Policy Text
CATEGORY DATE ADOPTED LAST REVIEW
1 1/24/2011 07/01/201 8
TUSTIN POLICE DEPARTMENT GENERAL ORDERS
_____________________
806 - Records Unit 1 POLICY 806 RECORDS UNIT
806.1 PURPOSE AND SCOPE
This policy establishes the guidelines and practices of the Records Unit including the security, file
numbering , access, and tracking methods ; and procedures for the handling of all documentation
related to police reports and citations. The Records Supervisor is the Custodian of Records for
the department and maintain s the Records Unit manual, which reflect s the procedures being
followed within the Records Unit. Records Unit p olicies and procedures appl y to all employees of
this department .
806.1.2 ACCREDITATION STANDARDS
This section pertains to the following CALEA Standards: 40.2.3 , 42.1.3 , 74.1.1, 74.1.2, 74.1.3,
82.1.1 , 82.1.2 , 82.1.4, 82.1.5, 82.2.3, 82.2.4 , 82.3.4
This section pertains to the fo llowing Standard Operating Procedures: SS502, SS504, SS506,
SS510, SS512, SS514, SS518
806.2 FILE ACCESS AND SECURITY
All original files including, but not limited to, reports critical to criminal cases, such as initial,
supplemental, follow -up, eviden ce, and citations shall be maintained in a secure area within the
Records Unit to be access ed only b y authorized personnel. These individuals are the:
a) Records Supervisor ;
b) Records Lead (s);
c) Police Records Specialist (s);
d) Police Services Officer (s) assigned t o the front desk ;
e) Police Cadet assigned to Records Unit or front desk .
The on -duty Watch Commander may access original report files after hours or when Records
personnel are otherwise not available , if mandatory.
The Tustin Police Department utilizes Las erfiche, a digital imaging document management
system, to scan and electronically store copies of all documents listed above. All authorized
police department employees have access through the password controlled Laserfiche system to
view electronically st ored police records via the Intranet. (See SOP SS518 – Laserfiche).
Tustin Police Department employees shall not access, view, or distribute; or allow anyone else to
access, view, or distribute any record, file or report, whethe r hard copy or electronic format;
except in accordance with department policy and with a legitimate law enforcement or business
purpose or as otherwise permissible by law.
The Records Supervisor maintains a list of permanent case files (including closed and cold case
homicides) w hich are stored in the Records Unit, Property and Evidence Unit , or in Laserfiche
depending on age and current case status. (See SOP SS506.2 – Records Retention Schedule).
CATEGORY DATE ADOPTED LAST REVIEW
1 1/24/2011 07/01/201 8
TUSTIN POLICE DEPARTMENT GENERAL ORDERS
_____________________
806 - Records Unit 2 806.2.1 REQUESTING ORIGINAL REPORTS
Generally, original reports shall not be remo ved from the Records Unit . Should an original report
be needed for any reason , the requesting employee shall first obtain authorization from the
Records Supervisor. All original reports removed from the Records Unit shall be recorded on the
Report Check -Out Log which shall constitute the only authorized manner by which an original
report may be removed from the Records Unit.
806.2.2 CITATIONS
All citations shall be maintained and tracked to ensure accountability. Unused citations are stored
in the assign ed secured storage area. Citations are issued to personnel as needed from the
locked cabinet and tracked thr ough the Citation Issuance Log. Completed citations are processed
by the Records Unit personnel. T he department copy is filed in the Records Unit and electronic
copies maintained in the Brazos system . Accountability for citations issued to personnel is further
addressed thr ough the Line Inspection process under General Order §313.6 – Patrol Team and
Unit Line Inspections.
806.3 NUMERICAL FILING SYSTEM
Case reports are filed numerically within the Records Unit by Records Unit personnel.
Reports are numbered commencing with the last two digits of the current year followed by a
sequential number beginning with 00001 starting at midnight on the firs t day of January of each
year. As an example, case number 10-00001 would be the first new case beginning January 1,
2010.
806.3.1 CASE CONTROL AND AUDITING
The Records Supervisor shall maintain procedures that assure case files generated are
completed a s appropriate and accounted for within the Records Unit.
Department supervisors will adhere to the report approval, submission and verification procedure
for reports.
806.4 UNIFORM CRIME REPORTING
The Tustin Police Department participates in the submis sion of Uniform Crime Reporting data to
the State of California. The Records Supervisor is responsible for assuring reports are prepared
and submitted within Department of Justice guidelines.
806.5 DETERMINATION OF FACTUAL INNOCENCE
In any case where a person has been arrested by officers of the Tustin Police Department and no
accusatory pleading has been filed, the person arrested may petition the department to destroy
the related arrest records, thereby finding that