67744900.pdf

\n\n--- Page 1 ---\n\nGAINESVILLE POLICE DEPARTMENT GENERAL ORDER TITLE ACCREDITATION Department Records Management CALEA 82.1.1.(a-c); 82.1.2(a- e); 82.3.4(a-c) PROPONENT UNIT PRIOR REVISIONS: Records Unit 04/21/16:05/07/20,01/06/22, 7/7/22, 07/19/23, 09/04/24 ATTACHMENT: None NUMBER ISSUE DATE REVISION DATE TOTAL PAGE: 20 82.1 07/01/98 08/19/2025 I. PURPOSE: I. PURPOSE: This Order establishes policies and procedures for securely creating, maintaining, and managing Department records, files and indices. II. POLICY: The Gainesville Police Department shall develop, maintain, and manage a system of files and indices that captures, processes, organizes, and stores information. The system shall enable document and information retrieval, statistical analyses, and the provision of support services to operational activities 24 hours a day, seven days a week. To maintain the integrity and confidentiality of Department records, a system ensuring records security shall also be established. III. DEFINITIONS: A. Alteration: Any addition or deletion that materially changes the substantive content of a public record subject to access under F.S.S. Chapter 119. B. Case Number: A sequential and chronological number used by the police department for the purpose of assigning accountability for a specific police action or activity. C. Criminal Intelligence Information: Information with respect to an identifiable person or group of persons collected by a criminal justice agency in an effort to anticipate, prevent, or monitor possible criminal activity. D. Criminal Investigative Information: Information with respect to an identifiable person or group of persons compiled by a criminal justice agency in the course of conducting a criminal investigation of a specific act or omission. E. FDLE: Florida Department of Law Enforcement. F. General Records Schedule for Law Enforcement Agencies: A listing of documents that are common to and maintained by law enforcement agencies with recommended and approved retention periods for each. The schedule, which is issued by the Florida\n\n--- Page 2 ---\n\nGAINESVILLE POLICE DEPARTMENT Department of State, Unit of Library and Information Systems, describes the records and shows the minimum length of time that a record series or individual record must be retained to meet administrative, legal, fiscal, and historical needs. Each records series or individual record listed in the general schedule is numbered in alphabetical order. G. Public Records: All papers, letters, maps, books, tapes, disks, photographs, films, sound recordings, or other material regardless of physical form or characteristics made or received pursuant to law or ordinance, in connection with the transaction of official business by any agency. H. RMS: Records Management System with automated date and time request. IV. PROCEDURE: A. Records Unit Duties and Responsibilities 1. Records Supervisor’s Authority, Duties and Responsibility: i. The manager of the Records Unit is the Records Supervisor, who is responsible for the overall management of the Records Unit and its personnel. ii. The Records Supervisor reports to the Logistics Division Commander. iii. For the purpose of complying with the public records laws, the Records Unit is designated as the Department Records Custodian. iv. The Records Supervisor is responsible for maintaining, coordinating and controlling the Department’s records and the records management systems. This responsibility not only includes documents, but also the accuracy, integrity and management of the data entered into the computerized records management system. 2. The Records Unit shall be responsible for: i. Maintenance of all records in accordance with local, state and federal laws, and this procedure. [C.A.L.E.A. 82.1.1a.c] ii. Fulfillment/dissemination of all public records requests in accordance with all local, state, and federal laws, and this procedure. [C.A.L.E.A. 82.1.1a.c] iii. Receipt, maintenance, and control of all records in an orderly and systematic manner. [C.A.L.E.A. 82.1.1.c] iv. Records information shall be available (24) hours a day via the CAD and RMS Systems to authorized agency members. In the event that hardcopy reports are required after hours, the Records Unit will be notified and shall retrieve the record(s). [C.A.L.E.A. 82.1.1a.b] 2\n\n--- Page 3 ---\n\nGAINESVILLE POLICE DEPARTMENT v. Audit and Evaluation: The Records Supervisor or designee shall be responsible for conducting periodic audits and evaluation of the case numbering system to identify any discrepancies, or the need for the modification of any procedures. Components and records designated for destruction are sent to the records storage area for action under the state retention schedules. vi. Case Status Accounting: The status of all cases can be determined through the Records Unit. Records Unit shall maintain the status of cases that have been filed for action with the State Attorney's Office, whether cleared or inactive. B. National Incident- Based Reporting System: 1. The National Incident- Based Reporting System (NIBRS) produces statistics in relation to crime trends in the United States. 2. The department actively participates in the NIBRS Program by submitting data on existing crime. 3. Records Unit reviews all reports prepared by the department and ensures the appropriate NIBRS code has been entered into the report. 4. NIBRS information compiled from submitted reports shall be electronically transmitted to the Florida Department of Law Enforcement on a monthly basis. 5. Each Victim receives their own case number for conveyance burglaries. C. Master Index File: An alphabetical master name index file shall be maintained within the RMS for cross-referencing incidents that a person is involved in. 1. Persons maintained in this system shall include the following: i. Victims ii. Arrested and ticketed persons iii. Complainants/ Reporting Party iv. Suspects v. Witnesses vi. Involved others 2. The RMS also maintains a master database capable of the following: 3\n\n--- Page 4 ---\n\nGAINESVILLE POLICE DEPARTMENT i. Indexing incidents by type ii. Indexing incidents by location iii. Indexing evidence and property by stolen, found, and recovered. D. Arrest Records / Files: [CALEA 1.2.5.a] 1. Arrest record files are maintained in compliance with state and federal laws. These records are available to authorized persons upon request. [C.A.L.E.A. 82.1.1.a] 2. Arrest reports shall be completed by the arresting officer. 3. The Florida Department of Law Enforcement administers a statewide fingerprint records system (AFIS), a statewide, computerized criminal information system (FCIC), and the National Incident-Based Reporting System (NIBRS). The Gainesville Police Department participates in these systems and will follow all rules and procedures included in the FDLE Identification Manual, the FCIC Operations Manual, and the US-DOJ NIBRS Users Manual. 4. All arrestees, except those specified by FDLE, shall be fingerprinted and photographed. This can be accomplished at the Alachua County Jail. If fingerprints or photographs are completed in-house for investigative purposes, the fingerprints will be maintained by the Latent Fingerprint Unit as evidence. Photographs are filed by Number/Identification Number or alphabetically in RMS [C.A.L.E.A. 1.2.5.b.c & 83.2.3]. 5. All arrestees are assigned a unique and numerically sequential Master Index Number/Identification Number by dispatch through CAD. If the arrestee has a previously issued Master Index Number/Identification Number, that number shall be utilized. Identification Numbers are not to be duplicated or skipped. This number shall be documented on the arrest report under the “SYS #” section. 6. Numerically sequential arrest record shall contain an arrest report record and related documents. The arrest record is maintained and supporting documents scanned into the RMS. E. Original Reports and Related Documents/Attachments: Or