Records and Report Processing

Omaha Police Department Records and Report Processing Policy

• Policy: OPD maintains procedures for record and report management, security, processing, and storage.

Data Unit Security

• Access: 24/7 access for OPD employees; public access during OPD Central Headquarters Lobby hours.
• Employee Access: Data Unit employees, sworn employees, and authorized personnel (Administrative Information Manager, Chief, or designee).
• Non-employee Access: Sign in/out at Front Desk; visitor pass required; escorted entry; disciplinary action for unauthorized entry.
• Record Entry Authorization: Designated OPD employees (Data Review Squad, Telephone Report Squad, Crime Analysis Unit, City Prosecutor, County Attorney, Courts, Probation, DOTComm, DCDC)
• Security Audits: Annual audits of the Central Records computer system for password verification and access violations conducted by the IT Unit.
• Data Backup: DOTComm provides computer backups and storage of electronic data.

Numbering System

• Control Numbers: Computer-generated control numbers for all calls for service and officer-initiated calls.
• RB Numbers: Separate, computer-generated incident report numbers (letters & numbers).
• Record Maintenance: Data Review Squad employees ensure all report numbers are accounted for in the Records System.

Collection, Distribution, and Destruction of Records

• Electronic Reporting: PortalOne routes and saves reports to the OPD Records Management System (RMS); some reports automatically route to specific units. Paper reports from electronic systems don't need to be physically sent to the Data Unit or Records Squad.
• Non-Automated Reports: Reports not routed electronically are copied/distributed per policy.
• Follow-up Reports: Follow-up reports + related documents should be submitted to the Data Unit within one month of assignment, or at a time extended by the supervisor. Non-sworn employees with reports are also responsible for submitting them. Data submission methods: inter-office mail, mail tray, or scanning and emailing ([email protected]); exception for arrest affidavits ([email protected]).
• Evidence: Evidence records are in the SAFE Evidence System; OPD Form 200D/D+ (Property Disposition Supplementary) are submitted to the Evidence and Property Unit (EPU).
• Record Retention: Different retention periods for different case types; homicide and officer-involved incidents maintain original reports at the Data Unit. After 14 days, most paper reports are shredded. Exceptions for Intelligence, Confidential Informant, Crime, Case Management, and Unassigned Citation books.
• Citation Books: Citation books for officers are assigned; voided paper citations go to the Data Review Squad for system entry. Issued paper traffic/criminal citations go to the Data Review Squad for data entry, then City Prosecutor's office, then County Court.
• Destroyed Documents: Employees must not discard essential documents. Shred confidential information and other unnecessary documents following unit-specific procedures.
• Electronic Records: Citations and reports entered electronically are automatically routed to relevant parties.
• Fingerprints & Photographs: Fingerprints and photographs are primarily maintained electronically.
• Internal Reports: Paper internal reports are maintained for ten years.

Juvenile Records

• Identification: Electronic reports flag juvenile reports; paper reports are stamped "Juvenile" by the Data Review Squad/booking officer. Reports sealed by courts are marked in RMS.
• Segregation: Juvenile criminal arrest records are separated for dissemination.
• Retention: Douglas County Youth Center (DCYC) is responsible for fingerprinting and photographing juvenile offenders.

Crime Statistics Reporting

• Reporting Bureau: The Technical and Reporting Services Bureau (TRB) submits crime statistics to the State of Nebraska.
• Data Source: Crime data collected via OPD's electronic reporting system.