Policy Text
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General Order B-55 1 of 12 Records Management and Computer Information TEMPLE TERRACE POLICE
DEPARTMENT
GENERAL ORDER EFFECTIVE DATE
06/28/2010 FILE INDEX NO.
B-55
SUBJECT: RECORDS MANAGEMENT AND
COMPUTER INFORMATION
INDEX AS: SAME AS ABOVE RESCINDS:
REVISES:
DATE REVISED: 01/31/2024
DISTRIBUTION
ALL MEMBERS
I. PURPOSE :
To establish guide lines, procedures , and overall operation of the Temple Terrace Police
Department’s Records Unit.
II. SCOPE:
All members
III. DISCUSSION:
A. This general order applies to all department mem bers. It addresses the avail ability,
accountability, access, collection, confidenti ality, dissemination, privacy, procedures, retention,
retrieval, storage , and securi ty of all re cords maintained by the records unit.
B. Public records are defined in Florida State Statutes. All personnel of the Temple Terrace Police
Department have access to Florida State Statute 119 by means of the internet and/or the
Attorney General’s Public Records for Law Enforcement Officers handbook , a copy of which is
stored electroni cally in the “Z” drive ( Z:\Records ). All personnel are respo nsible for maintaining a
clear understanding and working knowledge of Florida State Statute 119.
IV. DEFINITIONS:
A. Common Abbreviations
1. ISD – Investigati ve Services Division
2. SEU – Special Enforcement Unit
3. CIU – Criminal Investigations Unit
4. RMS – Records Management System
5. CRA – Criminal Report Affidavit
6. CAD – Computer Aided Dispatch System
7. UCR – Uniform Crime Report
8. SAO – State Attorneys Office
9. DHSMV – Department of Highway S afety and Motor Vehicles
10. SBHC –School Board of Hillsborough County
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General Order B-55 2 of 12 Records Management and Computer Information 11. FSS – Florida State Statute
12. GS1 – General Records Schedule – Local Governmen t
13. GS2 – General Records Schedule – Law Enforcement
14. FCIC – Florida Crime Information Center
15. NCIC – National Crime Information Center
16. CJIS – Criminal Justice Information System
17. FDLE – Florida Department of Law Enforcement
18. HCSO – Hillsborough County Sheriffs Office
19. DOC – Department of Corrections
20. AA – Advanced Authentication
21. TRACS – Traffic and Criminal Software
22. LInX – Law Enforcement Informa tion Exchange
V. PROCEDURE:
A. Central Records Function and Procedures :
1. The records unit located within the department’s services division shall be t he repository for
all police reports and shall be accountable for those reports and associated documents .
2. The records unit is responsible for the review, control, maintenance, retrieval, dissemination,
and destruction of all police reports in accordance with applicable Florida State Statutes and
policies set forth by the Temple Terrace Police Department.
3. Each workin g day, the records unit shall compare case numbers assigned by CAD with
police reports submitted to ensure that a report has been submitted for each service call
assigned a case number.
a. Records shall also check to ensure reports submitted contain the corre ct case number
assigned by CAD.
4. Each report will be reviewed by the records unit to ensure accuracy prior to approving and
forwarding each report into the RMS System.
a. Records shall also review each report for correct Uniform Crime Report (UCR)
classificat ion.
5. FL State Attorney’s Office Notice of Case Status letters shall be date stamped and initialed
by the receiving member, prior to forwarding the document to records.
6. All original reports and documents shall remain within the records unit unless otherwi se
directed by the chief of police or designee .
7. All reports with attachments shall be accounted for and filed in folders in chronological order
for annual UCR reporting period , except those with active FCIC/NCIC entries.
a. The communications unit is the repo sitory for all repo rts containing an active entry ( hot
files) into FCIC/NCIC. This allows for a 24/7/365 confirmation process per FCIC/NCIC
rules and regulations .
b. Reports are secured in communications in a locked filing cabinet in chronological order
by da te and case number.
c. Upon the recovery/cancellation of all active entries in a report, the report is forwarded to
the records unit.
8. UCR review and compliance checks are completed monthly by the records unit.
B. Report Submission Requirements and Supervisor Responsibilities:
1. The originating officer is responsible for the timely submission of all reports, supplements,
and other documents.
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General Order B-55 3 of 12 Records Management and Computer Information 2. Sergeants and/or corporals are responsible for reviewing all reports and supplements
initiated by members of their divisio n and forwarding accurate and complete data to the
records unit by utilizing the department’s Records Management System (RMS).
3. The following reports shall be completed, submitted , and approved prior to the originating
officer leaving at the end of the shif t with no exceptions :
a. All reports having a missing person or any article entered into FCIC/