Policy Text
Policy
803Garden Grove Police Department
Policy Manual
Copyright Lexipol, LLC 2024/03/20, All Rights Reserved.
Published with permission by Garden Grove Police
DepartmentRecords Division - 1Records Division
803.1 PURPOSE AND SCOPE
This policy establishes the guidelines for the operational functions of the Garden Grove Police
Department Records Division. The policy addresses department file access and internal requests
for case reports.
803.2 POLICY
It is the policy of the Garden Grove Police Department to maintain department records securely,
professionally, and efficiently.
803.3 RESPONSIBILITIES
803.3.1 RECORDS MANAGER
The Chief of Police shall appoint and delegate certain responsibilities to a Records Manager. The
Records Manager shall be directly responsible to the Support Services Bureau Captain or the
authorized designee.
The responsibilities of the Records Manager include but are not limited to:
(a)Overseeing the efficient and effective operation of the Records Division.
(b)Scheduling and maintaining Records Division time records.
(c)Supervising, training, and evaluating Records Division staff.
(d)Maintaining and updating a Records Division procedure manual.
(e)Ensuring compliance with established policies and procedures.
(f)Supervising the access, use, and release of protected information (see the Protected
Information Policy).
(g)Establishing security and access protocols for case reports, including those
designated as sensitive, where additional restrictions to access have been
implemented. Sensitive reports may include but are not limited to:
(a)Homicides.
(b)Cases involving department members or public officials.
(c)Any case where restricted access is prudent.
803.3.2 RECORDS DIVISION
The responsibilities of the Records Division include but are not limited to:
(a)Maintaining a records management system for case reports.
1.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.
Garden Grove Police Department
Policy Manual
Records Division
Copyright Lexipol, LLC 2024/03/20, All Rights Reserved.
Published with permission by Garden Grove Police
DepartmentRecords Division - 21.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).
6.Anti-reproductive rights crime information required by Penal Code § 13777.
(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.
(g)Establishing a process for collecting and submitting data to appropriate federal
data collection authorities (e.g., FBI National Use-of-Force Data Collection, U.S.
Department of Justice's National Law Enforcement Accountability Database), as
applicable, for the following types of occurrences:
(a)Officer suicides
(b)Officer misconduct
(c)Uses of force
(d)Officer deaths or assaults
(e)Crime incidents
(f)Deaths in custody
(h)Updating the Automated Firearms System to reflect any firearms relinquished to the
Department and the subsequent disposition to the California DOJ pursuant to Penal
Code § 34010 (Penal Code § 29810).
(i)Entering into the Automated Firearms System information about each firearm that
has been reported stolen, lost, found, recovered, held for safekeeping, surrendered
in relation to a private party firearms transaction or registration, relinquished pursuant
Garden Grove Police Department
Policy Manual
Records Division
Copyright Lexipol, LLC 2024/03/20, All Rights Reserved.
Published with permission by Garden Grove Police
DepartmentRecords Division - 3to a court order, or under observation, within seven calendar days of the precipitating
event (Penal Code § 11108.2).
(j)Entering into the California DOJ automated property system descriptions of serialized
property, or non-serialized property that has been uniquely inscribed, which has been
reported stolen, lost, found, recovered, held for safekeeping, or under observation
(Penal Code § 11108).
(k)Maintaining compliance with quarterly California DOJ reporting requirements
regarding the department's efforts to verify an individual listed in the Armed and
Prohibited Persons System (APPS) is no longer in possession of a firearm (Penal
Code § 29813).
(l)Maintaining compliance with the state and California DOJ reporting requirements
regarding the number of transfers of individuals to immigration authorities and offenses
that allowed for the transfers (Government Code § 7284.6(c)(2)).
(m)Transmitting data to the Joint Regional Information Exchange System on any
suspected multi-mission extremist crimes.
803.3.3 RECORDS DIVISION PROCEDURE MANUAL
The Records Manager should establish