G.O. 06
LONGWOOD POLICE DEPARTMENT
GENERAL ORDER
NUMBER: GO - 6
SUBJECT: RECORDS MANAGEMENT
EFFECTIVE: OCTOBER 1, 1995
REVISED: SEPTEMBER 1, 2021
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I. PURPOSE:
This directive establishes guidelines for records management. It addresses records
functions basic to meeting the management and information needs of the Longwood
Police Department. Also, it provides guidance to employees regarding requests for the
inspection, duplication, destruction, and release of public records.
II. GOVERNING AUTHORITY:
A. The State of Florida has rules and regulations regarding the retention of public
records, as defined in Chapter 119, Florida Statutes. Chapter 119 states the
Florida Department of State, Bureau of Archives and Records Management, is
charged with establishing a records retention program for use by local
government agencies. Chapter 257, Florida Statutes, requires each agency to
cooperate with the State in complying with the provisions of records retention
and disposal by establishing and maintaining an active and continuing program
for the economical and efficient management of records.
B. The Police Department has adopted, by reference, the manuals of the Florida
Bureau of Archives and Records Management General Records Schedule for Local
Government Agencies and General Records Schedule for Law Enforcement. The
Records Division should maintain these manuals on file.
III. GENERAL:
A. Public records serve as a history of documented events and information
necessary for future reference. The type of public records and the statute of
limitations for charging a defendant with a crime may determine the value of a
document. Additional space required for the storage of records is also a
consideration in determining whether to destroy, or store them elsewhere. All
action taken regarding the storage or destruction of public records must be in
accordance with this General Order or as mandated by the Florida Bureau of
Archives and Records Management.
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B. As Chief Executive Officer, the chief of police is designated the official custodian
of records for the Police Department. The chief of police delegates this
responsibility to the Records Management Liaison Officer.
C. The computer access code issued to an employee by the Information Services
Section, determines access to computerized records. Access codes to
confidential and non-confidential records is determined by the position, level of
security, job responsibilities, and role of the employee within the Police
Department.
D. Central Records information such as incident reports, CJIS reports, Arrest Reports,
Trespass Warnings, and Capias Requests are available to members on a 24-hour
basis, through the C.A.F.E. Computer Report Writing System. Crash reports and
traffic citation records are available to members on a 24- hour basis, through the
agency’s electronic traffic report writing system. Any report not available through
Café will be available after business hours by paging the Records Management
Liaison Officer who will respond to the station and obtain the needed
information.
IV. RECORDS MANAGEMENT LIAISON OFFICER:
In compliance with Section 257.36, Florida Statutes, the chief of police has designated the
administrative manager as the Records Management Liaison Officer. Duties of the
Records Management Liaison Officer include:
A. To be familiar with Chapters 119 and 257, Florida Statutes, including the rules and
guidelines of the Bureau of Archives, and to ensure these laws and rules are
observed by the Police Department;
B. To act as the chief’s representative to the Florida Bureau of Archives and Record
Management;
C. To ensure the chief of police, other designated personnel, and authorized
custodians are provided current editions of records retention schedules, records
management manuals, and memoranda published by the Bureau; and,
D. To assist custodians with the destruction of records.
V. RECORDS STORAGE, RETENTION AND DESTRUCTION:
A. Responsibility of Lieutenants:
1. Lieutenants are responsible for ensuring records in their custody are
maintained in accordance with the guidelines of the Florida Bureau of
Archives and Records Management.
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2. Divisions storing records ensure they are maintained in a safe and
efficient manner, and are easily accessible to those persons having
authorized access.
B. Retention Schedule:
Retention schedules follow the guidelines as prescribed by the Florida Bureau of
Archives and Records Management.
C. Custodianship of Records:
Records are stored and maintained by various agency components. Unless
delegated otherwise by the appropriate authority, the component's supervisor is
the designated custodian of records held by his/her component. Examples of
records held by agency components are:
1. Accreditation Section: Police Department written
directives; accreditation
compliance records.
2. Criminal Investigations Division: Informant files, open
investigations, Criminal
intelligence records, crime
analysis information, felon
registration records, and
forfeiture process.
3. Records Division: Arrest reports, incident reports,
supplemental reports, traffic
crash reports, and court sealed
juvenile records.
4. Chief’s Secretary: Fiscal affairs records pertaining
to payroll, budgeting, etc.
5. Chief of Police Legal records, including civil
litigation, Administrative
Investigations, use of force
reports, and off-duty
employment records.
6. Traffic Division Commander: New Uniform Traffic Citations
and D.U.I. Citations
7. Evidence Custodian: Property records and evidence.
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8. Training Division: Training records.
9. Human Resources Personnel employment records.
D. Storage of Records:
Records are stored at one of the following storage facilities. Operational
components storing records maintain logs of the records they store, including the
location and any particular method of storage.
1. Storage Within the Police Department Complex:
Records used routinely will be stored on the immediate premises.
2. Police Department Storage Facility:
The chief of police has designated a specified area of the Police
Department storage building for the purpose of storing records that are
non-confidential. All records in this facility must be inventoried, boxed,
and properly labeled. Copies of all logs tracking the storage of records will
be submitted to the Records Management Liaison Officer.
3. Bureau of Archives and Records Management:
Records having historical value may be transferred directly to the Bureau
for permanent storage (see below).
E. Destruction of Documents:
1. Before any record is considered for destruction, it must be reviewed to
determine if it meets (or exceeds) certain values of retention. Value must
be considered before recommending any record for destruction:
a. Legal Retention Value:
Is the record impacted by state or federal provisions, statutes, or
codes? Does the record document the compliance of the Police
Department with certain laws? Is the record necessary for
present or pending civil litigation?
b. Fiscal Retention Value:
Certain records document financial transactions of the Police
Department. These records might include, but are not limited to,
budgets, payrolls or vouchers.
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c. Archival Retention Value:
Some records are important to retain indefinitely for purposes of
future research. These records might, for example, document
the scope, nature and extent of major state programs or grants.
These records are permanently retained, and may be transferred
to the state archives for preservation.
d. Administrative Retention Value:
Administrative value of a record exists if the record continues to
support the Police Department’s current or future work, or until
it has been rendered obsolete by a more current document.
2. After a review and evaluation is made that records are no longer of value,
and at least the minimum retention period is satisfied according to the
applicable time schedule, custodians may, through their chain of
command, request authorization from the Records Management Liaison
Officer for records destruction.
3. Procedures for Records Destruction:
a. A custodian obtains a serialized Records Disposition Request
Form from the Records Management Liaison Officer.
b. Before destroying any records, the Records Management Liaison
Officer must:
1. Inspect the Records Disposition Request Form to
determine if records are within the retention dates
prescribed by the Bureau; and,
2. Authorize the Records Disposition Request Form.
c. Only after the Records Management Liaison Officer reviews and
approves the request may a custodian destroy any records.
NOTE: The destruction of documents is accomplished by
shredding, burning, or burying.
d. Records Disposition Request Forms are kept on file by the
Records Management Liaison Officer. However, it is the
responsibility of individual records custodians to ensure a
complete description is kept of all records destroyed.
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VI. RECORDS PRIVACY AND SECURITY PRECAUTIONS:
Physical security precautions regarding access to records in the custody of the Police
Department, consist of at least:
A. Providing public access, when appropriate;
B. Providing security for areas used to store records exempt from public disclosure
and from disclosure to unauthorized agency personnel.
1. Records storage areas have doors protected with manual or electronic
locking devices, with codes/keys regulated by controlling custodians.
2. Controlling custodians determine which personnel are allowed access to
restricted areas and files. Access to restricted record storage areas
includes the following persons:
a. Supervisors and employees assigned to the component storing
the records
b. Chief of Police
c. Lieutenants having a command function over the secured area
d. Professional Standards Division personnel
3. Only authorized personnel will remove documents from the Records
Division.
4. Any personnel found in the Records Division or removing documents
from that division without proper authorization will be subject to
disciplinary action.
C. Access to any record classified by law as confidential is accessed only by
personnel having responsibility for its custody.
D. The release of all criminal records is coordinated by the Records Division.
E. Unauthorized employees who desire access to restricted areas to conduct Police
Department business, must first obtain permission of the custodian before
obtaining access.
F. Cleaning, pest control and other maintenance personnel may be admitted to
restricted areas only under the direct and continuous observation of personnel
assigned responsibility for those areas.
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G. Sensitive documents (open investigations, sealed juvenile records, open
Administrative Investigations, employment selection materials, etc.) are secured
at the end of each business day in a manner, which prevents theft or
unauthorized access.
H. Computer files and Café reports displayed on computer workstations will be kept
out of public view by turning the screen in a private direction or turning off the
monitor when unauthorized person(s) are present.
I. Each agency authorized to share Café report information will maintain the privacy
and confidentiality of records in the system in accordance with that agency’s
policies and procedures and pursuant to FS 119. Agencies authorized to print and
distribute reports from the Café system will do so in accordance with FS 119.
VII. RELEASE OF RECORDS:
NOTE: Records not addressed in this directive are released as prescribed in Chapter
119, Florida Statutes, or other applicable state statutes.
NOTE: If questions arise regarding the release of records not addressed by this
directive, employees should contact the City Attorney for clarification.
A. Fees charged for the duplication of records will be in accordance with Chapter X
of this directive.
B. The release of all criminal records is coordinated through the Records Division.
1. Service Window Lobby Requests:
A Records Division clerk asks which type of records are needed by the
requestor. If the requestor's needs can be legally satisfied, the clerk
provides the records in accordance with Florida Statutes, or directs them
to the appropriate agency component for assistance.
2. Request for Record Search:
A request may be handled in person or by mail. A clerk checks all possible
filing systems to determine if the person named in the request is on file
with the Records Division. This process is as follows:
a. A computerized search is conducted to determine if the files
reveal the requested information. The clerk inquires to
determine if the computer files are up-to-date and on-line to
ensure all available records are accessible during the inquiry.
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b. A physical search of all records filed and on hand (in the form of
a hard copy) is checked to determine their availability.
C. Requests for the release of non-criminal records or records not retained by the
Records Division (surveys, analyses, statistics, etc.) are coordinated through the
Public Information Officer, or by a supervisor, manager, or designated custodian
of the operational component retaining the records.
D. A Records Division Record’s Clerk or other designated records custodian releasing
records, deletes all statutorily exempted information from a record before its
release.
E. Records releases are honored as quickly as possible. When the record check is
complete, the employee responsible for retrieving the information delivers, or
mails, copies of the records to the requestor.
F. Inspections, examinations, duplication of records, and exemptions procedures:
1. Inspections and Examinations:
The inspection and examination of public records is permitted at
reasonable times, under reasonable conditions, and under supervision of
the custodian (or designate) of the records.
2. Duplication of Public Records:
A request for duplication of any public record in Police Department’s
custody will be honored. Persons requesting duplications are required to
pay for this service according to established rates. To ensure persons
obtain the proper records, especially if a records request is vague or over-
broad, a Public Records Request Form should be completed by custodians
to assist them in complying with a request.
3. Exemptions:
Any type of record classified as exempt under Chapter 119, Florida
Statutes, is not open for inspection by the public. Such records include,
but are not limited to:
a. Active Criminal Intelligence Information:
Information is considered "active" as long as it relates to
intelligence gathering conducted with a reasonable, good faith
belief it will lead to detection of on-going or reasonably
anticipated criminal activities;
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b. Active Criminal Investigative Information:
Information is considered "active" as long as it relates to an
ongoing investigation, which is continuing with a reasonable,
good faith anticipation of securing an arrest or prosecution in the
foreseeable future;
c. Identity of Confidential Informants or Confidential Sources;
d. Victims of Sex Offenses and Child Abuse:
Photographs, names, home or business address and telephone
numbers, criminal records, court records, or other information or
facts which reveal the identity of the victim are considered
confidential;
e. Victims of Miscellaneous Crimes:
Photographs, names, home or business address and telephone
numbers, criminal records, court records, or other information or
facts which reveal the identity of victims of aggravated stalking,
harassment, aggravated battery, or domestic violence, when the
victim requests nondisclosure in writing to the Criminal Records
Division;
f. Victim's Personal Assets:
Any information, which reveals the personal assets of the victim
of a crime other than property stolen or destroyed during the
commission of a crime;
g. Identity of Death Victims:
The identity of death victims is confidential until after reasonable
efforts to notify the next of kin;
h. Complainants of Child Abuse:
The name and identity of any person reporting child abuse,
abandonment, or neglect may not be released, without written
consent, to any person other than employees of the agency
responsible for child protective services, the Central Abuse
Hotline, or the appropriate State Attorney;
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i. 9-1-1 Information:
The name, address, telephone number, or personal information
about or information which may identify any person requesting
emergency services by accessing the 9-1-1 system. This
information must be deleted from copies of 9-1-1 tapes or
transcripts;
j. Surveillance Techniques or Procedures;
k. Substance of a Confession:
Until the charge is finally determined by adjudication, dismissal
or other disposition, the substance of a confession is exempt;
l. Criminal History Information:
Criminal history information which has been sealed or expunged
by court order may not be released;
m. Tactical Operations Plans;
n. Identity of Undercover Personnel;
o. Professional Conduct Review Investigations & Supervisory
Inquires:
The confidentiality of complaints is preserved until the
investigation or inquiry is concluded and a finding is reached.
Investigations and inquires are considered "closed" when they
are reviewed and approved by the chief of police;
p. Information of Active or Former Law Enforcement and
Corrections Personnel:
The home addresses, telephone numbers, social security
numbers, photographs, and places of employment including that
of their spouses and their children and the names and location of
schools attended by their children;
q. Sealed Purchasing Bids:
Sealed bids are confidential until the Police Department provides
notice of its decision, or intended decision, or within ten days
after bids have been opened (whichever is earlier);
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r. Data Processing Records:
Financial statements, which the Police Department requires a
prospective bidder to submit to pre-qualify for bidding on data
processing software. Additionally, data processing software
obtained by the agency under a licensing agreement which
prohibits its disclosure and which software is a trade secret, and
agency-produced software which is sensitive unless shared or
exchanged with another public agency as agreed to by the Chief,
may not be released;
s. Records supplied by telecommunications companies, which
contain the name, address and telephone number of subscribers;
t. General Counsel/ Legal Advisor/ City Attorney's Records:
Records prepared by the General Counsel, Legal Advisor, or City
Attorney which reflect a mental impression, conclusion, litigation
strategy, or legal theory of the advisor or agency which was
prepared exclusively for civil or criminal litigation or adversarial
administrative proceedings. These records cease to be
confidential once the litigation or adversarial proceeding is
concluded;
u. Internal Audits:
The audit report of an internal auditor, prepared for or on behalf
of the Police Department, is confidential until the audit is
concluded;
v. Employee Assistance Program:
Employee Assistance Program records relating to an employee's
participation in programs provided by the agency to assist
employees who have a behavioral or medical disorder, substance
abuse problem, or emotional difficulty which affects job
performance;
w. Information Relating to the Medical Condition of Prospective,
Current, or Former Employees:
Medical records that, if disclosed, would identify a prospective,
current or former employee. This would include information
relating to Worker's Compensation, insurance benefits, and
retirement or disability benefits.
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Note: This information may be released if the person, or the
person's legal representative, provides a written waiver;
x. Employee Financial Records:
All records identifying participants in a deferred compensation
plan under the Government Employees' Deferred Compensation
Plan Act and their personal account activities;
y. Examinations:
Examination questions and answer sheets of examinations
administered by a governmental agency for the purpose of
licensure, certification, or employment. However, examinees
have the right to review their own completed examination; and,
z. Juvenile Records:
Any information in a videotaped statement of a juvenile who is
alleged to be a victim of sexual battery, lewd acts, or other sexual
offenses, which reveals the juvenile's identity (see also Chapter
VIII below).
aa. Marsy’s Law:
The victim of a crime can complete a victim’s request for non-
disclosure form, meaning that the victim’s address, telephone
number, date of birth, social security number, drivers license
number and email address will be redacted from reports/records
in response to a public records request. The non-disclosure
request is case specific, expires five years from the date it is
signed, and only applies to criminal reports.
VIII. JUVENILE RECORDS (SPECIAL CONSIDERATIONS):
A. General:
1. Juvenile records and photographs will not be commingled with adult
records. Juvenile records shall be separated from the records of adults
and kept in filing areas or other receptacles dedicated to the sole purpose
of maintaining juvenile records. Each file cabinet will be conspicuously
marked "CONFIDENTIAL JUVENILE."
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2. Computerized juvenile records are marked "CONFIDENTIAL JUVENILE"
upon entry into the computer records system, and access is restricted to
personnel authorized by the Information Services Section.
3. Juvenile records are not generally available for public disclosure. Under
circumstances as defined by Sections 985.212 and 985.04, Florida
Statutes, records may be disclosed to other law enforcement agencies,
state attorneys, the courts, the juvenile, the parents or legal guardians of
the child, the juvenile's attorney(s), and any other person authorized by
the court or state statute to have access to such records. Any photograph
(video graph) taken within the guidelines of the above state statutes may
be shown by an officer to any victim or witness of a crime for the purpose
of identifying the person who committed the crime.
B. Fingerprints and photographs:
1. Fingerprints and photographs of arrested juveniles are obtained by the
Juvenile Assessment Center:
a. The juvenile offender is transported by the arresting officer to
the Juvenile Assessment Center;
b. The juvenile is photographed and fingerprinted by Juvenile
Assessment Center personnel; and,
c. Juvenile Assessment Center personnel enter the juvenile's
fingerprints into the Livescan Fingerprint System; the
photographs into the Jail Management System database. Each
entry is identified "JUVENILE."
2. The arresting officer ensures each document of the juvenile arrest
package properly denotes "JUVENILE" in the appropriate field; and,
3. The Arrest Report Form is submitted to a supervisor for approval.
4. Unless a supervisor, criminal investigator or arresting officer specifies
otherwise, all physical evidence (blood, urine, breath testing results, etc.)
or other forms of identification regarding juveniles (exclusive of
fingerprint cards and photographs) are submitted into evidence following
the same procedures as those for adults.
5. The fingerprints of juveniles held by the Latent Examiner are kept
separate from the fingerprint files of adults.
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C. Release of Juvenile Records to the Public:
1. Records regarding juveniles are not open to inspection by the public,
unless otherwise specified in this directive or by state law.
2. Juvenile offense reports may be released to the victim of a crime.
3. The Police Department may release for publication the name,
photograph, address, and crime or arrest report of a juvenile taken into
custody by an officer for a violation of law which, if committed by an
adult, would be a felony; or who has been found by a court to have
committed at least 3 or more violations of law which, if committed by an
adult, would be misdemeanors.
D. Expunging - Sealing of Juvenile Records:
Upon receipt of a court order to expunge or seal a criminal history record, the
supervisor of the Records Division will:
1. Ensures all requirements of applicable state statutes are met;
2. Confirms the order is appropriately signed and certified as a true copy;
3. Ensures the arrest report/record and the fingerprints and photographs
are removed from all files, electronically recorded or otherwise;
4. Mails a letter of transmittal and a copy of the court order to the Florida
Department of Law Enforcement; and,
5. Notifies all agencies to whom the juvenile's record has been
disseminated.
E. Records awaiting FDLE confirmation shall be held until a reply is received from
FDLE. Upon receipt of the reply from FDLE, the Records Management Liaison
Officer determines which records are to be purged and the method of their
disposition, in compliance with applicable law.
F. Records ordered sealed by a court shall be maintained by the Records Division.
G. Destruction of Juvenile Records:
1. Employees who consider destroying a juvenile record, including any
record ordered destroyed by the court, will comply with this directive and
any applicable directive of the Florida Bureau of Archives and Records
Management or state statute.
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NOTE: A request to destroy records is forwarded to the Records
Management Liaison Officer to determine if they meet the
minimum criteria recommended by the Florida Bureau of
Archives and Records Management, or of any court order
ordering destruction.
2. Personnel considering the destruction or expunction of a juvenile record
based upon the juvenile attaining the age of 19, considers this action only
if it is first recommended, commanded, or required by law or order of a
court. The Records Management Liaison Officer is advised of all such
intentions to destroy records before their destruction.
H. Records Control:
1. The Records Division maintains logs that record the movement or
destruction of each juvenile record in its custody.
2. Requests for juvenile records by officer or other authorized persons are
granted only for valid, need-to-know reasons. A request of this nature is
made directly to the Records Division supervisor (or designate).
a. If a record has not been sealed or expunged, the supervisor
permits access to it.
b. If a record has been sealed, the Records Division supervisor
permits access to the file.
c. If a record has been expunged, the requesting person must
contact the City’s Legal Advisor.
IX. FIELD REPORTING:
A. Some incidents or actions require a report. A report is required for an incident in
one or more of the following:
1. Crimes reported by members of the community;
2. Complaints on employees;
3. Incidents resulting in an officer being assigned to a complaint that
requires written documentation, including documentation necessary for
later follow-up.
4. Criminal and non-criminal cases initiated by officers;
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5. Incidents involving an arrest, a traffic citation, or a Notice to Appear
(summons);
6. Towing or impounding a vehicle by agency personnel; and,
7. Incidents, which by their nature, require or demand a record of law
enforcement response.
B. Document Numbering System:
1. A single and individual case number is assigned to each offense, and CJIS
number to each incident. These numbers are automatically and
sequentially generated by the computer system on a 24-hour basis.
2. An event (transaction) number is automatically assigned to each call for
service, regardless if a case or CJIS number is also assigned. Transaction
numbers are used to track CAD activity. They may be used in some cases
to furnish abbreviated records for purposes of general information (for
example, crash reports, towing which involves no criminal offense,
repossessions as recorded by the Telecommunication Section, etc.).
3. When a prisoner is booked into the correctional facility or Juvenile
Assessment Center, a computer generated OBTS number is attached to
the person's fingerprint record. After receiving the fingerprints, the
Florida Department of Law Enforcement assigns a SID (State
Identification) number for criminal history tracking of each arrested
individual).
X. FEES:
A. Separate from any special service fee as defined below, fees may be charged for
copying records as prescribed by Section 119.07, Florida Statutes.
B. It is the policy of the Police Department to permit records inspection and
examination at any reasonable time, under reasonable conditions, and under
supervision by a designated custodian. However, if the nature or volume of public
records requested for inspection, examination or duplication requires extensive
use of resources or clerical or supervisory assistance, a reasonable service charge
based upon the costs incurred for such extensive resources or labor costs of the
employees providing the service, that is actually incurred by the agency or
attributable to it, is assessed.
NOTE: Requests requiring a processing time exceeding 30 minutes are
presumed extensive.
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1. Persons requesting records which require extensive preparation, thus
involving a service fee, are notified of the approximate fee which is paid
before preparation of the record(s).
2. All costs collected for processing public records requests are forwarded
to the Records Division, along with a copy of a completed Public Records
Request Form (if one was completed by the custodian to record the
request).
XI. SUBMISSION OF RECORDS TO THE RECORDS DIVISION:
A. All cases and other documentation assigned a case number are submitted to the
Records Division as soon as practicable. This directive does not intend to limit
investigators' access to new reports until Records Division processing is complete.
Copies of field reports may be transferred to investigators by originating
personnel before they are submitted to the Records Division.
B. As soon as possible, supplemental and other reports completed by investigators
and other personnel must be forwarded to the Records Division to become part
of the case file.
C. The Records Division is notified when a case (having a case number) assigned to
an officer is inactivated or closed. Such notification may be made with a
supplemental report.
XII. NIBRS /FIBRS:
Participation in the National Incident Based Reporting System and Florida Incident Based
Reporting System promotes the development of efficient record-keeping and aids in the
effort to establish a national database of crime statistics. Submission of data is
accomplished through the Florida Department of Law Enforcement, which compiles data
for state law enforcement agencies. Procedures for the collection and submission of
NIBRS/FIBRS data are:
A. The records division receives data directly from offense reports (as provided by
the central records computer).
B. The data is extracted and formulated into an Edit/Error Report, which reflects any
errors in original data entries. The Edit/Error report is reviewed and any errors
are corrected by the records division.
C. The record division converts the corrected data and forwards it to the Florida
Department of Law Enforcement."
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XIII. SPECIAL RECORDS AND INDEXES:
The Seminole County Sheriff's Office maintains (through the Information Services
Division) a number of records that are routinely updated to assist the law enforcement
functions of criminal investigation and crime analysis. These records include, but are not
limited to:
A. Name Index:
1. An alphabetical master name index file that includes the names of
persons identified in field reports, including arrest records. This file
serves as a cross-reference to all documents in which a person has been
named. This information is accessed through one of the following
computer files:
a. Incidents;
b. Booking; and/or,
c. Warrants.
2. Persons entered into the name index meet at least one of the following
criteria:
a. Suspects in criminal activity;
b. Presently or previously incarcerated;
c. Have used pawn services;
d. Victims and witnesses;
e. Persons on community control;
f. Active warrants or writs of capias; or,
g. Active trespass or Injunction for Protection warnings are placed
against them.
B. Index of Incidents by Type and Location:
This index facilitates an analysis of the number and types of incidents compared
with geographic distribution. The type of activities tracked are those identified
by UCR standards.
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C. Index of Property Stolen, Recovered, Found, or Held as Evidence:
The Sheriff's Office tracks property, which has been reported as stolen,
recovered, found, and which is being held as evidence.
D. Criminal History Records:
Criminal history records are accessed through the federal (NCIC) and state (FCIC)
files. The Sheriff's Office maintains a record of all persons arrested by Longwood
Police Department Officers, including fingerprint and photograph records. Arrest
files are recorded according to case and booking numbers, with cross-references
made to OBTS number and name (name index).
XIV. DISSEMINATION OF INTELLIGENCE INFORMATION:
A. C.I.D. personnel are responsible for evaluating and distributing intelligence
information, and are exempt from the security levels described below. The C.I.D.
Lieutenant may authorize the dissemination of information to other law
enforcement agencies. Records management will include documentation of
requests for, and the dissemination of, intelligence information. Dissemination of
intelligence information is governed by a need-to-know basis.
NOTE: Intelligence information masters are stored under secure conditions by
C.I.D. Personnel. Once administrative value is obsolete, disseminated
intelligence information should be destroyed by shredding.
B. Confidential:
Intelligence information labeled/marked "confidential" is considered highly
sensitive, and is only issued to specific employees. Confidential material will be
sequentially numbered, and will be signed for by the recipient (who is responsible
for maintaining security of the information).
1. Confidential information will not be electronically distributed.
2. Confidential information is considered eyes only, and is not intended to
be copied, distributed, or relinquished (however, with permission of the
recipients, the information may be viewed by employees under their
command in a secure [supervised] environment).
3. Confidential information is only approved for viewing by employees of
the Police Department.
GENERAL ORDER
RECORDS MANAGEMENT
GO – 06 PAGE 20 OF 27
4. Confidential intelligence information is defined as follows:
a. Confidential - Executive:
Intended for the chief, and other employees as determined by its
relevance.
b. Confidential - Command:
Intended for command staff to include, as determined by its
relevance, the Director, Chief, and Lieutenants.
c. Confidential - Section/District:
Intended for command staff as determined by its relevance,
which may include sworn personnel assigned to a particular
division or assignment.
C. Law Enforcement Only:
Information labeled/marked "law enforcement only" may only be distributed to
sworn employees of the Police Department. This information may be
electronically disseminated to specified law enforcement officers. Law
enforcement officers not included in intelligence distributions, may request the
information by contacting the C.I.D. lieutenant.
D. Restricted:
Information intended for Police Department employees, including non-sworn
personnel. This information may be electronically distributed. Law enforcement
officers employed by other agencies may receive this information at the
discretion of the C.I.D. lieutenant.
XV. RECORDS DIVISION CASH MANAGEMENT POLICY
It is the policy of the department that all money handled by employees is properly
accounted for and that the receiving site is audited on a regular basis. Additionally, at
least two employees from different areas of the department will oversee the audit to
ensure accountability and to eliminate the possibility of one person controlling or
handling said money.
A. Cash Drawer:
1. A cash register or cash drawer will be utilized to secure all money
received and to make change as needed for each days business.
GENERAL ORDER
RECORDS MANAGEMENT
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2. A receipt will be generated each time the drawer is opened for receipt of
money.
3. Once each week the register will be temporarily closed so that the cash
drawer can be counted and the funds audited against the receipt log.
4. Procedure will be observed by a second person designated by the
Administrative Manager. The second person will ensure that the drawer
is balanced against the receipt log and that all money received is
accounted for. This count will include all money originally placed into the
drawer to make change.
5. When the above procedure is completed the second person will
complete a transmittal form documenting the amounts of cash, checks
and money orders received for the week and the total of each. This
transmittal form will be signed by both employees certifying their
agreement that the count is correct.
6. The second person will then take the funds to city hall and turn the funds
over to the Finance Department. The receiving finance employee will
sign the transmittal form. A copy of the completed form will be made and
left with the funds. The original form will be retained by the Records
Division.
7. The cash drawer will remain locked at all times.
8. The cash drawer will not be opened for any reason other than legitimate
business purposes.
9. Keys to the cash drawer will be maintained by the Records Clerk and the
Administrative Manager. No other keys will exist for the drawer outside
of these two.
10. The weekly receipt records and cash transmittals will be audited annually
by the city’s independent auditor.
XVI. GRIEVANCE RECORDS
A. Grievance Records not significant to an Internal Affairs Investigation will be
maintained in the employee’s personnel file.
B. The retention and destruction of these records will be in accordance with the
guidelines articulated by the Florida Bureau of Archives and Records
Management and the procedures defined by the General Order “Records
Management”.
GENERAL ORDER
RECORDS MANAGEMENT
GO – 06 PAGE 22 OF 27
XVII. CRIMINAL HISTORY
A. The Computerized Criminal History file has been established to provide a readily
accessible means of retrieving offender criminal history information. The Federal
Privacy Act of 1974 requires that a request for a criminal history record include
the purpose for which the information is to be used. In addition, this Act requires
that a log of the requests and purposes is kept and a second dissemination log is
maintained. This agency will establish guidelines for meeting FCIC and NCIC
Regulations, for receipt of information, for dissemination, for security of
information, and the destruction of documents when the information is obsolete,
superseded or the administrative value is lost.
Criminal history information obtained from the Florida Department of Law
Enforcement (FDLE) is restricted in the manner that the information may be used
and limited further in access or dissemination of the information. Criminal history
record information may only be used for the purpose that it was originally
obtained. Those purposes are limited to Criminal Justice purposes.
1. Users must ensure that any criminal history information obtained for
agency use or secondary dissemination is current.
a. If possible, criminal history information shall be queried on the
day it is used since criminal history files are being updated
constantly.
b. When users are finished with history information, it shall be
shredded and not retained in case files.
c. If that information is needed at a later date, the criminal history
shall be re-requested.
B. Dissemination:
1. Criminal history information obtained via FCIC/NCIC is available only to
law enforcement personnel per user agreement. The only criminal
history information available to the public from this agency consists of:
a. Longwood Police Department arrest records;
b. Sexual Offender and Sexual Predator information disseminated
in accordance with current law.
2. The Florida Department of Law Enforcement FCIC Bureau has sole
responsibility for the establishment and maintenance of the FCIC CCH file.
Any questions or requests by the public for criminal history information
should be referred to:
GENERAL ORDER
RECORDS MANAGEMENT
GO – 06 PAGE 23 OF 27
FLORIDA DEPARTMENT OF LAW ENFORCEMENT
User Services Bureau or FCIC Bureau
Post Office Box 1489
Tallahassee, FL 32302
3. A secondary dissemination log is required for all criminal histories that
are released by this agency to another law enforcement agency. Criminal
record data may only be disseminated by this agency to other criminal
justice agencies when it is necessary to further an ongoing joint
investigation. The secondary log will contain at a minimum the name,
rank and agency of the outside agency along with their
case/report/investigation number. The receiving party will sign the log
book prior to receiving the CCH information.
4. Members are individually responsible to ensure that sealed information
pursuant to FSS 943.058 is not released to agencies or individuals that are
not entitled to receive the information.
C. Records Available:
Several types of records are available. Officers should request only those
records that suit the investigative purpose.
1. Florida Online Summary History:
A Florida summary will provide a brief synopsis of the criminal history
including personal description, total number of charges, total number of
convictions, and total incarcerations. It will give a brief listing of the
charges, but no detailed information.
2. Florida Online Complete Criminal History:
A Florida complete history will provide detailed information regarding
personal description, charges, disposition, and fingerprints classification.
3. Interstate Identification Index:
A person may have a criminal history record outside Florida. The NCIC
Interstate Identification Index (III) is an automated system designed to
provide for the exchange of criminal history record information between
states.
GENERAL ORDER
RECORDS MANAGEMENT
GO – 06 PAGE 24 OF 27
a. The Interstate Identification Index contains an index record
consisting of an individual’s name, aliases, physical description,
identifying numbers, fingerprint classification and the state of
the criminal history records.
b. The FBI and participating state agencies provide records available
through the Interstate Identification Index.
4. NCIC Federal Order File (FOF):
This file is designed to provide the Federal portion of records for persons
arrested by a Federal Agency.
5. FBI Automated Identification System (AIS):
This system, maintained by the FBI, contains the complete records for
arrest, disposition, personal descriptors and custody or supervision data
of all offenders reported to the FBI with a year of birth of 1956 or later or
arrested for the first time and reported to the FBI since July, 1974,
regardless of year birth.
D. Security of information:
1. All personnel with direct or indirect access to CCH information shall
maintain that information in a secure manner and shall not access any
information except for official business purposes.
2. The requesting/receiving officer/employee shall sign the appropriate log
book, indicating their receipt of the CCH information and acknowledging
that Florida law prohibits dissemination of the criminal information to
anyone other that Longwood Police Department personnel and is to be
used for law enforcement purposes only. The particular report must be
destroyed upon the completion of the investigation or the original law
enforcement related purpose. The receiving officer/employee is
responsible for the CCH report that they receiving.
E. Receipt of information:
1. An agency dissemination log shall be maintained to document the receipt
of all CCH records requested and acquired by agency personnel for in-
house use.
a. The agency dissemination log will be maintained in the Records
Division at the CCH Terminal. Initial log entries will be made by
the person utilizing the terminal to locate and print the record
and the requesting member.
GENERAL ORDER
RECORDS MANAGEMENT
GO – 06 PAGE 25 OF 27
The initial entries will consist of:
1. The name and date of birth of the subject on whom the
inquiry is made;
2. The name of the agency member requesting the CCH;
3. The signature of the agency member indicating he or she
received the record;
4. The name of the terminal operator completing the
request;
5. The date the inquiry is made;
6. The reason or case number related to the inquiry.
b. Only members who are N.C.I.C. / F.C.I.C. certified can receive
criminal histories information and only for official law
enforcement purposes.
F. Destruction of Records:
1. Copies of criminal histories should not be stored in files. Information
is continually being added and changed in the CCH system so it is
recommended that a new request be made each time a review of
the subject’s record is needed.
2. Although hard copies of criminal histories should be destroyed as
soon as possible, they may be retained until the information is
obsolete, superseded, or the investigative value is lost. Destruction
shall be the responsibility of the requesting member and shall be
accomplished by means of shredding.
GENERAL ORDER
RECORDS MANAGEMENT
GO – 06 PAGE 26 OF 27
Cash Register – Weekly Audit
(To be completed by the appropriate Records Custodian, if used)
GENERAL ORDER
RECORDS MANAGEMENT
GO – 06 PAGE 27 OF 27
Date of Request:______________
REQUEST FOR INFORMATION UNDER THE
FLORIDA PUBLIC RECORDS ACT
SECTION 119.07
Copies of records shall be provided upon payment of the cost of duplication and where
applicable, service charges when the nature or volume of the records to be inspected or copied
requires extensive use of agency resources pursuant to Florida Statute 119.07.
*************************************************************************************************
I. Requestor Information: (Optional)
Name:_______________________________________________________________
Address:_____________________________________________________________
Phone: ______________________________________________________________
II. Description of Records:
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
__________I want copies of the above.
__________I request only to review the material.
*************************************************************************************************
To be prepared by Police Department personnel
III. Written request form prepared by: Requestor or agency personnel (circle one)
IV. Request made: In person or by mail or telephone (circle one)
V. Response to above request:
A. Officer/personnel Name: ____________________________________________
B. Date responded to: _________________________________________________
C. Explanation of items exempted and thus not disclosed:_____________________
_________________________________________________________________
Public Record Request Form Revised 06/2005