Policy Text
\n\n--- Page 1 ---\n\nSEMINOLE COUNTY SHERIFF'S OFFICE NUMBER:
G – 10A
GENERAL ORDER
RESCINDS:
SUBJECT: Café Document Imaging
EFFECTIVE: October 18, 2007
REVISED: March 29, 2013
Table of Contents:
I. General and Legal Information
II. Scope
II. Definitions
IV. Document Imagining
I. GENERAL AND LEGAL INFORMATION:
A. Document imaging provides the ability to convert paper documents (or similar items) to
computer files by using an electronic scanning device. Newly created files can be archived
in Café or other secure storage areas in the agency’s computer network; however, the
primary repository of all documents or items will be the Café database. Digitally scanned
documents or items can be uploaded into Café and made part of the official record, which
reduces the necessity of maintaining physical storage areas. In addition, case documents and
items are easily accessible to Café users.
B. The Florida Evidence Code, under Section 90.951, Florida Statutes, states “if data are stored
in a computer or similar device, any printout or other output readable by sight and shown to
reflect the data accurately is an original.” Florida law also requires records custodians to be
able to testify that they keep records in this fashion [digital format] during the normal course
of business and the resulting file or printout of the file is an electronic reproduction of the
original that has not been changed or altered in any way.
II. SCOPE:
The intent of this directive is to address Café related reports only, and not other administrative reports
or documents.
III. DEFINITIONS:
A. Café Record:
A compilation of records, forms, documents, graphics, and items related to a specific case
number within the Café database.
GENERAL ORDER
Café Document Imagining
GO # 10A PAGE 1 OF 4\n\n--- Page 2 ---\n\nB. Document Imaging:
A process of scanning paper or similar items to a computer file. The resulting computer
file must be readable by sight and can be shown to accurately reflect the data.
C. Portable Document Format (PDF):
A file format capturing the elements of a document or item as an electronic image that can
be viewed, navigated, printed, or archived. These files are normally created using Adobe
Systems Incorporated’s software products. This file format is easily read by many
software products and complies with the requirements of the current Café program in
terms of authorized file types uploaded to a Café record.
D. Scanner:
A device that converts visual information into digital data.
E. Scanning/Imaging:
A process of digitally scanning an image, document or item. The terms “scanning” and
“imaging” are used synonymously in this directive.
IV. DOCUMENT IMAGING:
A. Before considering the use of imaging technology, only scanners authorized and installed by
Information Technology may be used. The devices must be able to accurately scan
documents and related items to ensure the original document or item is accurately converted
into digital form. Information Technology purchases all scanning devices and related
software.
B. Documents or items pertaining to a law enforcement incident or Café record must be
scanned and digitally converted into Adobe’s Portable Document Format (PDF) file
format to ensure the full encapsulation of the specimen or original. Adobe Acrobat or
similar software will be used to save the scanned document or item into a PDF file.
C. Some records such as investigative case notes, digital pictures, email, or other computer-
generated files can be converted into PDF format using appropriate software. Employees
are authorized to convert related files into PDF files and store them within the Café
record as a case document.
D. If imaging technology is used to archive documents or items into a Café-generated report,
the employee must ensure the following is accomplished and verified:
1. All physical documents or items are counted and visually inspected before
scanning,
2. Each document or item is accurately scanned by the scanner;
3. Each scanned document or item is readable by sight and shown to reflect the data
accurately within the resulting PDF file,
4. The PDF file must be saved to a local hard drive or network drive,
5. The resulting PDF file is accurately uploaded and saved into the corresponding
Café record (normally referenced by case number); and
GENERAL ORDER
Café Document Imagining
GO # 10A PAGE 2 OF 4\n\n--- Page 3 ---\n\n6. The employee must note in the Café record that the documents or items were
properly scanned, saved to a PDF file, and successfully uploaded to the Café
record.
E. Deputies may scan FCIC/NCIC records or printouts to a PDF file and/or upload the record
to Café. However, employees are prohibited from scanning/imaging or uploading criminal
history records.
F. The Enforcement Policy and Procedure Evidence and Property defines evidence as “any
substance or material found or recovered and related to a criminal incident.” Once a
document or item is scanned to a saved PDF file, and the document or item does not meet
the criteria of being an evidentiary item that would normally be stored in the Evidence
Section, Sheriff’s Office personnel are authorized to destroy, by means of shredding,
burning, or burying, any case document or item that is not evidentiary. The preferred
method of destruction is shredding. Items that may be scanned/imaged and later
destroyed include copies of documents or items that have no forensic value. Items that
must be stored in evidence include original checks, receipts, uttered documents,
photographic lineups, original contracts, or any document or item that may have forensic
or evidentiary value.
1. In accordance with written directives, if the veracity or integrity of documents or
items may be questioned or challenged in a legal proceeding they should be
maintained in the case file or stored in the Evidence Section. It is impossible to
classify every foreseeable document that may be scanned and later destroyed as
opposed to those items that should be maintained. If there is any doubt,
employees should always maintain documents or items in the case file or
Evidence Section. Common documents include:
a. Witness or victim statements
b. Photocopy of any document or item
c. Sheriff’s Office forms
d. DAVID/CJNET documents or data
e. Accurint/Lexus Nexus documents or data
f. Investigative checklists
g. Detective’s notes
h. Medical Examiner Reports
i. FDLE/SCSO lab Reports
j. State Attorney correspondence (letters, memorandums, etc.)
k. Crime scene Contamination Logs
l. Laboratory Request Forms
m. Property Release Forms
n. FCIC/NCIC records (excluding criminal histories)
o. Items with no forensic value or original items that should be maintained
for legal proceedings
2. Document or items that must be maintained in the case file or submitted to the
Evidence Section for storage, but can also be scanned and uploaded to Café:
a. Original documents such as contracts, checks, legal documents, credit
cards, driver licenses, identification cards, birth certificates, social
security cards, passports, etc.,
GENERAL ORDER
Café Document Imagining
GO # 10A PAGE 3 OF 4\n\n--- Page 4 ---\n\nb. Original and signed Miranda cards or forms,
c. Photographic lineups shown to witnesses or victims,
d. Original legal process such as subpoenas, court orders, search warrants,
arrest warrants, etc.,
e. Written confessions or statement forms by a suspect in a criminal
investigation,
f. Response to Resistance Reports,
g. Pursuit Reports; and,
h. Any other document or item that does, or may, have forensic value
G. For any Café report, employees do not have to maintain a case file if all of the documents
and items are uploaded and digitally stored in the Café record. If any documents or items
are not able to be scanned/imaged or made part of the Café record, a case file must be
maintained. Even if all documents are stored in Café, Deputies may maintain a physical
case file if they elect to do so. Cases involving numerous documents, printouts, or other
ar