Policy Text
Policy Delano Police Department
806 Delano PD Policy Manual
Records Division
806.1 PURPOSE AND SCOPE
This policy establishes the guidelines for the operational functions of the Delano Police
Department Records Division. The policy addresses department file access and internal requests
for case reports.
806.2 POLICY
It is the policy of the Delano Police Department to maintain department records securely,
professionally, and efficiently.
806.3 RESPONSIBILITIES
806.3.1 RECORDS DIVISION
The responsibilities of the Records Division include but are not limited to:
(a) Maintaining a records management system for case reports.
(a) The records management system should include a process for numbering,
identifying, tracking, and retrieving case reports.
(b) Entering case report information into the records management system.
1. Modification of case reports shall only be made when authorized by a supervisor.
(c) Providing members of the Department with access to case reports when needed for
investigation or court proceedings.
(d) Maintaining compliance with federal, state, and local regulations regarding reporting
requirements of crime statistics. This includes reporting statistical data to the California
Department of Justice (DOJ) for:
1. All officer-involved shootings and incidents involving use of force resulting in
serious bodily injury (Government Code § 12525.2).
2. Suspected hate crimes (Penal Code § 13023).
3. Complaints of racial bias against officers (Penal Code § 13012; Penal Code §
13020).
4. Civilian complaints made against officers (Penal Code § 832.5; Penal Code §
13012).
5. Stop data required by Government Code § 12525.5 and 11 CCR 999.226.
(a) The reported information must not contain personally identifiable
information of the person stopped or other information exempt from
disclosure pursuant to Government Code § 12525.5 (11 CCR 999.228).
(e) Maintaining compliance with federal, state, and local regulations regarding criminal
history reports and auditing.
(f) Identifying missing case reports and notifying the responsible member’s supervisor.
Copyright Lexipol, LLC 2019/12/06, All Rights Reserved. Records Division - 1
Published with permission by Delano Police Department