The GACP | Accenting Professional Law Enforcement Through ...
|Chapter 14 |Effective Date: |January 1, 2019 |# of Pages: |27 |
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|RECORDS INFORMATION MANAGEMENT | | | | |
|SYSTEM | | | | |
| |Revised Date: |January 1, 2019 |Distribution: | |
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| |SPECIAL INSTRUCTIONS: GEORGIA LAW ENFORCEMENT CERTIFICATION PROGRAM (GLECP) STANDARDS INCLUDED: 7.1, 7.2, |
| |7.3 |
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ATTENTION CEO: The agency’s Management Information System (MIS) services may be provided within the department, governing authority, or independent contractor. This policy needs to be modified to properly describe the service delivery within the agency as well as the department’s Records Management System (RMS). Codes and other items specific to the agency and its record systems must be modified accordingly.
Purpose
The Management Information System (MIS) Unit is responsible for managing the Department’s computer systems, serving as system security and system coordinator. It provides information and support to other components of the Department, researches and designs programs for the Department and computer system, serves as computer coordinator, and responds to user requests and problems regarding hardware and software.
Policy
It is the policy of the _________ Police Department to operate and maintain various systems designed to manage data, information and other hardware and computer systems intended for the assistance to employees in achieving the Department’s mission.
III. Definitions
A. User - person who utilizes the system on a regular basis or makes periodic requests of the system.
B. Records Management System (RMS) - refers to the computerized system the Department uses to record catalog, retrieve, and analyze data collected by the agency and other sources. The RMS is comprised of combinations of hardware components and application software, but includes all other data gathered by
peripheral hardware, software, employee input and other human and electronic resources.
Administrative Reporting System
The administrative reporting system will provide management with information regarding agency activities on a daily, monthly, and annual basis.
A. The (shift/section) report shall be completed at the end of each shift or detail and is a summary of police activity that occurred within that shift and will be transmitted via electronic mail and other means, as necessary, to all personnel. The (designated position), will be responsible for this report.
B. The monthly activity report shall be a summary of agency activity and include activity totals for criminal activity, service activity, and arrests. This report is the responsibility of the (designated position) and is to be generated through the use of the computer system. The report will be transmitted via electronic mail and other means, as necessary, to Department Supervisors.
C. An annual summary of comparative data and statistics relating to the various components of the agency will be compiled by the (designated position). The Chief of Police may use this summary in determining the success of various programs, setting future agency goals, and determining budgeting needs.
A schedule of all periodic reports, reviews, and other activities mandated by applicable state certifications standards will be maintained by the (designated position). The schedule may be reviewed at Command Staff meetings to ensure that all tasks are being completed.
Management Information System Administrative Responsibilities
A. MIS (employees/contractors) shall serve as the day-to-day managers of all agency hardware, software, data devices, telephony, and computer-related processes. On-going duties include but are not limited to:
1. Conducting and verifying the Records Management System backup procedures, including at least weekly verification of data integrity.
2. Monitoring systems components for proper configuration, capacity, and function.
3. Contacting and coordinating outside support resources and arranging necessary maintenance, repairs, or upgrades.
4. Managing and completing Help Desk work orders and other requests for hardware and software assistance.
5. Perform an annual evaluation of all system components and processes and forward any recommendations in writing to the Chief of Police via the chain of command.
C. The (designated position) is responsible for coordinating the activities of MIS personnel.
D. All personnel are responsible for helping to ensure the smooth day-to-day operation of the system by notifying the MIS or designee of problems and potential problems utilizing a computer work order, or direct communication in an emergency.
Case Numbering System
A single case numbering system is used by the ___________ for all case numbers assigned to personnel of the ________ Police Department. Unique case numbers are assigned in sequential numerical order by dispatchers through a Computer Aided Dispatch (CAD) system. Case numbers are not omitted or duplicated. If a case number is canceled, a record of the cancelation shall be made in the CAD system.
Case numbers will have eight (8) digits. The first two (2) digits represent the year, followed by a dash. The remaining numbers are the generated case number. For example, the first case number assigned in 2012 was 12-000001. The next case number was 12-000002, etc.
VII. Status of Reports
After a report has been reviewed and approved by a Supervisor it shall be submitted to the Records Section no later than the next business day. The (designated position), shall use a CAD Case Report Summary printout to compare case number against the Daily Work Allocation Report to ensure that the original report has been received by the Records Section.
During the approval process, a Supervisor may assign a case for further investigation. The name of the Officer/Detective assigned for follow-up will be entered into RMS. Supervisors shall enter the deadline into the RMS for a status update within ten (10) days of the assigned date. The Officer will be responsible for reviewing the case and submitting a status update before the deadline. Supervisors shall be responsible for ensuring assigned cases are updated according to the prescribed schedule and all follow-up reports are submitted in a timely manner.
Data Entry (GLECP std. 7.1a,b,c)
A. Incident Reports
1. Incident Reports shall be accurately entered into the Records Management System (RMS). Reports should be completed in a timely manner, either during or shortly after the shift on which the incident was reported. Supplemental reports will be entered by the appropriate officer or detective during follow up.
2. All documents, images, or electronic files will preferably be added to the RMS and linked to the correct incident report(s), or in some cases, entered into the Property and Evidence Section.
3. Original and supplemental reports will be reviewed by the appropriate Department Supervisor as soon as possible after submission. Supervisors shall return the report to the originating Officer for correction if there are errors.
4. Upon final approval, the Supervisor will electronically forward all reports to the Records Section.
5. The Records Section shall audit all reports for accuracy, completeness, and NIBRS compatibility. If discrepancies are noted that need correction by the Officer, the Records Section will notify the Officer through the chain of command.
6. Upon final completion, the Records Section will move each report to the partitioned area of the system to maintain long-term integrity and guard against accidental changes. All partitioned reports should be visible to Department members based on normal user permissions, but in a read-only capacity. Reports may be moved out of the partitioned area for further processing at the discretion of a division commander.
7. At the discretion of the Chief of Police, certain reports may be temporarily locked from general view during an active investigation.
E. Traffic Collision Reports
1. Traffic Collision Reports shall be completed accurately by the investigating Officer, using the current State and departmentally approved reporting system. Reports should be completed in a timely manner, either during or shortly after the shift on which the incident was reported.
2. Supervisors shall be responsible for reviewing each Traffic Collision Report for accuracy and completeness. Supervisors should review and approve or disapprove each report. The reports will be maintained on the approved record maintenance system.
F. Field Interview Reports
1. Field Interview Reports (FIR) will be entered accurately into the RMS by the originating Officer/Detective during their tour of duty.
2. Supervisors shall be responsible for reviewing each FIR for accuracy and completeness. Upon approval, the FIR should be forwarded electronically to the Records Section.
3. The Records Section shall be responsible for auditing all FIRs for accuracy, notifying the Officer/Detective’s Supervisor of any errors.
G. Traffic Citations
1. Officers are responsible for accurately entering traffic citation information into the appropriate citation software, which forwards the citation automatically to the RMS via the designated manner.
6. With Supervisor’s approval, Officers may issue paper citations which will be forwarded to the Records Section. The Records Section is responsible for manually entering paper citation data into the RMS.
7. The Records Section shall review each citation and written warning submitted to the RMS, and verify that the offense location is properly geo-coded. The Support Services Operations Supervisor, or their designee, will coordinate with the (designated position) if assistance is needed in verifying the location or other data.
H. Data Entry Standards
1. Data entered into all Police Department paper and electronic records must comply with the Data Entry Standards outlined in Appendix A (Data Entry Standards).
2. Every Supervisor and Manager in the agency is responsible for ensuring that data is accurate, as complete as possible, and in conformance with the Data Entry Standards.
I. Evidence and Property Data Entry
A Property and Evidence Custodian shall be responsible for the entry of all evidence and property records within twenty-four (24) hours after having received them.
J. Training Data Entry
The Training Unit shall be responsible for the entry of all academy / technical training, formal education, and various qualifications and certifications after having received a record of said training or qualification.
K. Personnel Data Entry
The (designated position) is responsible for accurate entry into the RMS of all personnel data including, but not limited to:
1. Commendations/Awards
2. Promotions
3. Disciplinary action
4. Assignments and Transfers
5. Payroll changes, and
6. Personal information
L. Issued Equipment Entry
A Property and Evidence Custodian is responsible for accurate entry into the RMS of all Department and individual-issued equipment.
M. Vehicle Fleet Data
A Property and Evidence Custodian is responsible for the accurate entry into the RMS of all vehicle fleet maintenance, repair, and fuel use data.
Accountability for Traffic Citations (GLECP std. 7.3 a, b, c)
Traffic citations shall be accounted for from the point of issuance to individual Officers through final adjudication by the court.
A. Issuance of Manual Citation Books
After the issuance of a manual citation book, the Officer shall initiate a record of the citation book to include citations numbers, Officer’s name, and the date issued. After completion, the record shall be turned into a Supervisor for approval.
B. Issuance of Electronic Citations
The department’s MIS Unit will be responsible for assigning ticket ranges for the electronic citation system. Electronic citation numbers are issued to Officers at the point of submission and then uploaded into the Records Management System.
C. Citation Audits
1. A documented citation audit shall be conducted annually by the (designated position). The audit shall consist of a sufficient representative sample of electronic and manual citations to ensure citations are accounted for.
2. If deemed necessary, the Chief of Police or their designee may direct any additional audits to be conducted on electronic or manual citations.
3. Lost or stolen citations shall be reported to the (designated position) via written memorandum.
4. The (designated position) shall make every effort to locate the citation and, if not found, shall prepare a memorandum to the Chief of Police.
5. The memorandum shall list the citation number, results and explanation of the investigation of lost or stolen citation, and action taken.
N. Security of citations
1. All un-issued electronic citations will be password protected and maintained by the MIS unit until issued.
2. All un-issued manual citations will be maintained in a secure area, accessible to Supervisors, until time of issuance.
Privacy and Security of Central Records
Designated hard copy agency records will be maintained in the Records Section with accessibility for operations personnel, 24 hours a day. Electronic agency records are
accessible to agency personnel at all times, via the Department’s RMS, with security
access and limitations inherent within each user’s log-in and password. Passwords shall be in compliance with the standards as determined by the (designated position).
Physical access to the Records Section is electronic key controlled access, limited to employees and contractors with a legitimate need for access.
Release of Agency Records
Persons requesting information and/or records shall make request by telephone, mail, electronically, digitally, or in person at the Records Section.
Records will be released in accordance with Georgia’s Open Records Act. If a question arises concerning the release of records, the (designated position) will make the determination as to the release.
Distribution of Reports/Records
Incident and supplemental reports are completed in RMS and are stored electronically. Accident reports will be stored in the departmentally approved RMS. Copies of originals or computer printed copies shall be used when records are requested. Exceptions are for confidential investigations, until such time as the investigation is completed.
The Department also participates in the National Incident Based Reporting System (NIBRS). The records gathered are submitted electronically to _____________.
Anytime an employee completes a report of a juvenile or adult that needs follow-up action by the Department of Family and Children Services or Adult Protective Services, the employee will fax or email the report to the appropriate agency utilizing an agency fax machine or device.
Criminal History Records
The computerized criminal history files for the state of Georgia are maintained by the Georgia Crime Information Center (GCIC). At the Department, criminal history records are generated within the (Locations). All areas have controlled access and each computer with access to GCIC must be accessed via a user name and password. It is the responsibility of all personnel accessing GCIC criminal history records to ensure that the records are properly disseminated. The following reflects the various situations in which criminal histories may be obtained:
A. Officers may receive criminal histories for investigative purposes.
B. With a signed consent form, criminal histories are generated for:
1. All persons who desire to participate in the Ride-Along Program or the Citizen’s Police Academy.
2. Persons who wish to have a copy of their own criminal history.
O. With a signed open records form, persons can receive limited criminal histories on other persons.
Security of the Central Records Computer System
To ensure the integrity of the Department’s Records Management System and all associated electronic data stored on-site, the Department has developed on-going security processes.
A. Storage/System Backup
1. The Department’s computer servers are securely stored (Location). Limited authorized access is controlled through (list type of locking system) to the room.
2. The Department MIS personnel shall backup the Records Management System on a regular daily basis, or more often if necessary.
3. The backup will be completed within the guidelines of the proper electronic processes, and that backup shall be transferred to a backup medium and server.
4. At least one full backup shall be transported to and stored in a bank safe deposit box on a weekly basis.
5. MIS personnel, the Support Services Operations Supervisor, and other personnel designated by the Chief of Police shall have access to the bank safe deposit box.
6. On a weekly basis, MIS personnel will verify that the backup procedure was successful.
P. System Access Security
The Records Management System has controlled access via an employee specific user name and password. Passwords shall not be shared with anyone. The
level of access an employee has within the Records Management System coincides with the individual’s position in the agency.
Q. Password Audits
At least annually the (designated position), or their designee, shall conduct an audit of all user names and passwords. This audit will serve to maintain the integrity of the system and the security of the records contained in the system.
Off-Site Electronic Data Storage
In instances where electronic data is stored off-site using an outside service provider (i.e. PowerDMS, Guardian Tracking), the Department shall establish a written agreement with the service provider to address the following:
A. Data Ownership
B. Data Sharing, Access and Security
C. Loss of Data, Irregularities and Recovery
D. Data Retention and Redundancy
E. Required Reports (if any)
F. Special Logistical Requirements and Financial Arrangements
Disaster Recovery
A. In the event of a total or partial failure of data, hardware, or systems, the MIS personnel will take immediate action to restore systems, data, and all functions. After conferring with the Chief of Police, or their designee, MIS personnel are authorized to contact outside resources if needed.
B. The MIS personnel shall be responsible for providing a written report of all hardware, software and system process failures to the Chief of Police through the chain of command. This report should include at a minimum:
1. Diagnosis of the problem(s) and cause(s)
2. The area(s) and/or function(s) affected
3. Steps taken to correct the problem and resume operations
4. Recommendations on how to avoid the problem or failure from recurring.
R. The MIS personnel shall be responsible for developing and maintaining a written Disaster Recovery Plan that outlines the following:
1. Detailed description of the department computer system backup procedures
2. Detailed description of any offsite data storage procedures, including the physical location and method and frequency of data transfer
3. Schematic mapping of all police department network operations, including all connections with department mobile units, and locations outside the Police Services Center (City Hall, other departments, etc.).
Internal Records Maintained Outside of the Records Section
Most reports generated by the Department are maintained in the Records Section. Some records, usually those of an administrative or confidential nature or containing such information that renders them more appropriately stored in a specific unit or section, are maintained by various operational components and outside of the Records Section. The records include, but are not limited to the following:
A. Office of the Chief of Police - Personnel files, personal correspondence files, grievance files, disciplinary records, and critical incident review files.
S. Criminal Investigations Division - Investigative case files and informant files.
T. Support Services Division - Professional Standards files, use of force reports, employment testing materials, training records.
U. Patrol Division - Selective traffic enforcement records, active extra patrols, radar/laser records, completed ride-along forms.
STANDARD OPERATING PROCEDURE
ISSUED ___________ EFFECTIVE____________
S.O.P. 14-1 Use of Computers and Related Technology
Policy
It is the policy of the __________ Police Department to regulate the Department’s computers and related technology and the manner in which they are used.
Procedure
A. Use of Computers
1. Only the employees of the _________ Police Department and other designated persons are authorized to use or access the Department’s computers.
2. Employees will only use computer software and related equipment in the direct performance of their assigned duties unless authorized by their Division Commanders.
3. Employees are required to submit a computer work order for all hardware or software problems and installations.
4. Any removable storage device or other files introduced into Department computers must be scanned for potential virus infection.
V. Use of Software
1. Request for new software will be made through the office of the Chief of Police, or their designee.
2. No unapproved software shall be installed into the Department’s computers.
3. No software from the Department shall be copied for personal use.
4. No employees shall use the Department’s computer to develop software to be used outside the Department.
5. Any software developed on the Department’s time is the property of the ___________ Police Department/City of __________.
6. All software must be installed and/or uninstalled by a Department approved MIS employee and will be subject to review at any time.
7. Employees will comply with the copyright and licensing restrictions of all software applications.
8. Employees will not manipulate or alter current software running on agency owned mobile, desktop, or handheld computers unless legally authorized.
W. Use of Electronic Mail
1. Internet e-mail to and from the __________ Police Department shall be for conducting business only. No personal messages are allowed.
2. All messages between mobile computers should be business related and for law enforcement purposes only.
3. All e-mail and messages are the property of the _______________ Police Department / City of _______________, may be retrieved, and are subject to review.
X. Use of the Internet
1. All employees who use the City of _______________ / _______________ Police Department’s Internet service shall use the service for official business only.
2. The Internet service will not be utilized to access any non-job-related web site for personal use.
3. Personal use of the Internet service is a privilege limited to the employee’s personal time and must be pre-approved by the employee’s Supervisor.
4. Employees should understand that sites visited, number of times visited, and total time connected to each site are maintained and are subject to review.
Y. Security
1. Employees of the _______________ Police Department that need to access the Department’s computers have an individual password that allows them to access the system.
2. An employee may not share or offer the use of his or her password so that anyone else may gain access to the system.
3. Unauthorized use of another employee’s password is prohibited.
4. No personal computer hardware is authorized for use by employees on Department computers.
Z. Expectation of Privacy
1. All information generated, stored, or maintained by employees within the Department computers is the property of the _______________ Police Department and is subject to review.
2. Employees do not have a right to privacy regarding any personal or business-related information stored in the Department computers.
3. The e-mail system is the property of the _______________ Police Department / City of _______________. All messages are viewed as Police Department messages and not personal, confidential messages of the employee.
AA. Telephone Use
1. Personal use of the Department’s telephones should not be excessive. Personal calls should be limited in frequency and duration and should not interfere with the employee’s job performance.
a. Employees shall make long distance phone calls only when necessary and in the official performance of their duties.
b. Personal long-distance calls shall not be charged to the _______________ Police Department.
8. Voice mail on all extensions may be subject to review by order of the Chief of Police, or their designee.
AB. Use of Agency Material
1. All photographs, images, recordings, or other material captured, recorded, or secured by other means with Departmental issued equipment or personal equipment used while on duty is the property of the ______________ Police Department.
2. Agency material shall only be disseminated in an official capacity and only to persons that are authorized to receive such information.
3. Employees are prohibited from disseminating agency material for other than official duties without permission from the Chief of Police.
STANDARD OPERATING PROCEDURE
ISSUED ___________ EFFECTIVE____________
S.O.P. 14-2 News Media/Release of Information
Policy
It is the policy of the __________________ Police Department that personnel are committed to cooperate fully with news media representatives in support of their First Amendment rights. Personnel will provide factual and timely information on a fair and impartial basis without jeopardizing the rights of victims or persons accused of crimes or compromising sensitive investigations. Information will be released in compliance with the Georgia Open Records Act O.C.G.A. 50-18-70.
Public Records
A. Except for the restrictions cited in this policy, miscellaneous incident, arrest, and other criminal incident information on file of a routine nature are considered to be in the public domain and will be made equally available to all news media representatives.
AC. Special news releases that concern a recent event, arrest, or crime will be available to all news representatives.
XX. Procedures
A. Duties of the Public Information Officer
1. Distribute information to the media and employees within the agency following __________________ Police Department policies and procedures;
2. Be available for on-call response to the media;
3. Inform the media of major public events requiring an extended presence of Departmental personnel;
4. Assist the media with covering routine stories and at the scenes of incidents;
5. Coordinate release of authorized information concerning confidential investigations and operations.
6. Coordinate and authorize the release of information about victims, witnesses, and suspects;
7. Develop positive working relationships with local media representatives by:
a. Establishing working guidelines;
b. Determining local media deadlines and help media representatives meet their deadlines; and
c. Preparing and distributing periodic news releases.
9. Arrange and coordinate press conference when needed.
10. Develop video and photographic records of the Department's activities.
11. Maintain communications with the public and media through electronic sources, such as the internet and social networking sites.
AD. Other Personnel
1. It is important that the agency “speak with one voice” in providing accurate and consistent information. Employees should:
a. Direct media representatives to the Public Relations Specialist, lead investigating Officer, Incident Commander, or shift Supervisor when asked details regarding a collision, crime, or other incident;
b. Assist news personnel as directed by the Public Relations Specialist in covering routine stories, and at collision and incident scenes;
c. Not say, “no comment”;
d. Not speculate about liability issues or causation; and
e. Use secure communications methods for transmitting sensitive information.
12. Ranking Officers at crime or incident scenes may release factual information of a general nature to the media, as governed by this or other policies (i.e. death notifications, juveniles, etc.), or if given prior approval by the Public Relations Specialist.
Information that Shall be Released
A. Arrestee
1. The accused's name, year of birth, residence, occupation, marital status, and other background information, except social security number.
2. The exact charge, such as the complaint or warrant information and indictments.
3. The identities of the investigating Officers and arresting Officers and the length of the investigation.
4. The circumstances immediately surrounding the arrest, time, location, resistance or pursuit, if any, possession or use of a weapon by the suspect or Police.
5. Information necessary to obtain public assistance in apprehension of a suspect.
AE. Incident Information
1. Time, substance, and location of complaints or requests for assistance.
2. The location, date and time, injuries sustained, damages, and a description of how the incident occurred.
3. Amount and type of property taken.
4. The name, age and address of any adult charged with a crime.
5. Information warning the public of danger or the nature of frequency of crime in the community.
Information that Shall Not be Released
A. Opinions about a defendant’s guilt or innocence.
B. Admissions, confessions, or the contents of a statement attributed to the defendant, or a refusal to make an admission, confession, or statement.
C. Reference to the results of investigative procedures such as fingerprints, polygraphs, ballistics or laboratory tests, wiretaps, electronic surveillance, or refusal to take requested tests.
D. Statements concerning the identity, character, or credibility of a prospective witness.
E. Prior criminal record of arrests without dispositions and the character of a defendant. Any requests for arrests without a disposition shall be referred to the appropriate agency.
F. Opinions concerning evidence or argument in the case and whether it is anticipated that such evidence is essential.
G. The identities of victims or intended victims of sex crimes, or child abuse, or related information, which would tend to lead to the victim’s identification.
H. The identity of any juvenile under the age of seventeen (17) who is a suspect or defendant in any case.
I. The identity of any critically injured or deceased person prior to the notification of next of kin. (Exception will be when notification has been attempted but is not possible within a reasonable amount of time).
J. Contents of suicide notes.
K. The specific cause of death until determined by the county coroner or state medical examiner.
L. Specifics of the crime or any information that could be known only by the guilty party.
M. Information received from other law enforcement agencies without their concurrence in releasing said information.
N. Suspect information, except that information deemed necessary to warn the public of the danger of an un-apprehended suspect or to assist in effecting the arrest of the suspect.
O. Social security numbers and driver’s license numbers.
P. Supplemental reports that are the subject of a pending investigation or prosecution.
Q. The month and date of birthdays for all subjects listed in the report.
R. Telephone numbers.
S. Any other records or information as outlined in the Georgia Open Records Act.
Information that is Restricted to Release by the Chief of Police or Designee
A. Statements of Departmental policy, official responses to criticisms, comments critical of another agency, institution, or public official, information concerning confidential agency investigations or operations, or statements pertaining to pending litigation involving the Department.
AF. Information regarding an internal investigation of alleged misconduct by members of the Department, or the disciplinary action taken as a result of any such investigation.
AG. The names of Department members subject to disciplinary action as a result of an ongoing or completed investigation.
Photographs and Suspect Interviews
A. Members of the Department should neither encourage nor discourage the photographing of suspects or defendants when they are in public places. In no event should the accused be photographed in a posed position.
B. Photographs or “mug shots” of an un-apprehended suspect may be released at the discretion of the Chief of Police or Division Commander.
C. Personnel shall not allow persons in custody to be interviewed.
Access to Crime and Incident Scenes
The news media has the right to conduct news-gathering activities, free from government interference on property open to the public and from publicly owned property. The news media has the same right to access to information as the general public; however, in some instances, they have several additional rights to access. Government officials may restrict the public and the news media from crime and accident scenes only to the extent necessary to preserve the integrity of the site for investigative purposes, for ingress and egress of emergency vehicles, or other reasons of protecting against damage to persons or property.
A. Absent a court order, government officials have no legal authority to restrict photographs or video recordings that may be taken by the media or the general public, or interviews that witnesses are willing to give to the medial. If private property owners object to media presence on their property, law enforcement may utilize common sense and good discretion in having the media removed at the request of the property owner. No law enforcement officer or should every demand the film, camera, or notes of reporters or photographers/videographers.
1. Prior to the processing of crime scenes, the Officer in charge shall restrict news media representatives and photographers outside the perimeter established by the Officer in charge.
2. The Public Relations Specialist may be called to any scene at the discretion of the Officer in charge. The Public Relations Specialist will establish a news media staging area outside the perimeter of the crime scene and will be responsible for obtaining information from the commanding Officer and providing updates to the members of the news media.
AH. After the crime scene has been released by the Officer in charge, access will not be restricted except that permission must be obtained from the owner if the location is on private property.
AI. Media access to fire scenes is controlled by the Fire Officer in charge. The ranking Police Officer at the fire scene shall confer with the fire official and assist in establishing an observation point for the media.
AJ. Media access to major incidents, natural disasters, and other catastrophic events is controlled by the Incident Commander.
AK. The Public Relations Specialist will establish a news media staging area outside of the perimeter of the event and will be responsible for obtaining information from the Incident Commander and providing updates to the members of the new media.
Juveniles
A. Arrest reports and other information regarding the identity of persons under the age of seventeen (17) may not be released to the media, public agencies, or other unauthorized persons, except collision reports which include juveniles may be released.
B. Information regarding juveniles may be released to the following upon showing of proper identification:
1. The juvenile, parents or guardian, and juvenile’s attorney, if ordered by juvenile court.
2. The district attorney’s office.
3. Law enforcement agency where the juvenile resides.
4. Juvenile court, probation, or other agencies, as set forth in OCGA 15-11– 82-83.
Incidents Involving Multiple Agencies
When incidents involve more than one agency, the ranking Police Officer shall confer with officials in the other agency(s) to determine who will be responsible for releasing or coordinating the release of information to the news media. This will usually be the agency having primary jurisdiction over the incident.
Responsibilities for the Release of Information
A. The Public Relations Specialist shall be appointed by the Chief of Police.
B. The Chief of Police shall be notified as soon as possible regarding ongoing criminal investigations that may prompt inquiries from the news media.
C. Only the Chief of Police, or their designee, is authorized to call press conferences.
Participation in Policy
All employees are public relations ambassadors of the Department and are encouraged to bring suggestions that would enhance public awareness of Department programs and activities to the attention of the Chief of Police.
APPENDIX A
________ Police Department
Data Entry Standards
All _______ Police Department personnel shall use the standards and procedures set forth in this document for data entry to enhance accuracy and minimize the duplication of records and data in the system.
All entries made into the system will be made in Upper Case format.
Name Entry Standard
All names shall be entered with as much information as possible (e.g. Last, First, Middle, and Name Suffix). Full Legal Name, if known, shall be used at all times. Abbreviated versions or nicknames shall be listed as an alias to the real name. If parts of the name or other fields are unknown, leave the field blank. Do not enter UNK or NMN in any name field. Middle Initials are permitted, but do not use punctuation. No punctuation is to be used in the name fields except for hyphens and only under special circumstances.
Example: Last First Middle
Correct smith Ronald thomas
Correct SMITH RONALD T
Incorrect SMITH RON
Incorrect SMITH RONALD T.
Name suffixes
Name suffixes shall not be entered in the last name field. This information will be entered in the suffix name field which is located directly after the middle name field.
Titles
Titles such as Doctor, Professor, Officer, Deputy, etc. shall not be entered in a name field. The suffix field may be used for titles. Abbreviations for titles are acceptable without the use of punctuation. Examples: MD, PHD, Off, Dep
If the individual has both a professional title and suffix, the suffix shall be placed in the suffix field and the professional title in the comments field.
Multiple Surnames
If the legal name is hyphenated, enter the hyphenated name into the data field. The hyphen shall be placed between the two last names. Variations of the name can be added as aliases.
Example:
Correct Entry:
Real Name Screen Rodriguez-Vasquez Jose Angel
1ST Alias Rodriguez Jose Angel
2ND Alias Vasquez Jose Angel
Incorrect Entry RodriguezVasquez Jose Angel
Incorrect Entry Rodriguez Gonzales Jose Angel
Correct Entry:
Real Name Screen Simpson-Fields Sharon A
1ST Alias Simpson Sharon A
2ND Alias Fields Sharon A
Incorrect Entry SimpsonFields Sharon A
Incorrect Entry Simpson Fields Sharon A
Names with Apostrophes
Names with apostrophes shall be entered with no apostrophe and no space between the letters. The name shall be entered as a single word.
(OBrien and ONeil should be used instead of O’Brien and O’Neil.)
Compound Names
Compound names shall be entered without spaces. For example, De La Rosa shall be entered as DeLaRosa, St. Marie shall be entered as StMarie, and Van Hooser as VanHooser. No punctuation is permitted with compound names.
Alias Entry Standard
A separate alias name record shall be created for any name other that the person’s legal name. The alias entry shall only contain data in the name field, DOB field, and the SSN field.
An alias should only be entered when the entry person can absolutely state that the name in question refers to the same individual.
Business Name Entry Standard
Enter the name of a business in the last name field only. The word “The” shall be eliminated at the start of the business name for entry into the system. Omit corporate designations, such as INC, CO, and punctuation. Hyphens and ampersands (&) shall be used if they are part of the official name of the business.
Example:
Correct Entry:
Last: House of Pain First: Mid:
Incorrect Entry:
Last: The House of Pain First: Mid:
Incorrect Entry:
Last: House of First: Pain Mid:
The ampersand (&) shall not be used to replace the “and” in business names, but may be used if the ampersand is a valid part of a business name. If used, the ampersand (&) shall have a space on either side of the ampersand character.
Example:
Correct Entry:
Last: BB & T First: Mid:
Incorrect Entry:
Last: BB&T First: Mid:
Business names that are numbers shall be entered as numbers. For example, Highway 5 Construction, 7-11, ABC 123, are all acceptable methods of entry.
Doctors, Dentists, and Attorney’s (the business, not the individual will be entered completely in the last name field. These names should not have any character inserted into the data field.
Mark H Leopold DDS
Gary R Donath MD
Address Entry Standard
Whenever possible, obtain a street address for all names that are entered into the system. A mailing address is the next best option. If both addresses are to be entered, the street address shall be entered into the address field and mailing address shall be added to the comments field. If the mailing address is a post office box, the designated abbreviation is PO BOX 123.
Standards for address entry into the system are based on the U.S. Postal Services Standardized Addressing Guidelines.
Address Parts
Address shall be in this order: House Number, direction, street name, and street type.
Examples: 1505 W Walnut Ave
2759 N Cedar St
APT, ROOM, SUITE, BUILDING shall not be entered into the address. Simply replace the designation with a semicolon (;) and include the numerical value.
A semi-colon (;) shall be added after the street type for additional identifiers to the address, such as building number, apartment number, etc.
Examples: 1505 W WALNUT AVE; 123
2759 N CEDAR ST; B
Street Names
All street names will be listed with complete names. No abbreviations shall be used. WAL is not an acceptable for WALNUT AVE.
All numbered streets shall use the numeric symbol. FIRST ST is not acceptable for 1ST ST. FIFTH AVE is not acceptable for 5TH AVE.
Fractional Addresses
Enter all fractional addresses as a fraction. (1/2, 2/3)
Intersections
Use a slash (/) to indicate an intersection such as HWY 52/AIRPORT RD
City Names
No abbreviations should be used for city names.
Street Extensions
The following abbreviations are to be used:
Alley ALY Avenue AVE
Boulevard BLVD Circle CIR
Court CT Crossing XING
Drive DR Highway HWY
Heights HTS Lane LN
Loop LP Mountain MTN
Parkway PKY Place PL
Post Office Box PO BOX Point PT
Ridge RDG Road RD
State Route SR Street ST
Terrace TER Way WY
North N Northeast NE
East E Northwest NW
South S Southeast SE
West W Southwest SW
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