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Date: 10/17/85 Revision: 09/20/21 Reviewed: 04/03/23 HILLSBOROUGH COUNTY SHERIFF’S OFFICE CHAD CHRONISTER, SHERIFF STANDARD OPERATING PROCEDURE Number: DAS 520.00 Page : 1 of 4 SUBJECT: RECORDS SECTION - DUTIES AND RESPONSIBILITIES I. PURPOSE : The purpose of this standard operating procedure is to establish the duties and responsibilities of the Records Section. II. SCOPE : This procedure shall apply to the Records Section and/or contracted personnel. * III. DISCUSSION : The Records Section is assigned to accept, process, maintain, and disseminate official reports of Sheriff’s Office investigations/actions in accordance with all federal, state, local, and Florida Incident Based Reporting System (FIBRS)/National Incident Based Reporting System (NIBRS) requirements. IV. DEFINITIONS : * A. Community Service Aide : A civilian employee assi gned to process and approve reports generated through the Citizen Online Reporting portal. * B. Office Assistant II : A civilian employee assigned to the Customer Service Unit, Records Processing Unit, Public Records Unit , or Warrants Processing Unit , to perform general administrative and clerical tasks . * C. Records Data Specialist : A civilian employee assigned to the Quality Assurance Unit or the Records Transcription Unit to perform the daily duties of each respective unit. D. Records Data Specialist Trainee : A civilian employee training to apply the principles and practices of records management administration to activities and/or actions of the section in accordance with federal, state, and local requirements/guidelines. E. Records Section General Manager II : A civilian employee assigned to supervise and oversee all operations, logistics, and administrative matters of the section. F. Records Section Manager : A civilian employee assigned to assist with the supervision and oversight of all operations , logistics, and administrative matters of the section. * G. Records Section Supervisor : A civilian employee assigned to supervise the daily operations of the specific unit to which they are assigned. H. Reports : General Offense Reports, Florida Uniform Traffic Crash Reports, and supplemental reports. * I. Senior Records Data Specialist : A civilian employee assigned to act as shift supervisor for the squad to which they are assigned. V. PROCEDURE : A. Records Section personnel and/or contracted persons shall only perform duties and responsibilities for which they have received specialized training and authorization. DAS 520.00 09/20/21 Page 2 of 4 B. Records Section personnel and/or contracted persons should have successfully completed an orientation related to their primary job dutie s and responsibilities prior to performing job functions. C. Records Section personnel and/or contracted persons shall be responsible for the proper inspection, care, and maintenance of specialized equipment assigned to the section. Such responsibilities shall not exceed the scope of the affected personnel’s training, authorization, and/or certification(s). D. All equipment repairs and/or maintenance of section equipment shall be performed by an approved technician and/or other persons authorized by a Records Section supervisor whenever applicable. 1. Specialized equipment installed in section vehicles, offices, or storage locations shall only be operated by personnel properly trained in the use and function of the systems. 2. Section personnel may be provided approved equipment and/or supplies to accomplish civilian assignments related to the section. 3. Section personnel shall ensure they maintain and report an accurate inventory of assigned specialized equipment. Missing specialized equipment shall be reported to the section’s designated inventory custodian and the employee’s immediate supervisor with the required documentation. E. Section personnel shall initiate administrative inquiries, actions, and approved documentation as required. F. Section personnel shall maintain relationships with various professional associations, safety groups, and other entities that support the overall efficiency and safety of the section. G. Section personnel shall attend meetings, training exercises, presentations, special events, and activities that promote interaction with other Sheriff’s Office components and/or members of the public /private community. H. The section shall be responsible for research and development of records management materials and application methodology. * I. The section shall ensure records management programs are relevant, current, meet the needs of the Sheriff’s Office , and comply with all federal, state, local, and FIBRS/NIBRS requirements. Records management programs shall b e reviewed, revised, replaced, or eliminated on an annual basis or as otherwise required. J. The Records Section shall be responsible for maintaining all official reports/actions of the Sheriff’s Office through the Records Management System (RMS) and othe r applicable databases . Sheriff’s Office reports/actions shall be considered property of the Sheriff’s Office and cannot be copied, reproduced, recreated, or disseminated in any way without the specific approval of a section supervisor. Requests for Sher iff’s Office reports/actions from persons who are not current members of the Sheriff’s Office shall be processed in accordance with applicable public records laws. K. The section shall be responsible for accepting, processing, maintaining and disseminating all requests related to official reports/actions from members of the Sheriff’s Office , the public, and other governmental entities during the scheduled hours of opera tion. DAS 520.00 09/20/21 Page 3 of 4 * L. The section shall ensure that documents scanned or uploaded into RMS are not changed, modified, or altered