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<br />SURPRISE POLICE DEPARTMENT <br /> <br />RECORDS MANAGEMENT AND ACCOUNTABILITY ADM-31 <br /> <br />DATE DATE REVISE CALEA STANDARDS PAGE <br />ISSUED EFFECTIVE DATE MET <br />1 of 16 <br />09-28-07 08-11-16 YES <br />11-07-05 <br /> <br /> <br />I. POLICY <br /> <br />The central records function is necessary and vital to the accomplishment of the <br />Department's mission. It is therefore the policy of this Department that an <br />accurate and efficient reporting of all police activity within the Department's <br />jurisdiction be maintained. It is the policy of this Department to comply with all <br />mandated reporting requirements of the Federal government and the State of <br />Arizona while maintaining strict adherence to the Public Records Law. <br /> <br />II. PROCEDURE <br /> <br />A. Administration <br /> <br />1. The Records Unit of the Administrative Services Division will be <br />responsible and accountable for the central records keeping <br />function of the Department. <br /> <br />a. The Records Unit will be available to Department personnel <br />during normal business hours for records requests, and by <br />supervisory staff after-hours with approval. <br />b. Only supervisors are authorized to enter the Records Unit <br />after normal business hours. <br /> <br />2. Functions - The functions of the Records Unit of the Department <br />will include: <br /> <br />a. Collection of all reports and related data. <br />b. Distribution of reports and data to appropriate Department <br />and City components. <br />c. Maintenance of offense, arrest, and traffic reports in an <br />orderly and useful fashion through filing techniques and <br />computer entry of data. <br />d. Retrieval and distribution of records and reports to <br />authorized persons and entities. <br />e. Compliance with Federal laws and State statutes regulating <br />the maintenance and release of information. <br />f. Destruction of reports as outlined in the Disposition <br />Schedule approved by the Department of Library, Archives <br />and Public Records. <br /> <br />3. Recorded Incidents - Incidents in the categories below shall be <br />recorded and reported when that incident has occurred or is <br />alleged to have occurred within the jurisdiction of this Department: <br /> <br /> <br />