Sample Template

City of Great Clerks

Records Section Manual

This is a sample rough guideline of what, in part, should be included in a Records Manual. It was created only as a partial guide to provide ideas and suggestions for you. Feel free to edit this sample and develop it further for your agency.
TABLE OF CONTENTS

Foreword………………………………………………….………………..p.

Acknowledgements………………………………………………………..p.

New employee orientation………………………………………………..p.

Duties, responsibilities, and chain of command…………………….….p.

Job Tasks…………………………………………………………………..p.

Cash Register Guidelines…………………………….………………….p.

Fee Schedule………………………………………...……………………p.

Desk Clerk ………………………………….………………………..…....p.

Foreword

This manual is designed as a training tool as well as a reference manual for the policies and procedures of the Records Section. This manual is not a contract between any employee and the ….. Police Department or the City of ….. It has been created to create protocolin the performance of the Records Section duties and responsibilities, and to provide a readily accessible, comprehensive guide to how the Records Section functions. Records Section employees should refer to ..Rules and Regulations, …..Employees Association contract, and Standard Operating Procedures for any issues not covered in this manual.

New Records Section employees should review this manual, Rules and Regulations, Police Department Rules and Regulations, the City of …. Employees Association contract, and Standard Operating Procedures as part of their orientation. The organizational structure of the Department should be explained to the new employee as part of his or her orientation and the new employee should be provided the Departmental organizational chart as well as the …. Division organizational chart. Policies and procedures relating to high liability areas should be explicitly explained to any new employee.

New employees will undergo training as determined in this manual and by the Records Supervisor. This training will include assignments in each assigned job task in the Records Section. Records Clerks will assist with the training of any new employee, including new Records Supervisors.

The Records Supervisor is responsible for the maintenance of this manual which includes providing changes and/or updates as needed. Any changes to the manual should be provided to all Records Section personnel as they occur.

Acknowledgements

This manual was created (date). All of the below listed Records Clerks contributed their knowledge and expertise to assist with its creation at the direction of (supervisor).

Mr. Grate Seminar

Mrs. Lotta Gudinfo

Mr. Leonard Alott

…

Our Mission:

Insert Mission Statement

Records Section Manual 1 of 21

New Employee Orientation

When a new Records Clerk is employed, he/she shall be issued the following items:

  • Standard Operating Procedures (SOP) book
  • City of …. Rules and Regulations
  • …. Police Department Rules and Regulations
  • City of ….. General Employees contract
  • Police employee identification and accesscard
  • Report Writing Manual
  • State of Florida General Records Schedules
  • Public Records: A Guide For Law Enforcement Agencies
  • FCIC/NCIC/UCR Manuals
  • Organizational charts

As part of the orientation for new employees, the employee shall meet with the Records Supervisor during which introductory information will be provided and questions will be answered. A tour of the department shall be provided and the organizational structure of the department should be explained to the employee to provide an understanding of how the department operates and what each bureau and division is responsible for.

The employee shall be introduced to the Records Section and its various components will be explained. A brief description of each job task should be given. The employee should be instructed to review the books and manuals issued to him/her. High liability S.O.P.’s and rules and regulations should be reviewed with the employee.

The Records Manager will coordinate the training program for the new employee and if necessary, seek available training courses in the areas of public records law and records management. The new employee should attend the State of Florida Basics of Records Management course if necessary.

Any new employee to the records section shall receive a memo from the Records Supervisor which indicates what items have been issued to the employee, a request to review the books and manuals issued, and a listing of the performance standards for the position (see appendix for examples).

Records Section Manual 1 of 21

Records Personnel Duties and Responsibilities

and

Chain of Command

Sergeant

The Records (Sgt.,Lt, Capt) oversees the Records Section and the Data Management Unit. In addition to the duties and responsibilities of this position as described in the City of …… job description, other related duties include but are not limited to:

  • Oversight of Records Section operations and budget, employee leave banks and performance, and implements procedural changes and policies as needed.
  • Ensures compliance with established records management procedures and regulations
  • Procurement of records management and law enforcement related software and hardwareas needed.
  • Management and oversight of information technologies and records management related projects
  • Liaison with the IT Department and your software vendor
  • Oversight of annual records disposition process
  • Chairs Computer Committee meetings and managesmeeting agendas and minutes

Records Custodian (supervisor)

The Records Supervisor manages the Records Section and all Records Clerks. In addition to the duties and responsibilities of the Records Supervisor as described in the City of …job description for this position, other related duties include but are not limited to:

  • Management of Records Section operations, monitoring of employee leave banks, and oversight of employee performance
  • Manages all court ordered seal/expungements
  • Maintenance of police involved shooting files
  • Management of annual records disposition process
  • Fulfillment of research requests
  • Accreditation reports
  • Purges
  • Monthly/weekly crime stats to the Chief of Police and Senior Staff
  • UCR Reports (annual and bi-annual)
  • Daily cash reconciliation and deposits
  • Monthly Records income reports to Major
  • Maintenance of supplies for Records Section

The Records Supervisor may assign records related duties to the Records Clerks as deemed necessary which are not explicitly listed in a job description or in this manual. The manager should assign records related duties as necessary to ensure completion of tasks.

Records Personnel

Records Personnel are responsible for all duties and responsibilities as described in the City of ….. job description for this position. Other related duties include but are not limited to:

  • Mail distribution to the Department
  • Filing/Faxing
  • Answering phones
  • Processing of public records requests from employees and the public
  • Document Imaging
  • Research
  • Accreditation requests
  • Training

Chain of Command

The chain of command for the Records Sections should be strictly adhered to. Any need arising that requires an employee to not follow this chain of command should be done so in accordance with the …. Police Department Rules and Regulations. The Records Section chain of command is as follows:

Chief of Police

Assistant Chief of Police

Technical Services Division Commander (Major)

Technical Services Division Lieutenant

Records Sergeant

Records Supervisor

Job Tasks

There are seven assigned job tasks in the Records Section:

CLERK I

  1. Deskclerk
  2. Mail/background check processing
  3. Traffic Citation Management
  4. Accident Report Management

CLERK II

(rotated monthly; see appendix example)

  1. Report check-in
  2. Arrest and Supplement entry
  3. Validation and Property Loss Report entry

1. DeskClerk

The desk clerk is responsible for all transactions, providing requested information, service and/or directing the public to appropriate departments. All payments received at the desk are in the form of cash or check only. Bills over $20.00 are not accepted unless the service fee is the same or half the amount of bill. The following rules should be adhered to when accepting checks:

  1. The name and address on the check must be printed and not written.
  2. Checks should be for the amount due only.
  3. No blank checks

Please note that a Public Records Request form must be filled out for ALLrequests for public documents and attached to the report or filed in the research cabinet.

Cash Register Guidelines

The following steps should be used when processing transactions on the register:

Regular Sale Items:

Special Price Items:

To open register for change:

To delete transaction if not yet totaled:

*REFUNDS – See Supervisor

Fee Schedule

Accident Report$0.15/per page

double sided page$0.20/per page

Incident/Investigation Report$0.15/per page

All other documents$0.15/per page

double sided page$0.20/per page

Letters of Good Conduct$15.00

Traffic Homicide Report$30.00

Fingerprinting$15.00/card

Report Certification (true copy)$1.00

Public Notary (Department documents)$1.00

Public Notary (personal)$10.00

911 Tapes$15.00

Improper Equipment Statues$4.00

316.610

316.2935

Research*Salary rate

*15-minute increments

The desk clerk is responsible for the following tasks:

1)Providing copies of Incident/Investigation, arrest, and crash/homicide reports to the public

2)IssuingLetters of Good Conduct

3)Fingerprint/Application photographs transactions

4)Notarizations

5)911 Tape

6)Improper equipment citation transactions

7)Processing subpoena, witness, cost recovery checks

8)Certifying copies of documents

9)Research requests

1) Providing copies of Incident/Investigation, arrest, and crash/homicide

reports to the public:

Copies of incident/investigation reports, arrest forms, crash reports, and other documents may be requested at the desk. Prior to releasing any document, the clerk must ensure it is eligible for release as per public records laws, active investigation restrictions, and availability.

  1. Incident/Investigation reports
  1. Ensure report is approved for release by….
  2. Check if the call was placed via 911. If so, the caller’s information must be redacted throughout the report prior to release.*

*When redacting information from reports, the report is copied and

the information must be blacked out. Then photocopy the copy

that is blacked out to ensure the information is not readable.

  1. Check page 1 of the report to ensure it is not flagged confidential and/or sealed. If so, determine if the report can be released or if certain information must first be redacted.
  2. Check the involvements of the report for any supplements, related arrests and crashes to determine if these reports are requested as well.
  1. The following reports are confidential:

Sexual Battery: not released by Records Section. Request must be referred to …..

VIN/SIS Reports:not released by Records Section. Request must be referred …..

Child Abuse Reports: Always contact the …. for approval to release the report. Once approved, redact the victim’s name throughout the report and any other information which would reveal his or her identity in accordance with proper redaction procedures.* Write the name of the person authorizing release on the public records request form and send a copy of the request to the Youth Services Unit.

Juvenile Reports:

  1. Arrest Reports
  1. Arrest reports are public record except …..
  2. To provide copies of arrest reports…
  1. Crash/Homicide Reports
  1. Crash reports are confidential for a period of 60 days after the report is written. However, such reports may be made immediately available to the parties involved in the crash, their legal representatives, their insurance companies and agents, prosecutorial authorities, and certain print and broadcast media. First determine if 60 days have passed and if the report is public record. If so, then check if report has been reviewed and is available for release. Open hit and run accidents may not be released until closed.
  2. A person must present a valid driver’s license or other photographic identification, proof of status or identification that demonstrates his or her qualifications to access that information, and fill out the State of Florida sworn statement form stating that information from the crash report will not be used for any commercial solicitation of accident victims, or knowingly disclosed to any third party for the purpose of such solicitation, during the period of time that the information remains confidential.

2) Providing Letters of Good Conduct:

These lettersattest to good conduct in the City of … only. These are for residents* …. and are for the time period lived in ….. This letter requires a current driver’s license and two (2) pieces of mail indicating …. as a home address (not a business address). Those requesting letters of good conduct who at the time of the request do not live in …., must provide previous address, present address and time period lived in ….

To process a Letter of Good Conduct the following steps must be followed:

  1. Fill out the Certificate of Good Conduct form indicating their name, home address, number of years they have lived in …., weight, hair and eye color, height, date of birth, place of birth.
  2. The clerk processing the background will check his/her background via RMS, ….. systems, the card file and the seal/expungement cabinet (if applicable) and will initial the form indicating they have completed the background check. Once complete, the Records Clerk completing the letter will sign the form and place it in the Letters of Good Conduct binder. Please note that if an arrest is found, you must type the arrest information on the letter.
  3. The fee of $15.00 is collected to complete the transaction.

3) Fingerprint/Application photographs transactions:

Those requesting fingerprints must provide their own fingerprint card and must provide proof of citizenship. If they are a U.S. citizen, they must present one of the following documents:

  1. United States passport
  2. Voters registration card
  3. Birth certificate
  4. INS Naturalization Certificate

If they are a Non-U.S. citizen they must present one (1) of the following documents:

1. INS employment authorization document

2. INS resident alien card

3. INS H-Type specialty visa

4) Notarizations:

We provide notary services for all Department and personal documents.

5) 911 Tapes:

911 Tapes received from Communications will be kept in the corresponding file cabinet with notifications sent and documented using the 911 Notification Log.

Records clerk will forward the tape and notification log to the

6) Improper Equipment Citation Transactions:

Those requesting to pay for their improper equipment citation may do so by the DESK CLERK Officer for statues 316.610 and 316.2935.

7) Processing subpoena, witness and cost recovery checks:

Records clerks processing subpoenas will verify that the Department personnel being subpoenaed is currently an employee and will stamp the subpoena “received” with the date and also initial indicating receipt of such.

Witness and cost recovery checks will be processed specifying as such in RMS indicating the name of the Officer(s) the check was issued to.

8) Certifying copies of documents:

Records clerks may certify documents once verifying that the document is in fact a true copy. It will be stamped advising that Records will keep the original document on file.

9) Research requests:

Requests for crime data or other statistical research may be performed by any Records Clerk. It must be reviewed and approved by the Records Supervisor prior to release and/or sale. The Records Section is not to release information until it is reviewed.

2. Mail/background check processing

Incoming mail is processed the same day as received, unless it is received late in the afternoon. When mail is opened, it is to be time stamped, processed and corresponding paperwork filed accordingly.

Processing background checks require checking the … RMS systems as well as the card file and the seal/expungement cabinet (if applicable). It is required that the seal/expungement cabinet be checked when the person is a candidate for employment with a criminal justice agency, admission to the Florida Bar, seeking employment or licensed by HRS to work with children, the disabled, or elderly and employment involving the Department of Education or local agencies that license childcare facilities.

The Records clerk assigned to mail/background check processing also performs the following tasks:

1) Entering repossession and private tow logs

2) Entering Field Interrogation cards

3) Entering felony registrations

4) Processing State Attorney requests

5) Processing requests for reports that were sent via mail/fax

6) Filing

1)Entering repossession and private tow logs:

The following information must be entered when entering tows in the Vehicle Module and the Tow/Impound Module:

PRIVATE TOWS:

1)Date and Time

2)Towing Company

3)Make, Year and Color of Vehicle

4)Vehicle Tag and Identification Number

5)Owner

6)Location

7)Operator ID (within the Officer Section)

8)*Additional information from the teletype attached.

REPOSSESSION TOWS:

1)Date and Time

2)Finance Company

3)Make, Year and Color of Vehicle

4)Vehicle Tag and Identification Number

5)Owner

6)Location

7)*Additional information from the teletype attached

1) Entering Field Interrogation Cards:

All information from the Field Interrogation Notice card must be entered in the Field Contact Module:

1)Case Number (if applicable)

2)Date

3)Time

4)Reason

5)Address (and business address/telephone if applicable)

6)Name

7)Race

8)Sex

9)Date of Birth

3. Traffic Citation Management

Citations are comprised of the following:

1) Traffic

2) Parking

3) Boating

4) Warning

5) DUI

6) Void

TRAFFIC CITATIONS:

1) Retrieve citations from the roll call room and Records tray. They should be sorted by date and if a citationis 5 days old or more, the blue copy needs to be time stamped on the back and entered as first priority. All traffic citations will be entered as traffic in RMS.

2) All traffic accident citationsare to be given to the accident clerk. They will check the witness list, the tag of the vehicle and confirm that the name on the ticket matches with the name on the accident report.

3) Traffic transmittal reports should be printed daily at 3:00pm for that day. To print transmittals, click on report, hit citation type (select Traffic), and enter the date range which is the date the citations were entered. Gather all citations entered and place them in numerical order. Check citations entered against the transmittal report to ensure that all citationsmatch (i.e. name, ticket number, etc.). Then separate the white and blue copy. The white copy is sent to the court and the blue copy is retained in Records.