Boca Raton Police Services Department Case Filing Procedure PDF

BOCA RATON POLICE SERVICES DEPARTMENT Standard Operating Procedure 74.01 CASE FILING Revised: June 24, 2016 I. PURPOSE: The purpose of this directive is to provide information and guidance to employees of the Boca Raton Police Services Department concerning filing cases with the Palm Beach County St...

BOCA RATON POLICE SERVICES DEPARTMENT Standard Operating Procedure 74.01 CASE FILING Revised: June 24, 2016 I. PURPOSE: The purpose of this directive is to provide information and guidance to employees of the Boca Raton Police Services Department concerning filing cases with the Palm Beach County State Attorney's Office (SAO). II. POLICY: It is the policy of this Department to complete case filings according to the following prescribed guidelines. III. DEFINITIONS: Electronic Filing or e-file: Case filing through the STACWEB. STACWEB: State Attorney’s Office case tracking system. IV. PROCEDURE: A. CASE FILING OVERVIEW: 1. The Department, in cooperation with the Palm Beach County Office of the State Attorney (SAO), has established procedures to follow when filing specified cases electronically (e-file) through STACWEB or in person. 2. The following cases can be e-filed using the e-filing procedures within this standard operating procedure: a. In-custody felony b. In-custody felony and misdemeanor domestic c. In-custody DUI d. Juvenile (only if taken to the Juvenile Assessment Center) 3. The following cases cannot be e-filed and must be filed using the in-person procedures within this standard operating procedure: a. Effective: June 30, 1987 Revised: June 24, 2016 Warrants - requested or applied for Case Filing SOP No. 74.01 Page 1 of 4 V. b. Notice to appear c. Juvenile, when the juvenile is released to their parent d. Excessively large case files ELECTRONIC FILING (E-FILING): A. LEO RESPONSIBILITIES: 1. LEOs shall complete a filing packet, utilizing the list on the E-Filing Attachment Form. 2. Digital recordings and photos can also be attached to a case. (Do not upload photos that are related to crimes against persons) 3. Criminal histories are not needed for an e-file packet. 4. Once the packet is complete, the LEO will forward it to his/her supervisor for review. 5. While it is preferred that the E-Filing Attachment Form be completed prior to the end of shift, the LEO shall complete the packet within 48 hours of the time of arrest or, if it is their last day before their regular days off, upon the first day they return. B. LEO SUPERVISOR RESPONSIBILITIES: 1. The LEO supervisor shall compare the E-Filing Attachment Form and the content of the filing packet and review the filing packet for content and completeness within 48 hours of receipt or, if it is their last day before their regular days off, upon the first day they return. 2. After the review is finished, the LEO supervisor will sign the E-Filing Attachment Form verifying that the packet is accurate and correct. 3. The LEO supervisor will add the case to the Case Filing Log located on the Department Intranet. 4. The filing packet will then be sent to the Records Section in order to be uploaded into STACWEB. C. RECORDS SECTION RESPONSIBILITIES: 1. Records personnel shall use the following procedures for using the STACWEB system and e-filing cases: a. There is a minimum wait time of 72 hours before any arrest case will be accessible in STACWEB. Effective: June 30, 1987 Revised: June 24, 2016 Case Filing SOP No. 74.01 Page 2 of 4 b. Log into STACWEB through www.flcjn.net c. Click on the tab that says "Judicial". d. Under "Circuits," click on "15th Judicial Circuit Case Management System (STACWEB). e. Enter username and password to log into the system. f. Conduct a case search by entering the defendant’s name where it is indicated using the following format; (Last Name, First Name). g. Check the case status. i. If there is an “O”, this means the case is open and a packet may be filed. ii. If there is a “C”, this means the case is closed and a filing packet is not necessary. An e-mail shall be sent to the LEO and the supervisor advising them of the closed classification. h. Scan the filing packet using the case number as the file name. Format the case number with a 10 digit number and no dashes, e.g. 2011001234. i. Go to the case in STACWEB and click on the Image/Evidence Tab and upload the scanned PDF for the case. j. After the upload is complete, confirm that the packet and report have been uploaded and that they open correctly. 2. Once the case is e-filed, the filing clerk will forward a copy of the cover page to his/her supervisor. Additionally, the filing clerk shall be responsible for updating the Case Filing Log to include the clerk’s name and time of filing. 3. Once received, the records supervisor will check the STACWEB system to ensure that the case has been filed correctly. 4. The supervisor will fill in their name and date in into the Case Filing Log. 5. The E-Filing Attachment Form will be scanned and attached to the Department's records management system (RMS) report. Effective: June 30, 1987 Revised: June 24, 2016 Case Filing SOP No. 74.01 Page 3 of 4 VI. IN-PERSON FILING: A. IN PERSON OR WARRANT REQUEST CASE FILING PROCEDURE BY LEOS: 1. The following procedure is used when filing a case in person or sending up a request for a warrant: a. The LEO will complete the following paperwork: 15.09 i. Rough Arrest ii. Probable Cause Affidavit iii. Witness/Evidence List iv. Accident reports v. Witness statements vi. FCIC/NCIC criminal history vii. Copies of all reports viii. Copies of video (in order to avoid delays, LEOs shall make a filing packet copy of the video from the initial evidence) ix. Any other attachments needed b. The LEO will make two copies of the paperwork listed above and complete the State Attorney’s Office Filing Information Form. c. The LEO will forward the packet to their supervisor for review. d. Log. After review, the supervisor will log the case into the paper Case Filing Approved: Daniel C. Alexander Chief of Police Effective: June 30, 1987 Revised: June 24, 2016 Date: Case Filing SOP No. 74.01 Page 4 of 4