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ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date : April 30, 2021  Amends - GO 15.1.3 ( June 29, 2016 ) Number : 15.1.3 Distribution: All Personnel Review Month: April Reviewing Authority: SSD / Records Management Subject: Records Manag ement This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Procedures 1. Purpose The purpose of this policy is to verify the collection and preservation of information for subsequent use by agency personnel, the criminal justice system and the citizens of the community. The maintenance of this information will protect the integrity of the Orange County Sheriff's Office. 2. Policy The Sheriff's Office shall complete and maintain comprehensive records of all calls for service rece ived consistent with state and federal administrative procedures and applicable law. 3. Definitions A. Arrest Records - all documents and records, except complaint and incident records, completed as a result of an arrest including but not limited to arres t reports/affidavits, fingerprints, palm prints and photographs. B. Complaint Numbers - numerically automated sequenced numbers, prefixed with the last two (2) digits of the calendar year, for indexing and recording complaint and Incident Report informati on. Complaint numbers repeat annually, beginning with the first call for service for each calendar year. C. Complaint Reports - automated or hard copy records that contain initial response data to criminal offenses and service calls. D. Event Numbers – an internal computer -generated number assigned to any activity. E. Exception to No Report - documentation completed on an action by agency personnel where no Incident Report is initiated. F. Extensive research – when the nature or volume of public recor ds re quested requires extensive use of information technology resources, or extensive clerical or supervisory assistance, and agency personnel spend at least thirty (30) minutes processing the request. 15.1.3, Page 2 of 11 G. FCIC - Florida Crime Information Center H. FDLE - Florida Department of Law Enforcement. I. GS1-SL/GS2 General Records Retention Manuals - guidebooks publi shed by the Department of State, Division of Archives and Records Management, that establish the schedules for retention of public records for state and local government agencies (GS1-SL), and law enforcement agencies ( GS2). J. Hate Crime - a committed or attempted criminal act by any person or group of persons against a person or the property of ano ther person or group, which in any w ay constitutes an expression of hatred toward the victim because of his/her personal characteristics. Personal characteristics include race/color, religion, or ethnicity/ancestry/national origin/sexual orientation, advan ced age, or mental or physical disability. K. Incident Reports - forms that when completed, record initial and follow -up investigative information to include all attachments. L. Jacket - a file containing all arrest records of a defendant regardless of t he nu mber of arrests. M. Jacket Number - the primary index for filing arrest information to include criminal history information. A jacket number is unique to one defendant. N. NCIC - National Crime Information Center O. No Report - no written Incident Report generated. P. Public Information Request System (PIRS) - a computer program used to log and track public records requests. Q. Public Record - all documents, papers, letters, maps, books, tapes, photographs, film, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency. Certain public records must b e disclosed to the public and o thers are exempt from disclosure. The fact that a particular item is designated a “public record ” does not mean that it is open to public inspection, but rather that it belongs to a public agency. R. Record - any media that captures, preserves and/or disseminates information. A record may be a map, letter, computer tape, film, photograph, sound recording or any other format that contains information. S. Records Custodian – the Sheriff, or designee, is the agency custodian of records and is charged with the responsibility of maintaining or producing public records. The Sheriff has delegated this function to a designated agency employee within the 15.1.3, Page 3 of 11 Records Management Section. This designee shall have the title of Records Custodian. Some public records requests will be handled by the Records Custodian and others may be handled by authorized agency personnel. T. Records Maintenance Coordinator (RMC) – personnel appointed or verified by Bureau Commanders to maintain records for his/her respective areas and to coordinate records destruction requests with the RMLO. U. Records Management Liaison Officer (RMLO) – personnel appointed by the Sheriff or designee to coordinate agency rec ords retention schedules and disposition in accord ance with applicable law. The RMLO is responsible for training all RMC’s. V. Uniform Crime Reports (UCR) - a standardized report and reporting procedure for collecting and reporting state and national complaint, incident and arrest data using UCR crime definitions. Provides a nationwide view of crime based on the submission of statistics reported by law enforcement agencies throughout the country using the same guidelines and definitions. 4. Procedures A. Organization