|
<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 />
|