Boca Raton Police Department Forms Process PDF

BOCA RATON POLICE SERVICES DEPARTMENT Standard Operating Procedure 12.01 DEPARTMENT FORMS PROCESS Revised: June 9, 2017 I. PURPOSE: The purpose of this standard operating procedure is to outline the process behind the creation, maintenance, and modification of forms utilized by the Boca Raton Pol...

BOCA RATON POLICE SERVICES DEPARTMENT Standard Operating Procedure 12.01 DEPARTMENT FORMS PROCESS Revised: June 9, 2017 I. PURPOSE: The purpose of this standard operating procedure is to outline the process behind the creation, maintenance, and modification of forms utilized by the Boca Raton Police Services Department. II. FORMS ACCOUNTABILITY AND CONTROL: A. Department forms are controlled by the accreditation and compliance manager. In the event the accreditation and compliance manager is unavailable, the records manager shall be responsible for the forms process. B. met: The accreditation and compliance manager shall ensure that the following objectives are 1. Forms used by employees are current and up to date 2. Each form meets its intended purpose and function 3. Formatting is consistent with City and Department formatting standards C. In order to meet the above objectives, the accreditation and compliance manager shall be responsible for the following tasks: 1. Controlling creation and growth of forms 2. Improving efficiency and productivity 3. Ensuring consistency of presentation 4. Reducing duplication of effort 5. Incorporation of new technology 6. Elimination of obsolete forms D. Annually, the accreditation and compliance manager shall submit a memo to the chief of police documenting that forms have been cross-referenced with a master list of forms to ensure they are all available to Department personnel and have not been edited. Effective: May 1, 2003 Revised: June 9, 2017 Department Forms Process SOP No. 12.01 Page 1 of 2 III. FORMS APPROVAL: A. The accreditation and compliance manager or his/her designee will oversee the review and approval process of Department forms. B. When a new or modified form is desired, a request that contains the following shall be submitted to the accreditation and compliance manager in a memo via the employee’s chain of command: 1. A draft of the proposed form 2. A brief description of how the form is to be used and why 3. The divisions, units, or employees who intend to use the form 4. The expected frequency of usage 5. A designation as to whether the form is for temporary or permanent use 6. The desired date of implementation C. The accreditation and compliance manager shall draft a copy of the proposed form and submit it to the requesting employee and his/her division commander for approval. D. Once approval has been granted, the form shall be posted to the Forms section of the Department Intranet. IV. FORMS DEVELOPMENT AND MODIFICATION: A. Department forms are analyzed in terms of workflow efficiency, logical arrangement, conciseness, clarity, sufficient space to record information, and manner of distribution. B. Department forms shall be designed so that the title and other pertinent information are located in a consistent arrangement, identifying the distribution and date of issue/revision. C. Department forms shall be designed so that spacing is adequate, captions are provided, appropriate multiple choices are given, margins, font type, and lines are appropriately used. D. Revised forms will include a revision date indicating that a revision was completed. Approved: Daniel C. Alexander Chief of Police Effective: May 1, 2003 Revised: June 9, 2017 Date: Department Forms Process SOP No. 12.01 Page 2 of 2