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Copyright Lexipol, LLC 2025/07/22, All Rights Reserved. Published with permission by Santa Monica Police Department Records Unit - 1 Santa Monica Police Department Santa Monica Police Department Policy Manual Records Unit 803.1 PURPOSE AND SCOPE This policy establishes the guidelines for the operational functions of the Santa Monica Police Department Records Unit. The policy addresses Department file access and internal requests for case reports. 803.2 POLICY It is the policy of the Santa Monica Police Department to maintain Department records securely, professionally, and efficiently. 803.3 RESPONSIBILITIES 803.3.1 RECORDS MANAGER The Chief of Police shall appoint and delegate certain responsibilities to a Records Manager. The Records Manager shall be directly responsible to the Administrative Services Division Commander or the authorized designee. The responsibilities of the Records Manager include but are not limited to: (a) Overseeing the efficient and effective operation of the Records Unit. (b) Scheduling and maintaining Records Unit time records. (c) Supervising, training, and evaluating Records Unit staff. (d) Maintaining and updating a Records Unit procedure manual. (e) Ensuring compliance with established policies and procedures. (f) Supervising the access, use, and release of protected information (see the Protected Information Policy). (g) Establishing security and access protocols for case reports designated as sensitive, where additional restrictions to access have been implemented. Sensitive reports may include, but are not limited to: 1. Homicides. 2. Cases involving Department members or public officials. 3. Any case where restricted access is prudent. 803.3.2 RECORDS UNIT The responsibilities of the Records Unit include but are not limited to: (a) Maintaining a records management system for case reports. 1. The records management system should include a process for numbering, identifying, tracking, and retrieving case reports. (b) Entering case report information into the records management system. Policy 803 Santa Monica Police Department Santa Monica Police Department Policy Manual Records Unit Copyright Lexipol, LLC 2025/07/22, All Rights Reserved. Published with permission by Santa Monica Police Department Records Unit - 2 1. Modification of case reports shall only be made when authorized by a supervisor. (c) Providing members of the Department with access to case reports when needed for investigation or court proceedings. (d) Maintaining compliance with federal, state, and local regulations regarding reporting requirements of crime statistics. This includes reporting statistical data to the California Department of Justice (DOJ) for: 1. All officer -involved shootings and incidents involving use of force resulting in serious bodily injury (Government Code § 12525.2). 2. Suspected hate crimes (Penal Code § 13023). 3. Complaints of racial bias against officers (Penal Code § 13012; Penal Code § 13020). 4. Civilian complaints made against office rs (Penal Code § 832.5; Penal Code § 13012). 5. Stop data required by Government Code § 12525.5 and 11 CCR 999.226. (a) The reported information must not contain personally identifiable information of the person stopped or other information exempt from disclosure pursuant to Government Code § 12525.5 (11 CCR 999.228). 6. Anti-reproductive rights crime information required by Penal Code § 13777. (e) Maintaining compliance with federal, state, and local regulations regarding criminal history reports and auditing. (f) Identifying missing case reports and notifying the responsible member's supervisor. (g) Establishing a process for collecting and submitting data to appropriate federal data collection authorities (e.g., FBI National Use-of-Force Data Collection), as applicabl e, for the following types of occurrences: 1. Officer suicides 2. Officer misconduct 3. Uses of force 4. Officer deaths or assaults 5. Crime incidents 6. Deaths in custody (h) Updating the Automated Firearms System to reflect any firearms relinquished to the Department and the subsequent disposition to the California DOJ pursuant to Penal Code § 34010 (Penal Code § 29810). (i) Entering into the Automated Firearms System information about each firearm that has been reported stolen, lost, found, recovered, held for safekeeping, surrendered in relation to a private party firearms transaction or registration, relinquished pursuant to a court order, or under observation, within seven calendar days of the precipitating event (Penal Code § 11108.2). Santa Monica Police Department Santa Monica Police Department Policy Manual Records Unit Copyright Lexipol, LLC 2025/07/22, All Rights Reserved. Published with permission by Santa Monica Police Department Records Unit - 3 (j) Entering into the California DOJ automated property system descriptions of serialized property, or non-serialized property that has been uniquely inscribed, which has been reported stolen, lost, found, recovered, held for safekeeping, or under observation (Penal Code § 11108). (k) Maintaining compliance with quarterly California DOJ reporting requirements regarding the Department's efforts to verify an individual listed in the Armed and Prohibited Persons System