in order to keep the font size of printed report pages reasonably legible.
Support Information for Using 2002-2005 MassHighway Crash Data Files 9/5/2006 NEW MEXICO DEPARTMENT OF TRANSPORTATION
AD 117 09/01/03
INSPECTION OF PUBLIC RECORDS
______Rhonda G. Faught, P.E. Cabinet Secretary
Supersedes Administrative Directive No. 117 dated February 01, 2000.
AUTHORITY: 1.00 NMSA 1978, Sections 14-2-1 through 14-2-16, (Inspection of Public Records Act) and 14-3-15.1
PURPOSE: 2.00 To provide Department employees with guidelines for handling requests to inspect and obtain copies of public records.
DEFINITIONS 3.00 “Act” means the Inspection of Public Records Act, NMSA 1978, Sections 14-2-1 through 14-2-16, as amended.
3.01 “Public records”, as defined in the Act, means “all documents, papers, letters, books, maps, tapes, photographs, recordings and other materials, regardless of physical form or characteristics, that are used, created, received, maintained or held by or on behalf of any public body and relate to public business, whether or not the records are required by law to be created or maintained".
3.02 “Exempt documents” are records which are not public records subject to inspection under the Act and include the following:
3.02a Records pertaining to physical or mental examinations and medical treatment of persons confined to any institution;
3.02b Letters of reference concerning employment, licensing or permits;
3.02c Letters or memorandums which are matters of opinion in personnel files or students’ cumulative files;
3.02d Trade secrets;
3.02e Attorney-client privileged information;
3.02f Tactical response plans or procedures the publication of which could reveal specific vulnerabilities, risk assessments or tactical emergency
AD 117 Page 1 security procedures that could be used to facilitate the planning or execution of a terrorist attack;
3.02g As otherwise provided by law.
3.03 "Computer Database" means any data or other information classified, processed, transmitted, received, retrieved, originated, switched, stored, manifested, measured, detected, recorded, reproduced, handled or utilized by a computer, computer system, computer network or computer software which has been created by the Department or is maintained by the Department with appropriate authority to release the data or information.
DIRECTIVE: 4.00 The New Mexico Legislature has declared it is the public policy of the state that all persons are entitled to the greatest possible information regarding the affairs of government and the official acts of public officers and employees. Furthermore it is the public policy of this state that to provide persons with such information is an essential function of representative government and an integral part of the routine duties of public officers and employees. Accordingly, this Department and all employees who have public records in their possession are obligated to make such records available upon proper request by third parties, all as specifically provided in the Act. Failure to comply with the Act and the procedures set forth in this Directive can subject the Department to damages of up to $100 per day of non-compliance plus legal costs and attorneys fees.
4.01 To facilitate and insure proper implementation of the Act, the following positions are appointed as designated custodians for the purpose of responding to inspection of public records requests:
4.01a The Records Management Supervisor is the designated records custodian for all public records within the General Office Complex.
4.01b District Administrators are the designated records custodians for all public records existing within their particular district offices.
4.02 The Secretary grants the designated records custodians the authority to take whatever actions are necessary or appropriate to maintain Department compliance with the Act. Employees directed by the records custodians to assist in the performance of this duty shall do so. Failure to do so will be considered grounds for appropriate disciplinary action.
4.03 The Records Management Supervisor shall develop a notice advising persons of their rights to inspect the Department’s public records, the procedures for requesting inspection of public records, the procedures for requesting copies of public records; the fees for copying public records; and the responsibility of the Department to make public records available for inspection. The notice shall be posted and maintained at all times in a conspicuous location accessible to the general public at the General Office and at each of the District Offices. The designated record custodians shall be responsible for posting and maintaining the notice at the particular office they have responsibility for.
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4.04 No person requesting to inspect or obtain copies of Department records shall be required to state the reason for their request.
4.05 All Department employees, in assuring compliance with the Act, shall comply with the procedures set forth in this Directive.
PROCEDURES: 5.00 Oral Request To Inspect Department Records. Agency Employees (Custodian & Non- 5.00a If the request is for records that your office customarily provides, Custodian) permit inspection as is standard practice, as soon as is practicable under the circumstances.
5.00b If the request is for a record that is not maintained by your office, refer requestor to the appropriate office or records custodian.
5.00c In the following circumstances, ask the requestor to put the request in writing to the appropriate records custodian:
5.00c1 Requests for records which are maintained by your office but are not customarily provided,
5.00c2 Requests for exempt documents,
5.00c3 Requests for employee notes or drafts of records,
5.00c4 Requests for an unusually large volume of records,
5.00c5 Requests for plans and other records containing sensitive information concerning the security of Department buildings or the state’s transportation infrastructure, except for requests made by representatives of public agencies or requests by Department employees, contractors or consultants related to work being performed on behalf of the Department, or
5.00c6 Requests where the records requested, the nature of the request or the individual making the request suggest that the matter may concern potential or actual litigation against the Department.
5.01 Written Request To Inspect Public Records.
Agency Employees 5.01a Immediately forward the request to the records custodian using Form (Non-Custodian) No. A-947, Forwarding of Request, even if the records are in your possession.
Records Custodian 5.01b Upon receipt, immediately date and time stamp the request.
5.01c If the request is for exempt documents, is for employee notes or records that are still in draft form, or if the records requested, the nature of the request or the individual making the request suggest that the matter may concern potential or actual litigation against the Department, contact the Office of General Counsel prior to responding for further guidance.
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5.01d Except for requests by public agencies, or requests by Department employees, contractors or consultants related to work being performed on behalf of the Department, for requests for records containing sensitive information concerning the security of Department buildings or the state’s transportation infrastructure, respond to the request in accordance with these procedures and immediately notify the Office of Inspector General. If the Office of Inspector General deems it necessary, it shall contact appropriate state or federal law enforcement to advise them of the request.
5.01e If some or all of the records are not in the possession of a single records custodian, forward the request to the appropriate records custodians and notify the requestor using Form No. A-947, Forwarding of Request.
5.01f If some or all of the records requested are in the possession of the receiving records custodian;
5.01f1 Permit the inspection immediately or as soon as practicable under the circumstances. If an inspection cannot be permitted within 3 business days of receipt of the request, send Form No. A-948, Notice of Receipt of Request for Inspection, to the requestor and advise the requestor when it is expected that the records will be made available. Except as provided in subsection 5.01f2 of this Directive, records shall be made available for inspection no later than 15 calendar days after receipt of the request by the records custodian.
5.01f2 If a public record cannot be retrieved or produced within 15 calendar days because the request is "excessively burdensome or broad", the requestor must be notified in writing within 15 calendar days from the date of receipt by the records custodian that additional time is needed to comply with the request using Form No. A-948, Notice of Receipt of Request for Inspection.
5.01f3 If the request for a public record includes a request for exempt documents, the requestor must be provided a written explanation describing the exempt records that will not be disclosed and the name and title of the person responsible for the denial within 15 calendar days of receipt of the request by the records custodian or within any extension of time permitted under subsection 5.01f2 above. Form A-950, Denial of Request may be used for this purpose. The non-exempt records shall be segregated and made available for inspection.
5.01g When the records are available for inspection, send Form No. A-949, Inspection of Public Records, to the requestor.
5.02 Duplication Charges.
Agency employees 5.02a Advance payment of the fees for making copies shall be required if the cost (Custodian & Non- is anticipated to exceed $25.00. A receipt shall be provided upon Custodian) request using Form A-195, Memo of Charge.
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5.02b For documents 11 x 17 inches or smaller, there shall be no charge imposed for the first ten copies provided to a requestor, provided that multiple requests for copies shall not be artificially divided to avoid payment of fees. The fee for copying eleven or more pages of public records shall be $.38 per page for documents 11 x 17 inches or smaller.
5.02c Fees for copying public records larger than 11 x 17 shall be $1.00 per page.
5.02d Fees for copying public records stored in other media, i.e. photographs, tape recordings, computer tapes or discs shall not exceed the actual cost to reproduce the public record on like media if so requested. There shall be no charge for using electronic mail to provide records that are stored electronically.
5.02e There shall be no charge for identifying and locating records, except as provided in subsection 5.03d of this Directive.
5.03 Requests for Computer Database Information
Agency employees 5.03a If a request is for specific records that are stored as part of a computer (Custodian & Non- database, including documents, e-mail and other data, where providing the Custodian) records does not require manipulation of data resulting in the creation of a record that did not exist previously, the information shall be provided in accordance with Sections 5.00 through 5.02 of this Directive.
5.03b If a request is for information that is stored as part of computer database, where providing the information requires the manipulation of data resulting in the creation of a record that did not exist previously, the information shall not be provided unless the request is for information the Department customarily provides or the Division Director responsible for the input of the data in the database determines in writing it is in the best interest of the Department to provide the information.
5.03c If a request is for information consisting of an electronic copy of a computer database, the information shall only be provided upon the approval of the Department Division Director responsible for the input of the data in the database subject to the following:
5.03c1 In addition to any fee charged pursuant to subsection 5.03d herein, the appropriate Division Director shall, after consultation with the Records Management Section and the Office of General Counsel, determine an appropriate royalty or fee for the copy of the computer database. In determining the amount of the royalty or fee, the Division Director shall consider whether the requestor will be using the database for political or commercial purposes and shall be consistent with the amounts charged by the Department for prior requests for copies of database information.
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5.03c2 Prior to the Department providing an electronic copy of a computer database, the requestor shall agree in writing: (a) not to make unauthorized copies of the database; (b) not to use the database for any political or commercial purpose unless the purpose and use is approved in writing by the Department; (c) not to use the database for solicitation or advertisement when the database contains the name, address or telephone number of any person unless such use is otherwise specifically authorized by law; (d) not to allow access to the database by any other person unless the use is approved in writing by the state agency that created the database; and (e) to pay all royalties and fees as required by the Department.
5.03d If a request requires that information contained in a computer database be searched, the requestor shall be charged for all time over two hours spent by Department employees or contractor personnel to comply with the request. If a request requires that information contained in a computer database be manipulated or retrieved or a copy of a database is made for any private or nonpublic use, the requestor shall be charged for all time spent by Department employees or contractor personnel to comply with the request. Charges for time shall be calculated by multiplying the hourly rate of each person performing the database search, manipulation, retrieval or copying by the number of hours and quarter hour increments spent by that person and adding the amounts for each person.
Cross Reference 6.00 N/A
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