GGPDE_323_-_Report_Preparation_Procedures_2773398

Procedure 323Garden Grove Police Department Procedures Manual Copyright Lexipol, LLC 2022/06/27, All Rights Reserved. Published with permission by Garden Grove Police DepartmentReport Preparation Procedures - 1Report Preparation Procedures 323.1 PURPOSE AND SCOPE This procedure establishes strict guidelines for the control of "confidential" crime/incident and/or arrest reports. 323.1.1 PROCEDURE (a)In order to preserve the confidentiality of reports, access must be limited. The ability to make files confidential in the Records Management System (RMS) shall only be granted to an RMS Administrator, the Records Manager, or a Records Supervisor. Due to the nature of the Special Investigations Unit's (SIU) cases, the SIU Supervisor shall also have access to make files confidential. (b)Once any type of report is completed by the handling officer, and it is requested to be classified as "confidential," the handling officer shall contact the Records Manager or a Records Supervisor. The Records Manager or Records Supervisor will partition the report in the Records Management System as "confidential," locking access to those without permission. (c)If the situation arises where a copy of a report is needed at a later time, the Records Manager and/or Records Supervisor will ensure precautions are taken to maintain the confidentiality of the report.