Policy Text
University of California, San Francisco
Police Department General Orders
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8.4 Records: Administration
8.4.9 Records Security and Privacy (Revised: 2/20/25 )
A. Access to records retained in the RMS and CAD is controlled by the TSD Director , with
records to be accessed only by authorized recipients who have both a right to know and
need to know. Access to documents in the RMS will be limited to on -duty EC C, sworn
personnel and the RMS administrator ; no other personnel shall have access to the files.
B. Records Release
1. All releases of reports/records will be documented on a Police Incident Report
Copy Release form. The completed request form will be uploaded into the RMS
incident by the records custodian. Release forms completed and processed by ECC
personnel shall be do cumented on the sign -off sheet for police reports requested.
2. The fee for copies of reports/records is $10.00, except for copies of reports/records
provided to other UC departments, government agencies and the media, which are
free of charge.
a. Currently, t he UCSF Police Department only provide s free copies to other
UC departments .
b. The report fee applies to UC employees, students and patients.
C. The California Public Records Act [Gov ernment Code §§ 625 0-6276] defines information
that must be made available to the public. The following information pertaining to adult
subjects must be made public, upon request, unless disclosure would endanger the safety
of a witness or other person involved in the investigation or would endanger the successful
completion of the investigation or a related investigation:
1. Calls for Service
a. Time and nature of response
b. Date, time and location of occurrence
c. Date and time of report
d. Victim's name, age, and current address , per Government Code § 6254(f)(3)
(1) This information shall not be released for any persons described in
Section E .1 of this General Order .
e. Factual circumstances surrounding a crime or incident
f. A general description of any injuries, property or weapons involved
g. Information on the a rrestee
(1) Full name, current address and occupation
(2) Date of birth and physical description: sex, height, weight, hair and
eye color
(3) Date, time and location of arrest
(4) Factual circumstances su rrounding arrest
(5) Date, time and location of booking and incarceration
University of California, San Francisco
Police Department General Orders
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(6) All charges, including warrants and parole or probation hold
information
(7) Amount of bail
(8) Time and manner of release
2. Police Reports
a. Names and addresses of victims, ar restees and witnesses, except
confidential informants, juveniles or where disclosure would fall under
General Order 8.4.9 Section E and per Government Code § 6254(f)
b. Description of any property involved
c. Date, time and location of incident
d. Statemen ts of parties involved
e. Statements of all witnesses, except confidential informants
3. Traffic Accident Reports – These shall be released to any person who may have a
proper interest therein. The entire report shall be disclosed, including , but not
limit ed to:
a. Names and addresses of persons involved in the accident
b. Names of witnesses to the accident
c. Registration numbers and descriptions of vehicles involved in the accident
d. Date, time and location of the accident
e. All diagrams and statements of the witnesses and drivers .
D. Conditional Release of Information
1. Death Releases: In cases involving a death, the victim's name shall not be released
until the next of kin has been notified and clearance has been obtained from the
Coroner' s Office.
2. Serious Injury Releases: In cases involving serious injury, the victim's name shall
not be released until the next of kin has been notified.
3. Suicide Notes: Contents of suicide notes shall not be released, but the existence of
a suicide note may be acknowledged.
4. Inquiries regarding multi -jurisdiction al investigations and outside assists shall be
referred to the agency with primary jurisdiction.
5. The name and image of a victim of human trafficking or a member of the victim’s
immediate fam ily, other than a family member who is charged with a criminal
offense arising from the same incident, will be withheld at the victim’s request until
the investigation or any subsequent prosecution is completed.
6. Subject to the restrictions of PC § 841.5 and Section E of this General Order, the
current address of any individual arrested by the Department or the victim of the
crime will be released if the requestor declares , under penalty of perjury , that the
request is made for a scholarly, journalistic, political or governmental purpose or
for investigatory purposes by a licensed private investigator.
a. The requestor will execute a declaration that the information obtained will
not be used or provided to another to sell a product or service to an
individual or group of individuals .
University of California, San Francisco
Police Department General Orders
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7. An audio or video recording relating to a critical incident may be withheld from or
released in redacted form to a requestor under certain circumstances .
a. A recording relates to a critical incident if it depicts an incident in which a
peace officer /custodial officer:
(1) Discharges a firearm at a person or
(2) Uses force against a person,