NCJ Number
84917
Date Published
1977
Length
324 pages
Annotation
The manual explains how to develop and maintain a basic recordkeeping system designed for small- and medium-size police departments in Arizona. Guidelines cover records management; operational, civil, and jail records; and records distribution and retention.
Abstract
Written procedures for police departments should identify the location where records are to be stored, persons having administrative responsibility for recordkeeping functions, persons authorized to remove records from file, and who may review records. These procedures should also give a clearly defined procedure for temporary removal of records from the file, who may receive copies of the records, who is to be charged a fee for obtaining copies of records, and fees to be charged for duplicating records. Guidelines for operational records pertain to the master name index (a centralized cross-reference file to all department records); offense report file; daily, warrant, and identification logs; criminal history file; evidence; and other mission records. Jail records guidelines cover inmate file, property accountability, inmate requests, bail/bonds, and arrest/booking log while those on administrative (support) records focus on personnel, financial, correspondence, inventory, and statistical information. Other guidelines pertain to security and privacy concerns in records distribution and the retention, purging, and destruction of records. Relevant Federal and Arizona regulations, suggested forms, standard abbreviations, and manuals on records are appended. Figures are included.