Policy Text
KISSIMMEE POLICE DEPARTMENT
GENERAL ORDER
General Order 310 – Records
Page 1 of 9 TITLE: RECORDS 310
EFFECTIVE: 07/01/2015 REVISED: 01/20/2026 SCOPE : ALL EMPLOYEES
REVIEW AUTHORITY: SUPPORT SERVICES DIVISION CAPTAIN
CFA STANDARDS: 26.01M (A-B), 26.02M (A-C), 26.03M (A), 26.04M (B), 26.09M (E)
310.01 Organization 310.06 Records Distribution
310.02 Records Operations 310.07 Tasking Sheets
310.03 Records Security 310.08 Public Record Request
310.04 Processing Police Incident Reports 310.09 Records Retention
310.05 Records Function and Procedures 310.10 Hate Crimes Reporting
Policy: The security of records and the prevention of unauthorized dissemination or use is of
paramount importance within a law enforcement agency. The Kissimmee Police Department shall
have procedures in place for the protection of records and the people affecte d by records
information. While ensuring the availability of public records, the Department must also protect
their privacy and security, the record storage area, and electronic storage from unauthorized access
or misuse. The Kissimmee Police Department re cognizes the public’s right to have access to public
records and the media’s right to report on matters of public interest. The record’s function shall be
accomplished in accordance with Florida Statute 119. The Records Unit shall have the necessary
equipm ent and employees to accomplish functions cited within this General Order. Dissemination
of records and information shall be carefully managed to ensure that the public's lawful right to
access records is not impeded and simultaneously; protecting confiden tial records and exempt
information from disclosure.
310.01 Organization: The Records Unit is a component of the Support Services Division and
shall be the Department’s repository for all generated reports to include, but not limited to: traffic
citations , parking tickets, incident reports, criminal investigations reports, and arrest records.
310.02 Records Operations: The Records Unit shall be open to the public Monday through Friday
from 0800 to 1700 hours daily, excluding City designated holidays.
The Records Unit maintains an automated master index which is updated daily. It includes the
following:
a. A repository of records for offense, arrest and traffic crash reports by incident number;
b. Index by names of victims, complainants, witnesses, suspects, and defendants obtained
from complaint, incident arrest or other report forms;
KISSIMMEE POLICE DEPARTMENT
GENERAL ORDER
General Order 310 – Records
Page 2 of 9
c. Index of incidents by location;
d. Index of found/lost, evidentiary, stolen and recovered property;
e. Index of incident types and NIBRS classifications; and
f. Index of geographical beats for locations of crimes.
310.03 Records Security: Only employees assigned to the Records Unit, or those designated by
the Chief of Police shall have direct access to the Records Unit. No unauthorized person shall have
access unless cont inuously escorted by an authorized employee at all times. [CFA 26.03M – A]
Direct access to electronic files (i.e. Laser Fiche and RMS ) shall be limited to authorized employee
to prevent mishandling or destruction of electronic records . Access to these records shall be
password protected and tracked.
The Records Unit cash register shall be located in a secure area and only selected Records clerk(s)
trained in the operation of the cash register shall have access to it. Clerks shall also be instructed
as to what security precautions they should take regardin g the cash register and transactions.
Records clerk(s) shall be trained in accounting procedures. Funds may be received, Monday
through Friday, with the exception of holidays; and are audited daily by the City Finance
Department. Discrepancies in audits w ill be reviewed and resolved by the Records Supervisor and
City Finance Department designee. If the discrepancy cannot be resolved, they shall be reported
via chain of command to the Deputy Chief of Administrative Services and Internal Affairs Unit.
Copies of reports are for official purposes only. Copies shall not be retained for personal use or
retained outside the Police Department unless it is required in the performance of duty. This does
not apply to personnel records affecting the employee.
Emplo yees are responsible for the security and maintenance of public records in their possession.
[CFA 26.01M – B]
310.04 Processing Police Incident Reports: [CFA 26.01M – A] It is the responsibility of each
employee to complete police reports that are properl y prepared and contain accurate information
for the types of incidents requiring a report.
It is the responsibility of each supervisor to confirm that police reports are properly prepared and
contain accurate information for the types of incidents requiri ng a report.
The CAD System shall assign a unique sequential number to each Police Incident Report.
The patrol supervisor shall account for all case numbers assigned to Police Incident Reports during
their tour of duty.
KISSIMMEE POLICE DEPARTMENT
GENERAL ORDER
General Order 310 – Records
Page 3 of 9 Patrol supervisors shall conf irm that reports are placed in the Records Unit Box and uploaded prior
to the end of the employee’s tour of duty unless specific approval is granted by the supervisor.
Patrol supervisors shall confirm that all Police Incident Reports, citations, Field I nterview cards
Tres