Loading...
G.O. 35 LONGWOOD POLICE DEPARTMENT GENERAL ORDER NUMBER: GO - 35 SUBJECT: DOCUMENT IMAGING EFFECTIVE: MARCH 1, 2011 REVISED: NOVEMBER 15, 2022 GENERAL ORDER DOCUMENT IMAGING GO – 35 PAGE 1 OF 3 I. PURPOSE: Establish guidelines for document imaging by police department personnel. II. SCOPE: It is the policy and goal of the Longwood Police Department to reduce the amount of paper and storage used to daily operations. Document imaging will be used to store all records related to Café reports, code enforcement reports, training records, C.I.D. records, and traffic records. III. GENERAL: A. Document imaging provides the ability to convert paper documents into computer files by using electronic scanning devices. Digitally scanned documents can be uploaded into a designated local hard drive or network drive and made part of the official document. B. Electronic reproduction recordkeeping systems may substitute for the original or paper copy, per section 92.29, F.S. An agency that designates an electronic or microfilmed copy as the record (master) copy may then designate the paper original as a duplicate and dispose of it in accordance with the retention requirement for duplicates. IV. DEFINITIONS: A. Document Imaging: The process of scanning documents or images and transferring them into a computer file. B. Café Record: A compilation of records, graphics, forms and documents related to a specific case number within the Café database. GENERAL ORDER DOCUMENT IMAGING GO – 35 PAGE 2 OF 3 C. Scanner: A device that scans an image or document for use or storage on a computer. D. Portable Document Format (PDF): A computer file format for the transmission of a multimedia document that is not intended to be edited further and appears unaltered in most computer environments; also: a document that uses this format. V. DOCUMENT IMAGING: A. Documents collected by employees that do not fall under the classification of evidence will be forwarded to the records section through their chain of command. All documents must be complete with dates, signatures, and the corresponding case number. B. Documents that are entered into evidence such as contracts, legal documents, identification cards, social security cards, letters, notes, etc. will be photocopied and forwarded to the records section before the property is submitted into evidence. The records section will then scan and upload those documents into Café. C. Documents pertaining to a law enforcement incident or Café record must be scanned; which will automatically convert the documents into Adobe’s Portable Document Format (PDF) file format to ensure the full encapsulation of the specimen or original. The records section will be responsible for scanning all related documents for each case and uploading them into Café. D. The records section will electronically archive arrest and capias records and supporting documents into Café. All original documents from an arrest or capias report, along with all SAO transmittal sheets, will be forwarded to the state attorney’s office. E. Employees who have recovered or produced digital images will be responsible for uploading those images into evidence.com F. To archive a document into any designated file or network drive, the records section must ensure the following is accomplished and verified: 1. All physical documents are counted and visually inspected before scanning. 2. Each document is accurately scanned by the scanner. GENERAL ORDER DOCUMENT IMAGING GO – 35 PAGE 3 OF 3 3. Each scanned document is readable by sight and shown to reflect the data accurately within the resulting PDF file. 4. The PDF file must be archived to a designated local hard drive or network drive. 5. The resulting PDF file is accurately uploaded and saved into the corresponding Café record, or designated local hard drive or network drive. G. FCIC/NCIC records can be scanned into a PDF file format and uploaded into Café. It is prohibited to scan a criminal history record into a PDF file format and upload it into Café or any other hard drive or network drive. H. All records that are not related to a Café report such as training records, inspection reports, C.I.D files, etc. will be uploaded and archived into a designated local hard drive, network drive, or an electronic storage server. This will be accomplished by the creator of the document. VI. DESTRUCTION OF DOCUMENTS: Documents collected by employees that have been scanned into a PDF file format and archived into a designated local hard drive or network drive will become obsolete. The records section will then destroy the obsolete records in accordance with the records retention schedules.