Records and Report Processing
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Questions and Answers

When can a document related to a lawsuit pertaining to the City of Omaha be discarded?

  • After ten years if the lawsuit is resolved.
  • The document will never be discarded.
  • When the lawsuit is resolved. (correct)
  • After ten years, regardless of the lawsuit status.

    • Which of the following documents are not required to be shredded according to established OPD procedures?

  • Employees’ notes.
  • Reports related to lawsuits. (correct)
  • Photographs.
  • Computer printouts.

    • What is the purpose of flagging juvenile reports in the Information Dissemination Program (IDP)?

  • To ensure that only authorized personnel can access the reports.
  • To track juvenile offenders in the system.
  • To differentiate juvenile reports from adult reports. (correct)
  • To ensure that juvenile victim reports are separated from juvenile offender reports.

    • According to the content, what is the primary responsibility of the Data Review Squad regarding juvenile records?

    <p>Ensuring that juvenile reports are stamped &quot;Juvenile&quot; on paper reports. (D)</p> Signup and view all the answers

    Which of the following is not considered confidential information according to the content?

    <p>Phone number. (C)</p> Signup and view all the answers

    Which bureau is responsible for submitting crime statistics to the State of Nebraska?

    <p>Technical and Reporting Services Bureau. (B)</p> Signup and view all the answers

    Who is responsible for obtaining fingerprints and photographs of juvenile offenders?

    <p>Douglas County Youth Center employees. (D)</p> Signup and view all the answers

    In what circumstances are juvenile offenders classified as adults?

    <p>When they are charged with serious felonies according to Nebraska Revised Statutes and OPD policy. (C)</p> Signup and view all the answers

    Which of the following is not true about the handling of juvenile reports?

    <p>Juvenile reports are automatically flagged &quot;sealed&quot; in the RMS if sealed by the courts. (A)</p> Signup and view all the answers

    What is the primary purpose of the “Security” column in the RMS?

    <p>To identify whether a report has been sealed by the courts. (B)</p> Signup and view all the answers

    Which of the following reports must be submitted to the Data Unit for review and scanning into RMS?

    <p>Follow-up reports that are not completed in the electronic reporting system. (B)</p> Signup and view all the answers

    What is the exception to the rule of submitting documents for inclusion into RMS to the Data Unit via inter-office mail, mail tray at Central Headquarters, or email?

    <p>Warrantless Arrest Affidavit for Adults (OPD Form 156A) and the Affidavit of Probable Cause for Juveniles (OPD Form 156). (A)</p> Signup and view all the answers

    What is the role of the Data Unit in the process of submitting documents to RMS?

    <p>The Data Unit reviews documents for missing information or errors and then forwards them to the Records Squad for uploading to RMS. (A)</p> Signup and view all the answers

    What is the retention policy for Original paper copies for most cases?

    <p>Retained by the Data Unit for 14 days after copies are uploaded to RMS and then shredded. (C)</p> Signup and view all the answers

    What department is responsible for maintaining Crime by location files and calls-for-service files?

    <p>The Crime Analysis Unit. (A)</p> Signup and view all the answers

    Which of the following documents is NOT automatically routed to all applicable parties?

    <p>Paper traffic citations. (C)</p> Signup and view all the answers

    What happens to voided paper citations?

    <p>They are turned into the Data Review Squad for entry into the IMS computer. (B)</p> Signup and view all the answers

    Which department is responsible for maintaining Intelligence files and Confidential Informant files?

    <p>The Narcotics Unit. (B)</p> Signup and view all the answers

    What is the exception to the rule that original paper copies for Homicide cases and administrative reports for officer-involved incidents shall be retained on file with the Data Unit?

    <p>Reports that are automatically routed via the electronic reporting system. (D)</p> Signup and view all the answers

    What is the retention policy for paper internal reports?

    <p>They are retained by the Internal Affairs Unit for ten years. (C)</p> Signup and view all the answers

    According to the policy, what are the three ways to submit documents for inclusion into RMS?

    <p>Inter-office mail, mail tray at Central Headquarters, and email. (C)</p> Signup and view all the answers

    What department is responsible for uploading copies of OPD Form 200D and OPD Form 200D+ to the SAFE system?

    <p>The Evidence and Property Unit. (B)</p> Signup and view all the answers

    What forms are submitted to the Evidence and Property Unit for inclusion in the SAFE system?

    <p>OPD Form 200D and OPD Form 200D+. (D)</p> Signup and view all the answers

    Which of the following documents is NOT maintained by the Forensic Investigations Unit?

    <p>Case management files. (B)</p> Signup and view all the answers

    What is the retention policy for prisoner photographs?

    <p>They are retained in the PictureLink mugshot database indefinitely. (D)</p> Signup and view all the answers

    Which of the following statements about the Data Unit is NOT true?

    <p>The Data Unit is responsible for maintaining original paper copies of all reports. (B)</p> Signup and view all the answers

    What department is responsible for maintaining unassigned paper citation books?

    <p>The Police Supply Unit. (A)</p> Signup and view all the answers

    To whom are issued paper traffic citations forwarded after data entry by the Data Review Squad?

    <p>The City Prosecutor’s Office. (B)</p> Signup and view all the answers

    Who is permitted to access the Data Unit without prior authorization?

    <p>Employees authorized by the Administrative Information Manager, Police Chief, or the Chief's designee (D)</p> Signup and view all the answers

    What happens to individuals who enter the Data Unit without proper authorization?

    <p>They are subject to disciplinary action (A)</p> Signup and view all the answers

    Which agency is responsible for the computer back-up and storage of electronic data and media?

    <p>DOTComm (D)</p> Signup and view all the answers

    Who is authorized to make entries into the computerized Central Records files?

    <p>Designated employees of various agencies, including the OPD, the City Prosecutor, and the Courts (A)</p> Signup and view all the answers

    What is the purpose of the annual audit conducted by the OPD IT Unit?

    <p>To verify passwords, access codes, and access violations (C)</p> Signup and view all the answers

    When is a computer-generated control number issued?

    <p>When a citizen reports a crime or complaint (C)</p> Signup and view all the answers

    What specific type of computer-generated number is issued for incidents requiring a department report?

    <p>An RB Number consisting of letters and numbers (C)</p> Signup and view all the answers

    What is the primary means of securing the doors to the Data Unit?

    <p>Automated proximity card readers (B)</p> Signup and view all the answers

    Study Notes

    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.

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    Quiz Team

    Description

    Test your knowledge on the Omaha Police Department's records and report processing policy. This quiz covers data unit security, access procedures, and authorized personnel. Prepare to evaluate your understanding of policy compliance and record management protocols within OPD.

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