General Order 82.1
RECORDS ADMINISTRATION

Last Revised: 03-01-2017

SUBJECT: RECORDS ADMINISTRATION

This order consists of the following numbered sections:

82.1.1    Records accountability

82.1.2    Law enforcement records privacy and security

82.1.3    Records retention

82.1.4    NIBR - participation

82.1.5    Records accessibility

82.1.1 Records accountability

I.    The Police Administrative Services Manager is responsible for the overall maintenance and integrity of the Department’s official records and record keeping systems.

II.    The Records Unit is responsible for the collection, filing, dissemination, retention and expunging of the official law enforcement reports of the Department following State and Federal laws and guidelines. Office law enforcement records include, but are not limited to, arrest reports, incident reports, traffic accident and enforcement reports, runaway reports and missing person reports.

III.    The Records Unit is also responsible for reviewing data within law enforcement reports for completeness and accuracy.

IV.    All employees are responsible for managing their business records, excluding official law enforcement reports, following State and Federal laws and guidelines.

82.1.2 Law enforcement records privacy and security

I.    To assure the proper use of official records, the following general rules apply:

A.    Official records are used for official purposes only, based on established need to know and right to know the contents of such records.

B.    Records personnel are responsible for disseminating official records, in accordance with State and Federal law.

82.1.3 Records retention

I.    Records are retained according to all State and Federal record retention laws and guidelines.

II.    Courts with jurisdiction may order the Department to expunge or seal records.

When an order to expunge or order to seal records is received from a court with appropriate jurisdiction, all information pertaining to the named subject is submitted to the Supervisor IV (or his/her designee) for authorization to do the following tasks, as directed in the order.

A.    Order to expunge

1.    Deletion of the subject’s name from related computer files;

2.    Deletion of the subject’s name from the document imaging system;

3.    Deletion of related files from the subject’s arrest file;

4.    Destruction of the original files, as listed on the court order;

5.    Re-imaging of the altered case (i.e., with the court-ordered expunging of subject information).

B.    Order to seal

1.    Deletion of the subject’s name from related computer files;

2.    Deletion of the subject’s name from the document imaging system;

3.    Deletion of related files from the subject’s arrest file;

4.    Retention of original files in a separate, secure location (accessible only to the Supervisor IV or designee in the case of a subsequent order to unseal the record);

5.    Re-imaging of the altered case (i.e., with the court-ordered expunging of subject information).

82.1.4 IBR - participation

The Department participates in the National Incident Based Reporting (NIBR) program.

I.    Data is submitted to the FBI via the State reporting system in accordance with guidelines established by the Washington Association of Sheriffs and Chiefs of Police (WASPC).

II.    Statistics include crimes reported (by category), the value of property lost to crime, the value of property recovered and adult and juvenile arrest information.

III.    The Supervisor IV is responsible for the accuracy and timeliness of IBR reports.

82.1.5 Records accessibility

Computerized records information is available to all Department personnel on a 24-hour basis.