Law Enforcement Records Management

Records Section Purpose and Scope

• Establishes duties and responsibilities of the Records Section
• Applies to Records Section and/or contracted personnel

Records Section Definitions

• Community Service Aide: processes and approves reports generated through Citizen Online Reporting portal
• Office Assistant II: performs general administrative and clerical tasks
• Records Data Specialist: performs daily duties of Quality Assurance Unit or Records Transcription Unit
• Records Data Specialist Trainee: trains to apply principles and practices of records management administration
• Records Section General Manager II: supervises and oversees all operations, logistics, and administrative matters
• Records Section Manager: assists with supervision and oversight of all operations, logistics, and administrative matters
• Records Section Supervisor: supervises daily operations of specific unit
• Reports: General Offense Reports, Florida Uniform Traffic Crash Reports, and supplemental reports
• Senior Records Data Specialist: acts as shift supervisor for the squad

Records Section Procedure

• Personnel and contracted persons only perform duties for which they have received specialized training and authorization
• Personnel and contracted persons complete orientation related to primary job duties and responsibilities before performing job functions
• Personnel and contracted persons are responsible for proper inspection, care, and maintenance of specialized equipment
• Equipment repairs and maintenance are performed by approved technicians and/or authorized personnel
• Section personnel ensure accurate inventory of assigned specialized equipment

Records Management Programs

• Research and development of records management materials and application methodology
• Records management programs are reviewed, revised, replaced, or eliminated on an annual basis or as otherwise required
• Records management programs comply with federal, state, local, and FIBRS/NIBRS requirements

Records Section Responsibilities

• Maintains all official reports/actions of Sheriff's Office through Records Management System (RMS) and other applicable databases
• Accepts, processes, maintains, and disseminates all requests related to official reports/actions from members of the Sheriff's Office, the public, and other governmental entities
• Ensures documents scanned or uploaded into RMS are not changed, modified, or altered
• Assigns and maintains a designated employee as the "Records Custodian" in accordance with applicable State of Florida public records law requirements

Records Retention and Archiving

• Records retention requirements are established by the Department of State, Division of Archives and Records Management
• Official reports/actions are accurately categorized and archived
• General Offense Reports are stored on microfilm prior to January 1, 1998
• A name index is maintained on microfilm through 1982
• A computerized index is utilized, which includes all names associated with a report, date of birth, sex, and race from 1983 to present

Quality Assurance and Reporting

• Performs quality assurance and administrative processes related to RMS and associated databases
• Reports FIBRS/NIBRS data to the Florida Department of Law Enforcement (FDLE) in accordance with all federal, state, and local requirements

Units and Responsibilities

• Customer Service Unit: responds to citizen/other law enforcement requests for records
• Records Processing Unit: uploads/scans documents into RMS and ensures compliance with established guidelines
• Public Records Unit: processes and coordinates public records requests via the GovQA online portal
• Citizen Online Reporting Unit: processes and approves reports generated online by citizens
• Warrants Processing Unit: enters, audits, and validates all warrants for the county
• Quality Assurance Unit: responsible for accuracy of MNI (Master Name Index) information and monitoring of Records Correction handle in RMS
• Records Transcription Unit: processes FCIC/NCIC entries, updates, cancellations, confirmations, dissemination, administrative messages/responses, criminal history requests, and warrant information

Records Section Purpose and Scope

• Establishes duties and responsibilities of the Records Section
• Applies to Records Section and/or contracted personnel

Records Section Definitions

• Community Service Aide: processes and approves reports generated through Citizen Online Reporting portal
• Office Assistant II: performs general administrative and clerical tasks
• Records Data Specialist: performs daily duties of Quality Assurance Unit or Records Transcription Unit
• Records Data Specialist Trainee: trains to apply principles and practices of records management administration
• Records Section General Manager II: supervises and oversees all operations, logistics, and administrative matters
• Records Section Manager: assists with supervision and oversight of all operations, logistics, and administrative matters
• Records Section Supervisor: supervises daily operations of specific unit
• Reports: General Offense Reports, Florida Uniform Traffic Crash Reports, and supplemental reports
• Senior Records Data Specialist: acts as shift supervisor for the squad

Records Section Procedure

• Personnel and contracted persons only perform duties for which they have received specialized training and authorization
• Personnel and contracted persons complete orientation related to primary job duties and responsibilities before performing job functions
• Personnel and contracted persons are responsible for proper inspection, care, and maintenance of specialized equipment
• Equipment repairs and maintenance are performed by approved technicians and/or authorized personnel
• Section personnel ensure accurate inventory of assigned specialized equipment

Records Management Programs

• Research and development of records management materials and application methodology
• Records management programs are reviewed, revised, replaced, or eliminated on an annual basis or as otherwise required
• Records management programs comply with federal, state, local, and FIBRS/NIBRS requirements

Records Section Responsibilities

• Maintains all official reports/actions of Sheriff's Office through Records Management System (RMS) and other applicable databases
• Accepts, processes, maintains, and disseminates all requests related to official reports/actions from members of the Sheriff's Office, the public, and other governmental entities
• Ensures documents scanned or uploaded into RMS are not changed, modified, or altered
• Assigns and maintains a designated employee as the "Records Custodian" in accordance with applicable State of Florida public records law requirements

Records Retention and Archiving

• Records retention requirements are established by the Department of State, Division of Archives and Records Management
• Official reports/actions are accurately categorized and archived
• General Offense Reports are stored on microfilm prior to January 1, 1998
• A name index is maintained on microfilm through 1982
• A computerized index is utilized, which includes all names associated with a report, date of birth, sex, and race from 1983 to present

Quality Assurance and Reporting

• Performs quality assurance and administrative processes related to RMS and associated databases
• Reports FIBRS/NIBRS data to the Florida Department of Law Enforcement (FDLE) in accordance with all federal, state, and local requirements

Units and Responsibilities

• Customer Service Unit: responds to citizen/other law enforcement requests for records
• Records Processing Unit: uploads/scans documents into RMS and ensures compliance with established guidelines
• Public Records Unit: processes and coordinates public records requests via the GovQA online portal
• Citizen Online Reporting Unit: processes and approves reports generated online by citizens
• Warrants Processing Unit: enters, audits, and validates all warrants for the county
• Quality Assurance Unit: responsible for accuracy of MNI (Master Name Index) information and monitoring of Records Correction handle in RMS
• Records Transcription Unit: processes FCIC/NCIC entries, updates, cancellations, confirmations, dissemination, administrative messages/responses, criminal history requests, and warrant information