Records

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Who is responsible for the management of Department records?

Master name index creators

Offense code indexers

Location index administrators

Records Section employees (correct)

What is the Incident-by-Type Index used for?

Indexing a certain type of activity by an offense code (correct)

Verifying spelling and identification information

Managing Department records

Creating a master name index of individuals

What is the Location Index used for?

Creating a master name index of individuals

Verifying spelling and identification information

Indexing a location and receiving a listing of all cases that have occurred at that location (correct)

Storing and processing various records

What does Name Candidating involve?

Creating a master name index of individuals in the Records Management System Signup and view all the answers

What is the purpose of the Master Name Index?

To list every individual whose name has been recorded in the Records Management System Signup and view all the answers

What should be done with duplicates of records obtained for criminal or any other process upon completion of official use?

They must be destroyed Signup and view all the answers

Who is required to submit a signed 'Records Management Compliance Statement' each year?

The designated records supervisor Signup and view all the answers

Under what circumstances may defendants apply to the court for an expunction or sealing of their arrest record?

Under certain circumstances Signup and view all the answers

Who approves the request for access to sealed criminal arrest records by law enforcement personnel?

The chief of police or his/her designee Signup and view all the answers

Who is responsible for collecting fees for all services rendered, as specified in the City’s user fee schedule?

Records clerks Signup and view all the answers

What major indexes are used to assist in documentation of calls for service and easy access within the Department?

Master Name Index, Location Index, Incident-by-Type Index Signup and view all the answers

How were Personal Identification Numbers (PIN) assigned for arrested persons prior to January 2004?

Sequential order by a numbering system Signup and view all the answers

How are juvenile records maintained within the RMS distinguished from adult records?

'Juvenile' marked and highlighted Signup and view all the answers

Who reviews all locked cases in the RMS on a quarterly basis to determine if they should remain locked?

The records section manager or his/her designee Signup and view all the answers

Where are open homicide case files kept secured?

With the ISB section commander Signup and view all the answers

What should be done with disposition letters from the Office of the State Attorney regarding cases presented for prosecution?

Scanned to the case file in the RMS Signup and view all the answers

Who is responsible for ensuring that crime statistics are submitted according to the guidelines in Standard Operating Procedure 82.20?

All LEOs (Law Enforcement Officers) Signup and view all the answers

What is the responsibility of records clerks in relation to handwritten and other paper documents submitted to the Records Section?

Scan all documents into the electronic RMS and verify for accuracy before destroying them Signup and view all the answers

How are traffic crash reports made available according to the text?

They are available in RMS for access and printing on demand by employees for official use only Signup and view all the answers

What is the responsibility of employees when they receive a public records request?

Acknowledge receipt of the request and promptly forward it to the Records Section manager Signup and view all the answers

What is the responsibility of the records supervisor in relation to public records requests?

Release all Department records to the public in accordance with Department directives, State statutes, and Federal laws Signup and view all the answers

How are follow-up investigations managed according to the text?

Electronically using the RMS case management module for review and approval by a supervisor Signup and view all the answers

What must be considered prior to releasing records subject to a public records request?

Review the status of criminal cases that are the subject of a public records request to determine if any FSS Chapter 119 or Marsy’s Law exemptions apply Signup and view all the answers

How are FCIC/NCIC Criminal Justice Information Systems (CJIS) records handled according to the text?

Handled in accordance with FDLE rules and regulations, divulged only to authorized individuals, and redacted from reports when being released elsewhere Signup and view all the answers

How are electronic records backed up according to the text?

On a daily basis and stored in a secured, off-site, climate-controlled environment Signup and view all the answers

What is prohibited regarding employee access to Records Section areas?

Employees entering the Records Section areas unless it relates to their assigned duties Signup and view all the answers

What is prohibited regarding departmental records according to the text?

No Department record shall be destroyed except as provided for by law Signup and view all the answers

What is the responsibility of employees when they receive a public records request?

Acknowledge receipt of the request and promptly forward it to the Records Section manager or his/her designee Signup and view all the answers

How are reports made available to the media according to Departmental Standards Directive 54.100 Public Information and Media Relations?

Reports will be made available to the media through the Public Information Office (PIO) as per guidelines of that office Signup and view all the answers

Records

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Questions and Answers

Who is responsible for the management of Department records?

What is the Incident-by-Type Index used for?

What is the Location Index used for?

What does Name Candidating involve?

What is the purpose of the Master Name Index?

What should be done with duplicates of records obtained for criminal or any other process upon completion of official use?

Who is required to submit a signed 'Records Management Compliance Statement' each year?

Under what circumstances may defendants apply to the court for an expunction or sealing of their arrest record?

Who approves the request for access to sealed criminal arrest records by law enforcement personnel?

Who is responsible for collecting fees for all services rendered, as specified in the City’s user fee schedule?

What major indexes are used to assist in documentation of calls for service and easy access within the Department?

How were Personal Identification Numbers (PIN) assigned for arrested persons prior to January 2004?

How are juvenile records maintained within the RMS distinguished from adult records?

Who reviews all locked cases in the RMS on a quarterly basis to determine if they should remain locked?

Where are open homicide case files kept secured?

What should be done with disposition letters from the Office of the State Attorney regarding cases presented for prosecution?

Who is responsible for ensuring that crime statistics are submitted according to the guidelines in Standard Operating Procedure 82.20?

What is the responsibility of records clerks in relation to handwritten and other paper documents submitted to the Records Section?

How are traffic crash reports made available according to the text?

What is the responsibility of employees when they receive a public records request?

What is the responsibility of the records supervisor in relation to public records requests?

How are follow-up investigations managed according to the text?

What must be considered prior to releasing records subject to a public records request?

How are FCIC/NCIC Criminal Justice Information Systems (CJIS) records handled according to the text?

How are electronic records backed up according to the text?

What is prohibited regarding employee access to Records Section areas?

What is prohibited regarding departmental records according to the text?

What is the responsibility of employees when they receive a public records request?

How are reports made available to the media according to Departmental Standards Directive 54.100 Public Information and Media Relations?

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