G.O. 10.08 - Records Management

Purpose (Section I)

  • Establishes a written directive for all guidelines & procedures governing Records Management at Norwich Police Department (NPD).
  • Ensures a unified, accurate, complete, efficient central record-keeping system.
  • Emphasizes timely recording, filing, retrieval, and dissemination of information.
  • Stresses compliance with federal & state statutes that safeguard individual rights.

Policy (Section II)

  • NPD maintains a central records system that is:
    • Accurate & complete.
    • Efficient for input and retrieval.
  • Information release is strictly limited to what state & federal law allow.
  • Dissemination prioritizes privacy rights of individuals named in records.

Key Definitions (Section III)

  • Records – Master Case Files, Criminal History Files, & paperless RMS data.
  • Reports – Any initial or supplemental document (case, MVC, citations, State forms, etc.).
  • CAD/RMS – Paperless Computer-Aided Dispatch & Records Management System.
  • Records Management Software – IMC Corporation application suite (CAD + RMS).
  • Case/Incident Number – Chronological computer-assigned identifier given at time of call.
  • Criminal History Identification Number – Unique FBI/SPBI number permanently tied to an arrestee.

Records Responsibility & Function (Section IV-A)

  • Records Sergeant
    • Official keeper of ALL records.
    • System Administrator (computer security, Section P).
    • Must conduct & forward an annual audit/evaluation of record-keeping to the Chief.
    • Ensures compliance with directives + state & federal retention statutes.
  • Records Personnel Duties:
    • Maintain & file reports.
    • Distribute copies to authorized persons/agencies.
    • Data-entry into RMS.
    • Maintain arrest records, master name index.
    • UCR & NIBRS coding in IMC.

Records Administration (Section IV-B)

  • Access limited to Records staff & authorized admin positions.
  • Records Unit door/files secured whenever unit is closed.
  • During closed hours: Patrol Shift Commander may enter (must email purpose, date, time).
  • Filing only by Records Clerks/designee.
  • Officers obtain originals/copies via Records Clerk when unit open.
  • Sworn personnel & Records staff may review original reports; media may review under supervision.
  • 24/7 IMC access to full reports for authorized personnel; narratives/copies printable.
  • Original documents removal:
    • Requires Records Clerk Supervisor authorization.
    • Use NPD Original Document Tracking Form; nothing removed before scanning.

Release of Information (Section IV-C)

  • External dissemination only by Records Unit, conforming to CT & federal law.
  • Criminal history requests handled per CT Freedom of Information Act (CGS 1-212).
  • Public/media releases follow FOI guidelines; performed by Chief or designee (Records Supervisor).
  • Arrest info chiefly via NPD Arrest Log/Blotter (front desk). Media refer to on-duty Shift Commander for more.
  • Mail requests honored with pre-payment > $10.00\$10.00 + self-addressed envelope + legal eligibility.
  • No release of open cases lacking court disposition.
  • Emergency: Command personnel may release copies (after redaction verified by Records Sergeant).

Report Distribution (Section IV-D)

  • Supervisor approves → Records Unit processes.
  • Incident Reports: kept in RMS; arrest reports printed & sent to court; Records Unit distributes other copies.
  • Collision Reports printed & released to:
    1. Involved parties
    2. Proper requestors
    3. Insurance companies
    4. CT Dept. of Transportation (Accident)
    5. Utility companies (if equipment damaged)

Records Retention (Section IV-E)

  • Follow CT Public Records Administration Schedule VII (Police Records Part 1 & 2).
  • Destruction only with written permission from Public Records Administrator (CGS 7-109).
  • Records Sergeant maintains order, neatness, & quarterly destruction requests.
  • Confidential records destroyed by shredding or equivalent secure method.

Erasure of Records (Section IV-F)

  • Upon court order or juvenile-erasure list:
    • Remove ALL identification & arrest docs from files.
    • No disclosure if stamped “removed/erased.”

Master Name Index (Section IV-G)

  • Computerized list of names/addresses from reports & dispatch.
  • Records personnel correct duplicate entries.

Criminal History Files (Section IV-H)

  • Contained within RMS Master Name Index + COLLECT/NCIC printouts.
  • Access controlled by security levels; governed by state/federal rules.
  • IMC auto-generates unique ID number—no duplicates.
  • File contents include: fingerprint card, rap sheet, booking sheet, photo, aliases, DOB, address, description, marks/scars/tattoos, fingerprint classification, SSN, POB, associates, arrest dates/case numbers/charges/officer/disposition.
  • Mandates secure disclosure & protection from accidental release.

Master Case File (Section IV-I)

  • Records Unit holds original paper incident & MV accident reports.
  • Older cases stored in secure remote storage.
  • Certain sensitive records stored in specialty units:
    • Personnel → HR
    • Training → Training Division
    • Intelligence/Special Investigations → Detective Division
    • Internal Affairs → Chief’s Office
    • Informant/Confidential Intel → Detective Division
    • Juvenile Records → Youth Investigators

Index Files (Section IV-J)

  • RMS generates indices for:
    • Service calls & crimes by type.
    • Service calls & crimes by location.
    • Property files (stolen/found/recovered/evidence).

Traffic Records (Section IV-K)

  • RMS stores precise collision & citation locations for analysis.
  • Maintains:
    • Accident data (reports, investigations, locations).
    • Enforcement data (citations, arrests, dispositions, locations).
    • Roadway hazard reports.
    • Analytical accident/enforcement reports.

Restraining / Protective Orders (Section IV-L)

  • Original order + NCIC/Collect supplement filed alphabetically in Dispatch; copy forwarded to Records.

National Incident-Based Reporting System (NIBRS) (Section IV-M)

  • Monthly electronic submission to CT State Police Crime Analysis Unit.

Traffic Citation Records (Section IV-N)

  • Infractions Bureau citations & misdemeanor summonses secured in Records Unit.
  • Accounting: Records staff verify receipt of ALL citations.
  • Misdemeanor summons → original filed with matching incident report in Master Case File.
  • Speeding summonses stored separately in secure cabinet.
  • Parking tickets: copy to Parking Enforcement Office.
  • Issuing Procedure:
    • Shift Commanders/Supervisors obtain booklets from Records (1 booklet infractions + 1 summons per officer).
    • Officer signs receipt; supervisor submits to Records; Records scans & stores digitally.
    • Parking tickets issued by sworn officers & Norwich Public Parking Commission employees.
  • Cross-referencing: officers write incident/call # on citation/summons.

Juvenile Records (Section IV-O)

  • Adult & juvenile identification files separated.
  • Confidential per CGS 46b-124.
  • Use limited to ID in official criminal investigations.
  • Need-to-know access extends to prosecutors, adult probation, DCF, schools, courts.
  • External copies stamped “CONFIDENTIAL / NO SECONDARY DISSEMINATION.”
  • Non-LE agencies (except listed) receive reports with juvenile names redacted.
  • Victims requesting juvenile IDs are referred to Superior Court-Juvenile Matters or Youth Investigators.
  • Retention & destruction per CT schedule.

Computer Security & Confidentiality (Section IV-P)

  • Records Sergeant collaborates with City IT to secure/maintain systems.
  • Hardware/software changes require System Administrator approval; only licensed software allowed.
  • CJIS/NCIC info used for LE purposes ONLY; no personal or curiosity access.
  • FOIA + state/fed regs govern data disclosure; misuse risks liability & publicity.
  • System Administrator duties:
    • Daily data backups; on-site secured storage; off-site secure disaster-recovery storage.
    • User/password issuance & modification system.
    • Annual audit of passwords/access violations; report to Chief.
  • Staff must log off when leaving workstation; must use personal credentials.

Accreditation & Statutory References

  • POSTC Standards addressed: 1.10.11.10.1, 2.8.22.8.2, 2.8.62.8.6, 2.8.72.8.7, 3.3.53.3.5, 3.7.23.7.2, 3.7.43.7.4.
  • Connecticut General Statutes cited:
    • CGS 1−2121-212 (FOIA).
    • CGS 7−1097-109 (Destruction of Records).
    • CGS 46b−12446b-124 (Juvenile Confidentiality).
  • FOIA, UCR, NIBRS, NCIC, COLLECT compliance integrated throughout policy.

Ethical, Legal & Practical Implications

  • Protects individual privacy while balancing transparency.
  • Reinforces chain-of-custody & evidentiary integrity.
  • Establishes accountability (annual audits, tracking forms, access logs).
  • Reduces civil/criminal liability via strict destruction & release protocols.
  • Provides disaster recovery & continuity of operations through systematic backups.
  • Ensures compliance with nationwide crime-reporting standards (UCR/NIBRS).