Department Record Maintenance and Access Guidelines Quiz

Department Record Maintenance and Access Guidelines

• Reports, records, and files must be kept in a central location within the Department to maintain security and comply with Florida Law.
• Public records include all documents, regardless of physical form, made or received pursuant to law or ordinance in connection with official business by any state, county, or municipal agency in Florida.
• Florida Law allows any citizen to inspect all state, county, and municipal records except certain confidential records.
• The right to examine or obtain copies of public records is limited to a reasonable time of day, and appointments can be scheduled if records are not readily available.
• Confidential records exempt from public inspection include active criminal intelligence and investigative information, identity of confidential sources or informants, surveillance techniques or undercover personnel, and information that could reveal the identity of victims of certain crimes.
• Only Records Section personnel have direct access to all department records, and all other personnel and the public must make records requests to the Records Section.
• Department personnel may only have access to records and information on an "as need to know" basis and with permission from a supervisor.
• Using information contained in personnel files or accessing another member's desk without permission is prohibited.
• Desks, filing cabinets, and other property of the Department may be searched at any time with approval from the Chief of Police or in response to an official inquiry.
• Official department records cannot be used for educational or special projects without approval from the Chief of Police.
• Questions regarding public records dissemination should be directed to the Records Section.
• Photocopying of department records is permissible only in accordance with guidelines set forth by Florida Law, and reasonable costs for duplicating records or processing records requests may be charged to offset costs incurred.