0660.32 Confidential Informant Authorization, Payment, and File Management

0660.32, Confidential Informant Authorization, Payment, and File Management    

Refer: 
•    City of Portland, Auditor's Office, 8011-01-03, Intelligence Retention Schedule 
•    DIR 0660.00, Management of Criminal Intelligence Files
•    DIR 0660.30, Evidence Funds Use 
•    DIR 0660.33, Confidential Informant Use
•    Informant Packet (located on PPB's Intranet)

Definitions: 
•    Confidential Informant (CI): A person who actively participates in a criminal or intelligence operation under the direct supervision of a member (e.g., by furnishing information), for consideration, and with a reasonable expectation of confidentiality.  

•    CI File: Informant Packets for CIs who have been approved by the Narcotics and Organized Crime Unit (NOC) Manager and assigned a code number. The CI File has two parts, stored separately to protect CI confidentiality:  
          •    True Name File: contains Informant Packet Checklist, Informant Profile, Informant Information/Background Report,  Informant Liability Waiver, and supplemental materials
          •    Moniker File: contains Informant Moniker Exemplar Form, which tracks CI payments

•    Informant Packet: Required documentation to apply for CI authorization. The packet includes forms and supplemental materials:
          •    Forms: 
               -    Informant Packet Checklist;
               -    Informant Profile;
               -   Informant Information/Background Report;
               -   Informant Liability Waiver;
               -   Informant Moniker Exemplar Form 
          •    Supplemental Materials:
              -    CI Criminal History - National Crime Information Center (NCIC) and Regional Justice Information Network (RegJIN);
              -    Police reports for any felony person crime, sexual offense, or crime relevant to the CI's suitability; 
              -    Memorandum and DA contract, if CI is working for case consideration.

•    Western States Information Network (WSIN): A centralized information system where law enforcement agencies report information regarding the identification of criminal suspects and conduct deconfliction for planned operations.

Policy: 
1.    This directive establishes procedures for authorizing and paying Confidential Informants (CIs) and establishes the CI Program file management system.
 

Procedure: 
1.    Authorization.
1.1.    The Narcotics and Organized Crime Unit (NOC) Manager shall manage and supervise the CI Program and authorize all Bureau CIs.

1.2.    Informant Packet Submission.
1.2.1.    To initiate CI use, members shall complete the Informant Packet and submit it to their supervisor for initial review. 
1.2.2.    Members shall complete Forms in their entirety and provide all relevant Supplemental Materials. 
1.2.3.    If an item does not apply, members should indicate "not applicable" or "N/A" in the appropriate place.

1.3.    Authorization Chain of Review. 
1.3.1.    Supervisors shall review the completed Informant Packet to determine whether to submit it to a NOC supervisor for review. 
1.3.2.    NOC supervisors shall review completed Informant Packets to determine whether to submit them to the NOC Manager for authorization. 
1.3.3.    The NOC Manager or their designee shall authorize all CIs before use. 
1.3.3.1.    For CIs with criminal history involving violent person felony crimes, sex offenses, or other crimes that could undermine the CI program, a NOC supervisor shall consult with the relevant prosecutor before submitting the CI to the NOC Manager for authorization and should include any known police reports relevant to the CI's suitability.  

1.4.    CI Suitability Determination. 
1.4.1.    The NOC Manager may deny authorization, require control officer restrictions, or otherwise limit CIs with problematic criminal history. 
1.4.2.    Supervisors or managers who deem a CI unsuitable may deny their use without further consideration by NOC, but shall forward a copy of the Informant Packet to NOC for centralized tracking and indexing of unsuitable CIs.  

2.    File Management System.
2.1.    Centralized Database and Indexing System – True Name/Code Number Index Log. 
2.1.1.    The NOC Manager shall maintain a centralized CI File database and indexing system including all authorized Bureau CIs, known as the True Name/Code Number Index Log.
2.1.2.    The NOC Manager or designee shall assign a unique code number to each authorized CI and run a check of the CI's true name through the Western States Identification Network (WSIN) database at the time of CI authorization.
2.1.3.    Following CI authorization, the originating RU (Responsibility Unit) shall maintain the working CI Moniker File, and NOC shall maintain the CI True Name File for centralized tracking. 
2.1.4.    The NOC Manager or designee shall track and index both denied CI applicants and terminated unreliable CIs, and report both to WSIN.

2.2.    Responsibility Unit (RU) Function.
2.2.1.    To maintain central tracking of CIs and Bureau-wide adherence to procedure, RU managers or their designees shall report and/or provide the following to the NOC Manager:
2.2.1.1.    Informant Packets for CIs they deem unsuitable initially;
2.2.1.2.    CIs recommended for termination;
2.2.1.3.    CIs who have not been utilized for a period of one year; and
2.2.1.4.    Any memorandum or updated information added to a CI's True Name File.

2.3.    Inactive CI Files. 
2.3.1.    When a CI has not been utilized for a period of one year, the NOC Manager or designee shall designate that CI File as inactive.
2.3.2.    NOC shall maintain inactive CI Files and purge records in accordance with state records retention laws, unless the CI is re-activated before the purge date.
2.3.3.    Members may re-activate a CI by submitting an updated Informant Packet.
2.3.4.    Members may immediately reactivate, use, and pay an inactive CI if they update the Informant Packet during the same calendar month. 
2.3.5.    Inactive CI Files shall be purged after a period of five years.

2.4.    CI File Security and Access.
2.4.1.    All CI Files shall be maintained in secure, locked storage or a restricted access location. 
2.4.2.    NOC is responsible for True Name Files and RU Managers are responsible for the Moniker Files. 
2.4.3.    CI Files shall be accessible only to the RU Manager or designees, and supervisors when evidence funds are audited. 
2.4.4.    All requests to view any CI Files by outside parties (e.g., a judge or deputy district attorney) shall be forwarded to the NOC Manager.
2.4.5.    Any documentation of CI-provided intelligence shall be stored separately from CI identifying information – the CI's identity and any information they provide must always be kept separate for CI confidentiality and safety.

2.5.    Informant Profile and Code Name and Code Number Use.
2.5.1.    All CIs require an Informant Profile containing their true name, code name, and a code number issued by the NOC Manager. 
2.5.2.    Members shall assign CIs code names consisting of a first, middle, and last name that is different than the CI's true name. 
2.5.3.    Members shall use the CI's code name and code number in all record keeping and receipt transactions involving the CI.
2.5.4.    Members shall not use CI code names, code numbers, or CI true names in any police reports detailing the CI's work.  
2.5.5.    The CI must be present when the form is completed and shall sign their true name, full code name, and affix their right-hand, index fingerprint on the bottom of the form.
2.5.6.    Members shall attach a current photograph of the CI and copies of the CI's criminal history, if any, to the form.
2.5.7.    Members shall verify the CI's true name and identity if the CI has no criminal history.

2.6.    Informant Liability Waiver. 
2.6.1.    CIs shall read, complete, and sign the Informant Liability Waiver. 
2.6.2.    CIs shall initial all terms, witnessed by a supervisor.

3.    Payments.
3.1.    Moniker File. 
3.1.1.    The control officer's supervisor shall document all financial payments made to CIs in the corresponding CI's Moniker File and shall place the white copy of the Evidence Fund Accounting Receipt (EFAR), which contains information on the CI's productivity, in the Moniker File.
3.1.2.    The RU Manager, or their sworn designee, shall be responsible for maintaining Moniker Files to ensure that EFARs are accurate, complete, and logged appropriately.
3.1.3.    Reviewing supervisors shall initial, date, and include the receipt number for all CI payments, and payments shall be witnessed by at least one other member.

3.2.    Evidence Fund Accounting Receipts (EFARs).
3.2.1.    EFARs contain important information regarding Bureau funds, case investigations, and CI reliability and productivity. 
3.2.2.    Members shall follow Directive 0660.30, Evidence Funds Use.

3.3.    Confidential Informant Contracts. 
3.4.    CIs may work for case consideration instead of financial payment.  

3.5.    If a CI has a pending criminal case and seeks case consideration instead of financial payment, the CI shall enter a contract with the assigned Bureau member and relevant prosecutor.

3.6.    CI contracts shall specify:
3.6.1.    Scope of expected CI work (e.g., making controlled purchases, outlining quantity and frequency of actions, and any safety protocols); 
3.6.2.    Contract duration;
3.6.3.    Measurable deliverables, or objective criteria to review CI performance, if any;
3.6.4.    The name of the prosecutor approving the contract;
3.6.5.    The name of the member who will determine whether the CI has fulfilled the terms of the contract; 
3.6.6.    The name of the member's supervisor approving the contract.

3.7.    Any contract terms that require clarification, renegotiation, or other amendment shall be documented in writing and agreed to by the original contract parties.

4.    Exceptions and One-time Payment for Information.
4.1.    The NOC Manager may waive the Informant Packet Submission requirement and Authorization Chain of Review process in rare situations in which the provided information is highly reliable and valuable, with the approval of the Assistant Chief of the Investigations Branch.

4.2.    RU managers may authorize a one-time payment to a cooperating witness who provides immediate and case-specific information, without Informant Packet Submission and Authorization Chain of Review, with the approval of the NOC Manager.

4.3.    All evidence funds used for informant exceptions and/or one-time payments shall:
4.3.1.    Use code number "001" and code name "Informant Exceptions" on the EFAR;
4.3.2.    Include the approving NOC or RU Manager name in the comment section of the EFAR; and
4.3.3.    Require an accompanying memorandum explaining the reason for the exception.

Effective:          4/8/2026

Next Review:    4/8/2028