Page 386 - Cover 3.psd

DEPARTMENT / DIVISION FUND
POLICE – RECORDS SECTION CRIME CONTROL DISTRICT
PROGRAM NAME
RECORDS MANAGEMENT SECTION
DESCRIPTION / MISSION
The Records Section serves as the Department’s official record custodian along with the processing and retention of all police
records. This area is responsible for computer hardware and software planning as well as testing and training for the Records
Management System within the police department. This section is accountable for data entry, auditing, maintaining records and
accurately coding all police reports for the department’s State report. The Records Section serves as the record liaison for the
public, the State and the FBI. This section is responsible for maintaining a high level of customer service abilities by providing
assistance to citizens with various needs either face to face or by telephone. Personnel assigned to this service area also assist
the Patrol Section by taking non-emergency police reports upon request and other tasks that would otherwise have to be
accomplished by a police officer.

GOALS
• To process and maintain all reports submitted within the police department for retrieval of any information as needed. (Safety and
Security)
• To maintain efficiency of accurate data entry on all reports. (Safety and Security)
• To efficiently store data through the use of technology for long periods of time. (Safety and Security)
• To efficiently use record retention schedules to dispose of records no longer needed by the department. (Efficient and Effective
Delivery of Services)
• To create an environment for volunteerism and community involvement through citizen participation in support activities for the
Records team. (Sense of Community)
OBJECTIVES
• Continue to develop or enhance computer programs that will streamline all data entry of police records by the use of automated
reporting and imaging systems.
• Enhancing customer service by streamlining methods of searching and logging data with the use of Intranet and Internet.
• Maintain data entry and auditing of reports into the computer system within 48 hours of receiving the records with the current
amount of staff.
• Proactively utilize emerging technologies to better store and manage department records.
• Effectively utilize volunteers to assist in serving the public by fingerprinting, document management, and customer service.
2016-17 2017-18 2018-19
PERFORMANCE MEASURES ACTUAL REVISED ESTIMATED
Goal: Safety and Security
# Of authorized civilian personnel (FTEs): 7.00 7.00 7.00
Record Manager 1.00 1.00 1.00
Police Record Clerks 6.00 6.00 6.00
# Of record technicians searching like gender inmates 5 5 5
Goal: A Sense of Community
# Of fingerprints completed by volunteers 263 267 272
Goal: Efficient and Effective Delivery of City Services
# Of offense, arrest, and supplements audited 13,293 13,201 13,000
# Of scanned documents by Record Clerks 30,734 32,633 34,590
# Of open records request processed 1,324 1,413 1,526
# Of offense/supplement reports taken by record technicians 1 0 0 60
Average # of minutes to take a report 2 0.0 mins 0.0 mins 20:00 mins
Average # of minutes to take fingerprints for citizens 20:00 mins 20:00 mins 20:00 mins
Average # of minutes spent auditing reports 12:00 mins 16:00 mins 14:00 mins

1
Records clerks are planned to increase report taking function this year. One per
work day for the fiscal year.
2
Records clerks will limit themselves to uncomplicated reports

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