Policy Text
Policy
207Santa Ana Police Department
Custody Manual
Copyright Lexipol, LLC 2024/03/19, All Rights Reserved.
Published with permission by Santa Ana Police Department***DRAFT*** Records and Data Practices - 1Records and Data Practices
207.1 PURPOSE AND SCOPE
This policy establishes guidelines for the control and access of confidential records by staff,
contractors and volunteers.
207.2 ACCESS TO CRIMINAL RECORDS
Official files, documents, records, electronic data, video and audio recordings and information
held by the Santa Ana Police Department or in the custody or control of department employees,
volunteers or contractors are regarded as non-public and/or confidential.
Access to confidential paper or electronically generated records in this facility is restricted at
various locations according to job function and the need to know. Employees working in assigned
areas will only have access to the information that is necessary for the performance of their
duties. Granting access to other employees or anyone outside of the work area must meet with
supervisory approval. All requests for information received from outside the Department shall be
forwarded to the Jail Administrator or designee.
Custody staff, volunteers and contractors shall not access, disclose or permit the disclosure or
use of such files, documents, reports, records, video or audio recordings or other confidential
information except as required in the performance of their official duties and in accordance with
department policies, statutes, ordinances and regulations related to data practices.
Custody staff, volunteers and contractors who are uncertain of the confidentiality status of
any document should consult with a supervisor, Correctional Manager or Jail Administrator to
determine the status of the documents in question.
207.3 STAFF TRAINING
Prior to being allowed to work inside this facility, all custody staff, volunteers and contractors will
receive training on department records, policies and confidentiality requirements, including the
potential criminal and civil penalties that may result from a breach of confidentiality in violation of
this policy and all applicable statutes.