Policy Text
Policy
804San Luis Obispo Police Department
San Luis Obispo PD CA Policy Manual
Copyright Lexipol, LLC 2025/07/22, All Rights Reserved.
Published with permission by San Luis Obispo Police
DepartmentRecords Maintenance and Release - 1Records Maintenance and Release
804.1 PURPOSE AND SCOPE
This policy provides guidance on the maintenance and release of department records. Protected
information is separately covered in the Protected Information Policy.
804.2 POLICY
The San Luis Obispo Police Department is committed to providing public access to records in a
manner that is consistent with the California Public Records Act (Government Code § 7920.000 et
seq.).
804.2.1
The Police Department generates and retains different types of records that contain information
that must be released to members of the public, including media, upon their request pursuant to
Section 6254(f) of the California Government Code. The following information is to be released
on a Report Summary form.
Information Regarding Calls for Service:
(a)Time, date, substance, location, and outcome of all responses to complaints or
requests for service.
(b)General description of any injuries, property involved, or weapons involved.
(c)Adult victim's name and age unless deemed confidential. Adult victims of certain
crimes may request that their name and age be withheld. This request must be
documented in the report or prescribed by law for certain types of crimes. Juvenile
names shall be withheld except as allowed in section 810.3.1 C of this procedure.
Information About Arrested Persons:
(a)Full name, occupation, physical description, and date of birth of every adult arrested
by the department if available. EXCEPTION: 849(b) PC arrestees see PC 851.6
(b)Date, time, location of arrest, factual circumstances, date and time of booking, amount
of bail, location where arrestee is held, all charges, and time and manner of release
if available.
(c)EXCEPTION: If the location of arrest is the same address as that of the victim, and
the address is being withheld by law or at the request of the victim, then the location
of arrest shall also be withheld from release.
Information regarding sustained findings involving use of force that is unreasonable or excessive,
and any sustained finding that an officer failed to intervene against another officer using
unreasonable or excessive force (Penal Code 832.5).
Addresses of arrested persons and victims will not be released except as provided in section
6254(f)(3) of California Government Code that allows release of certain address information
to individuals who declare under penalty of perjury that the request is being made for a
San Luis Obispo Police Department
San Luis Obispo PD CA Policy Manual
Records Maintenance and Release
Copyright Lexipol, LLC 2025/07/22, All Rights Reserved.
Published with permission by San Luis Obispo Police
DepartmentRecords Maintenance and Release - 2scholarly, journalistic, political, or governmental purpose, or for investigation by a licensed private
investigator. Refer to the specific section for additional details and requirements.
Subject(s) named in online child custody reports can request access to the online reports naming
them. Only online child custody reports can be released to the subject(s) named in the report.
Individuals requesting address information pursuant to California Government Code section
6254(f)(3) will complete a declaration stating their purpose and confirming their identity and right
to obtain the information.
Generally, copies of police reports and investigative material will not be released except as
prescribed within this policy or with prior approval from a Captain, or the Chief of Police.
804.3 CUSTODIAN OF RECORDS RESPONSIBILITIES
The_Chief of Police shall designate a Custodian of Records. The responsibilities of the Custodian
of Records include but are not limited to:
(a)Managing the records management system for the Department, including the
retention, archiving, release, and destruction of department public records.
(b)Maintaining and updating the department records retention schedule including:
1.Identifying the minimum length of time the Department must keep records.
2.Identifying the department bureau responsible for the original record.
(c)Establishing rules regarding the inspection and copying of department public records
as reasonably necessary for the protection of such records (Government Code §
7922.525; Government Code § 7922.530).
(d)Identifying records or portions of records that are confidential under state or federal
law and not open for inspection or copying.
(e)Establishing rules regarding the processing of subpoenas for the production of
records.
(f)Ensuring a current schedule of fees for public records as allowed by law is available
(Government Code § 7922.530).
(g)Determining how the department's website may be used to post public records in
accordance with Government Code § 7922.545.
(h)Ensuring that all department current standards, policies, practices, operating
procedures, and education and training materials are posted on the department
website in accordance with Penal Code § 13650.
(i)Ensuring that public records posted on the Department website meet the requirements
of Government Code § 7922.680 including but not limited to posting in an open format
where a record may be retrieved, downloaded, indexed, and searched by a commonly
used internet search application.
(j)Ensuring that a list and description, when applicable, of enterprise systems (as defined
by Government Code § 7922.700) is publicly available upon request and posted in
San Luis Obispo Police Department
San Luis Obispo PD CA Policy Manual
Records Maintenance and Release
Copyright Lexipol, LLC 2025