From Public Works to Public Safety: How to Structure Your Agency’s Drone Program

Unmanned Aircraft Systems (UAS), are revolutionizing the way public sectors operate. To standardize these operations while protecting civil liberties, the Oregon Public Agency UAS Operations and Policy Manual Template provides a comprehensive, customizable framework. Designed to serve a generic Oregon public agency—spanning transportation, public works, planning, environmental, and emergency management—this template acts as a foundational blueprint for integrating drones safely and legally.

Program Governance and Authorized Missions

A successful drone program requires a clear chain of responsibility. The manual outlines essential roles, such as a UAS Program Manager who oversees the fleet and maintains policy, and a Flight Operations Coordinator to manage pilot standardization. Ultimately, the Remote Pilot in Command (RPIC) holds the final authority over flight safety and can cancel or modify a mission if conditions warrant it.

When establishing a program, agencies must clearly define what drones can and cannot be used for. Authorized missions typically include infrastructure inspections (like bridges and water systems), mapping and surveying, environmental assessments, and emergency management. Conversely, the manual explicitly prohibits using agency drones for personal reasons, general surveillance of private property, or operations that function as a dangerous weapon or interfere with manned aircraft.

Prioritizing Safety and Risk Management

Aviation safety is paramount. The template introduces a scalable Safety Management System (SMS) built on four pillars: safety policy, safety risk management, safety assurance, and safety promotion.

Before any flight, crews are encouraged to employ the “Check 3 GPS” habit, which requires verifying their Gear, Plan, and Skills. Planners must also utilize a comprehensive Risk Assessment Matrix to grade potential hazards—such as mid-air collisions, adverse weather, or loss of link—based on their likelihood and severity. Crucially, any crew member possesses “Stop-Work” or “Stop-Flight” authority, empowering them to pause operations immediately if a safety or data security concern arises.

Federal and State Legal Compliance

Operating a drone for a public agency requires strict adherence to both federal and state laws. Most routine operations fall under 14 CFR Part 107, which requires a certificated remote pilot, FAA registration, and adherence to airspace authorizations like LAANC.

Oregon imposes additional, stringent rules on public bodies. Agencies must register their drones with the Oregon Department of Aviation (ODAV) before flying in state airspace and submit an annual report by January 31 summarizing the frequency and purpose of their UAS operations during the preceding year.

Data Privacy and Public Records

The collection of aerial imagery brings significant privacy and public records obligations. The manual advocates for strict data minimization; pilots should only collect what is reasonably necessary for the mission. Techniques like geofencing or adjusting camera angles should be used to avoid capturing uninvolved persons or private property.

Under ORS 837.362, public bodies are required to establish and publicly post policies regarding the retention, sharing, and storage of UAS data, particularly when utilizing third-party cloud services or intergovernmental agreements. Furthermore, all drone data must be managed according to Oregon’s Public Records Law and the agency’s specific retention schedules.

Personnel Training and Interagency Collaboration

To ensure pilots remain proficient, the manual sets strict currency standards. An RPIC must complete at least three takeoffs and landings with their assigned aircraft family within the preceding 90 days before conducting unsupervised missions.

When operating with mutual aid partners, host agencies, or independent contractors, it is critical to determine “operational control”—identifying exactly who has authority over initiating and terminating the flight. Interagency operations demand written agreements detailing operational control, data ownership, insurance requirements, and public records responsibilities to prevent legal complications.

Specialized Annexes for Public Safety and Law Enforcement

While the core manual addresses routine civil operations, it includes optional annexes for high-stakes missions. Annex A is tailored for public safety, search and rescue, and disaster response, outlining how to integrate UAS into incident command structures and request emergency airspace authorizations (ECOAs).

Annex B is strictly reserved for law enforcement agencies. Oregon law (ORS 837.310) mandates that law enforcement generally cannot operate a UAS or acquire information without a warrant. Exceptions exist for exigent circumstances, search and rescue, or with written consent, but operations are highly restricted. Non-law-enforcement agencies are explicitly warned not to adopt Annex B unless they provide counsel-approved support to police operations.

The Oregon Public Agency UAS Operations and Policy Manual provides an indispensable starting point for navigating the complex skies of drone operation. Before finalizing their policies, agencies must thoroughly customize the bracketed templates, consult legal counsel, and commit to annual reviews to ensure ongoing alignment with evolving FAA regulations and Oregon statutes.