Law Enforcement Records Management
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Questions and Answers

What is a key responsibility of a Senior Records Data Specialist?

  • Supervising Records Section personnel (correct)
  • Conducting research on records management
  • Repairing specialized equipment
  • Processing public records requests

    • What is a requirement for Records Section personnel and/or contracted persons?

  • Successfully completing an orientation related to primary job duties (correct)
  • Having at least 5 years of experience in records management
  • Having a college degree in records management
  • Being certified in a specific software system

    • Who is responsible for performing equipment repairs and/or maintenance of section equipment?

  • Records Section personnel
  • The Sheriff's Office IT department
  • The Senior Records Data Specialist
  • An approved technician and/or other persons authorized by a Records Section supervisor (correct)

    • What is a responsibility of Records Section personnel regarding specialized equipment?

    <p>Maintaining an accurate inventory of assigned specialized equipment</p> Signup and view all the answers

    What is a key responsibility of the Records Section?

    <p>Managing the Sheriff's Office reports/actions through the Records Management System (RMS)</p> Signup and view all the answers

    What is the role of the Records Custodian according to the State of Florida public records law requirements?

    <p>To develop and disseminate necessary forms and statutory requirements for record destruction</p> Signup and view all the answers

    What is the purpose of the Quality Assurance Unit?

    <p>To ensure the accuracy of MNI information and validate FCIC/NCIC entries</p> Signup and view all the answers

    How often should records management programs be reviewed, revised, replaced, or eliminated?

    <p>Annually</p> Signup and view all the answers

    What should be done if an error is detected prior to imaging a document?

    <p>Copy the document for reference and maintain in the Records Section</p> Signup and view all the answers

    What is the General Records Schedule used for?

    <p>For establishing records retention requirements</p> Signup and view all the answers

    What should Records Section personnel do with official reports/actions of the Sheriff’s Office?

    <p>Maintain them through the Records Management System (RMS)</p> Signup and view all the answers

    Which unit is responsible for entering, auditing, and validating warrants for the county?

    <p>The Warrants Processing Unit</p> Signup and view all the answers

    What is the purpose of the Citizen Online Reporting Unit?

    <p>To process and approve reports generated online by citizens</p> Signup and view all the answers

    What should be done with documents scanned or uploaded into RMS?

    <p>Not change, modify, or alter them in any way</p> Signup and view all the answers

    What is a requirement for processing public records requests?

    <p>Knowledge of applicable public records laws</p> Signup and view all the answers

    What is the role of the section general manager?

    <p>To authorize the removal of original documents from approved storage areas</p> Signup and view all the answers

    What is the purpose of the Records Transcription Unit?

    <p>To process FCIC/NCIC entries, updates, cancellations, confirmations, and dissemination</p> Signup and view all the answers

    What happens to original documents after they are approved by a supervisor?

    <p>They are stored in approved storage areas</p> Signup and view all the answers

    What is the purpose of the Public Records Unit?

    <p>To process and coordinate public records requests</p> Signup and view all the answers

    What is the purpose of the Customer Service Unit?

    <p>To respond to citizen/other law enforcement requests for records</p> Signup and view all the answers

    What is the primary purpose of this standard operating procedure?

    <p>To establish the duties and responsibilities of the Records Section</p> Signup and view all the answers

    What is the role of a Community Service Aide?

    <p>To process and approve reports generated through the Citizen Online Reporting portal</p> Signup and view all the answers

    Which unit is responsible for performing daily duties of records management administration?

    <p>Quality Assurance Unit</p> Signup and view all the answers

    What is the role of a Records Section Manager?

    <p>To assist with the supervision and oversight of all operations, logistics, and administrative matters of the section</p> Signup and view all the answers

    What is the role of a Records Data Specialist Trainee?

    <p>To train to apply the principles and practices of records management administration</p> Signup and view all the answers

    What type of reports are processed by the Records Section?

    <p>General Offense Reports, Florida Uniform Traffic Crash Reports, and supplemental reports</p> Signup and view all the answers

    Who is responsible for supervising the daily operations of the specific unit to which they are assigned?

    <p>Records Section Supervisor</p> Signup and view all the answers

    What is the scope of this standard operating procedure?

    <p>The Records Section and/or contracted personnel</p> Signup and view all the answers

    The Records Section is responsible for maintaining official reports of Sheriff's Office investigations only.

    <p>False</p> Signup and view all the answers

    A Records Data Specialist is responsible for performing general administrative and clerical tasks.

    <p>False</p> Signup and view all the answers

    The Records Section General Manager II is responsible for supervising the daily operations of a specific unit.

    <p>False</p> Signup and view all the answers

    A Records Section Supervisor is responsible for supervising the daily operations of the entire section.

    <p>False</p> Signup and view all the answers

    The Records Section is only responsible for processing general offense reports.

    <p>False</p> Signup and view all the answers

    The Records Section is responsible for disseminating official reports of Sheriff's Office investigations/actions to the public.

    <p>True</p> Signup and view all the answers

    A Community Service Aide is responsible for supervising the daily operations of the Customer Service Unit.

    <p>False</p> Signup and view all the answers

    The Records Section is responsible for performing equipment repairs and maintenance of section equipment.

    <p>False</p> Signup and view all the answers

    Records Section personnel and/or contracted persons can perform duties and responsibilities without specialized training and authorization.

    <p>False</p> Signup and view all the answers

    Section personnel are responsible for the proper inspection, care, and maintenance of specialized equipment assigned to the section, regardless of their training or certification.

    <p>False</p> Signup and view all the answers

    Equipment repairs and/or maintenance of section equipment can be performed by anyone in the Records Section.

    <p>False</p> Signup and view all the answers

    Specialized equipment installed in section vehicles, offices, or storage locations can be operated by anyone.

    <p>False</p> Signup and view all the answers

    Section personnel are responsible for maintaining an accurate inventory of assigned specialized equipment.

    <p>True</p> Signup and view all the answers

    Records management programs are reviewed and revised on a bi-annual basis.

    <p>False</p> Signup and view all the answers

    The Records Section is responsible for maintaining all official reports/actions of the Sheriff’s Office through the Records Management System (RMS) and other applicable databases.

    <p>True</p> Signup and view all the answers

    Requests for Sheriff’s Office reports/actions from persons who are not current members of the Sheriff’s Office are not processed according to applicable public records laws.

    <p>False</p> Signup and view all the answers

    Documents scanned or uploaded into RMS can be changed, modified, or altered in any way.

    <p>False</p> Signup and view all the answers

    Original documents are destroyed after they are scanned or uploaded into RMS.

    <p>False</p> Signup and view all the answers

    The Records Custodian is responsible for modifying approved documents.

    <p>False</p> Signup and view all the answers

    General Offense Reports are stored on microfilm prior to 1983.

    <p>False</p> Signup and view all the answers

    The Records Section is responsible for responding to citizen requests for records via phone, email, fax, online, or in person.

    <p>False</p> Signup and view all the answers

    The Records Transcription Unit is responsible for processing FCIC/NCIC entries, updates, cancellations, confirmations, dissemination, administrative messages/responses, criminal history requests, and warrant information.

    <p>True</p> Signup and view all the answers

    The Quality Assurance Unit is responsible for ensuring the accuracy of data entries in RMS.

    <p>True</p> Signup and view all the answers

    The Records Section is responsible for processing and coordinating public records requests via the GovQA online portal.

    <p>False</p> Signup and view all the answers

    The Records Custodian is responsible for accepting and processing requests for the destruction of Sheriff's Office records.

    <p>True</p> Signup and view all the answers

    The Citizen Online Reporting Unit is responsible for processing and approving reports generated online by citizens.

    <p>True</p> Signup and view all the answers

    The Warrants Processing Unit is responsible for entering, auditing, and validating all warrants for the county.

    <p>True</p> Signup and view all the answers

    Original documents are maintained by the Records Section and can be removed from the approved storage area by anyone.

    <p>False</p> Signup and view all the answers

    Study Notes

    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

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    Description

    This quiz covers the standard operating procedure for the Records Section of a Sheriff's Office, including their duties and responsibilities in accepting, processing, and maintaining official investigation reports.

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