Policy Text
GO 111 Records Page 1 of 14 Rev. 02/01/23
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GENERAL ORDER
111 RECORDS
REVISION DATE: 02/01/2023
BY ORDER OF THE CHIEF OF POLICE
SUNNY ISLES BEACH
POLICE DEPARTMENT ORIGINAL EFFECTIVE DATE: 12/20/22
PREVIOUS REVISIONS: 12/202022
RESCINDS: All previously issued directives. REFERENCE : 15.01 M,15.02 M,26.01 M, 26.02 M,
26.03 M,26.04 M,26.07 M, 26.08
TABLE OF CONTENTS
A. PURPOSE ....................................................... ............................................................... .... 1
B. SCOPE ......................................................... ............................................................... ....... 1
C. POLICY ........................................................ ............................................................... ...... 1
D. DEFINITIONS ................................................... ............................................................... 2
E. AUTHORITY AND RESPONSIBILITY .................................. ..................................... 2
F. COMPUTERIZED RECORDS MANAGEMENT SYSTEM ........................ .............. 3
G. REPORT WRITING & MAINTENANCE .................................. .................................. 4
H. REPORT ACCOUNTABILITY ......................................... ............................................. 6
I. TRAFFIC CRASH AND CITATION DATA ANALYSIS REPORTS .............. .......... 9
J. WARRANTS AND WANTED PERSON FILE: .............................. .............................. 9
K. FLORIDA/NATIONAL INCIDENT REPOR TING SYSTEM (FIBRS/NIBRS) ..... 10
L. REPORT DISTRIBUTION ........................................... ................................................ 10
M. RECORDS ACCESS ................................................ ...................................................... 12
N. RECORDS SECURITY .............................................. ................................................... 12
O. RECORDS MAINTENANCE AND DISSEMINATION/JUVENILE RECORDS .. 12
P. RECORDS RETENTION AND DESTRUCTION ............................. ......................... 13
Q. SEALING OF RECORDS/EXPUNGEMENTS ............................... ............................ 13
R. VALIDATION REPORTS ............................................ ................................................. 14
A. PURPOSE
To establish guidelines and delegate responsibility for the man agement of the City of Sunny Isles Beach Police
Department records.
B. S C O P E
This directive is applicable to all members of this Department.
C. POLICY
It is the policy of the City of Sunny Isles Beach Police Depart ment to have a central records component to meet the
management, operations, and inform ation needs of the Department .
RECORDS
General Order 111
GO 111 Records Page 2 of 14 Rev. 02/01/23
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D. DEFINITIONS
Computer Aided Dispatch System (CAD): System that assigns a different event number in sequence to e ach call
for service that is dispatched or self-initiated. Each event nu mber is unique and assists in filing and retrieving
information.
Case Numbering System/Case Report Number: Numbering system used to sequentially track reports. Each
Sunny Isles Beach Police Department police report shall begin w ith a two (2) digit number representing the year,
followed by a dash (-) followed by a five (5) digit incident nu mber (YY-00000).
Disposition Code: A code utilized on all incidents which identifies the final st atus (disposition) of the incident and
the manner in which it was documented.
Exemption: Means a provision of general law which provides that a specif ied record or meeting, or portion thereof,
is not subject to the access requirements of the public records law.
Information Systems Administrato r/Information Technology Techni cian (IT): Person hired or contracted by
the City responsible for managemen t and upkeep of the departmen t’s network, hardware, and software.
Public Record: Florida State Statute, Section 119.011 (12) defines “public records” to