Policy Text
FLORIDA CITY POLICE DEPARTMENT
ADMINISTRATIVE DIRECTIVE 14-01
TITLE: RECORDS BUREAU
FUNCTION AND PROCEDURE
NUMBER: 14-01
EFFECTIVE: SEPTEMBER 2, 2010
REVISED: NOVEMBER 5, 2015
STANDARDS: 34.01M, 34.02, 34.03,
34.04M, 34.05, 34.07M, 34.08M, 34.09M,
34.10, 34.11, 34.12, 34.13M, 34.14M
SERVICE
The Records Department Personnel will
provide personal professional, and
effective service at all cost.
SCOPE
These general rules apply to all Florida
City Police Department Personnel.
PURPOSE
To establish departmental policy and
provide guidelines for the operation of
Records; to provide procedures for
records indexing and filing; to provide
for traffic records and citation
maintenance procedures.
DIALOGUE
As with any successful organization, the
manner in which the Department records
are gathered an d maintained is crucial.
The records section is responsible for
efficiently entering, storing, and
disseminating information. The
management of that information is
complex and requires training
procedures, guidelines and teamwork. In
addition, members will abide by the
Florida Public Records Law, The Florida
Archives, History, and Records
Management Act, and the general
records schedule for the orderly
retention and disposition of documents
considered public records. Success is
achieved when all members of the
Department understand the functions
performed by the records sections. It is
with this understanding and their
continued support that quality
productivity and efficiency is
maintained.
DEFINITIONS
Public records -section 119.011 (1) F.S.
defines “Public Records” to include: all
documents, papers, letters, maps, books,
tapes, photographs, films, sound recordings,
processing software, or other material,
regardless of the transmission, made or
received pursuant to law of ordinance or in
connection with the transaction of official
business by any Agency.
RIGHT TO ACCESS
Section 119.01, F.S., states that it is the
policy of this state that all county, and
municipal records shall at all times be
open for personal inspection by any
person. The law does make exceptions
regarding certain files considered
confidential.
All public records shall be
acknowledged promptly and in good
faith as required by section 119.07 (1),
Florida Statutes.
FLORIDA CITY POLICE DEPARTMENT
ADMINISTRATIVE DIRECTIVE 14-01
DUTIES AND RESPONSIBILITIES
OF THE POLICE RECORDS
SECRETARY:
The police Records Secretary works
under the general supervision of the
Chief of Police, or designee, performing
complex office and secretarial
knowledge of law enforcement
operations, policies and procedures. The
position requires the use of considerable
discretion in handling sensitive
materials, as well as performing other
work as requested.(01 -08)
Examples of E ssential
Functions :
1. Using a computer, typing
reports, letters, memorandums,
and correspondence; preparing
semi -annual and annual
Uniform Crime Reports (UCR);
compiling data and maintaining
records.
2. Creating, maintaining and
purging a variety of
departmental records and files
including: incident reports, ex -
employees, files vehicle log
forms, jail cell log sheets (adult
and juvenile) (uniform citations)
a. Property receipts (seized), hold)
b. Expungement/sealed tracking
sheet
3. Process department records
reports, including: Uniform
Crime Reports and Florida
Crime Information; utilize the
computer for information report
updates and report generation.
4. Prepare transmittals of parking
and moving citations; accept
subpoenas. Subpoenas are
accepted manually and through
E-Notify.
5. Maintain office supplies of
required forms, materials, and
papers.
Forms Listed:
1. Arrest Transmittal Sheet
2. Bureau of Driver
Improvement (DUI)
3. Citation Return Log Sheet
4. Citation Book Log Sheet
5. Court Activity Log
(Subpoena Log Sheet)
6. Criminal History Check
Local
7. Ex-employee Personnel File
Sign in sheet
8. Expunge & Seal
9. Financial Transaction
10. Records Log Sheet
11. Records Request Log Sheet
12. Records Request Form
13. Uniform Traffic Citation
Transmittal
14. Validation Unit
a. Stolen -Vehicle -Articles,
Tag, Decal
b. Missing Person, Gun
(01-08)
6 . The police Records clerk will act
as Department Custodian for all
investigative records, as well as those
additional records designated by the
Chief of Pol ice. (CFA 34.01M(A))(01 -
08)
7.The police Records clerk will insure
that records are maintained in a secure
FLORIDA CITY POLICE DEPARTMENT
ADMINISTRATIVE DIRECTIVE 14-01
environment and that they are kept in
accordance with the Florida Records
Retention guidelines.(CFA
34.01M(B)(01 -08)
8. The police Records clerk will insure
that the police records are kept in
numerical order for easy retrieval. (CFA
34.01M)(01 -08)
MINIMUM REQUIREMENTS -
TRAINING AND EXPERIENCE :
A high