1201 1
FloridaStateUniversityPoliceDepartment
RecordsManagement
RevisionEffectiveDate:
06/29/2020
GeneralOrder1201 Attachments:None
Rescinds/Amends:
1201(09/05/17),34
(05/18/16),14‐34
Distribution:Department‐Wide CFAReference:26.01‐26.09;
18.06;34.09
Pages:10
Policy
RecordsManagement
ItisthepolicyoftheDepartmentthataformalizedsystemofrecordsmanagementbeestablishedproviding
fortheprivacyandsecurityofitslawenforcementrecords,andwhichismaintainedinamannerfacilitating
accessibility,easeofuse,andanalysis.Inaddition,theDepartment’ssystemofrecordsmanagementshall
complywithalloftheprovisionsofChapter119,F.S.,governingpublicrecords.
Procedure
A. RecordsSectionAccountability,MaintenanceandRetrieval[CFA26.01]
The Records Section is established within the Department and isresponsiblefortheretention,
accountability, maintenance, retrieval, and dissemination of police records produced by the
Department.[CFA26.01A,BandC]
1. The Records Section shall maintain a centralized, automated (computerized) records system for
information retrieval and collation for inter‐agency and outside agency activities, i.e., incident
reports, supplementary reports, traffic crash reports, arrest reports, property reports, and
miscellaneousreports.TheRecordsSectiondistributesthereports to inter‐agencies, outside
agenciesandthepublic[CFA26.01C.,26.02A,B,C]:
a. EnvironmentalHealthandSafety;
b. GeneralCounsel’sOffice;
c. StudentRightsandResponsibilities;
2. When records are requested by external organizations or the general public, content may be
redactedinaccordancewithstatestatute.[CFA26.02B,C]
3. AllreportsandrecordsaremaintainedaccordingtoDepartmentstandardsandstatelawinorderto
provideprivacy,security,andauthorizedaccess.[CFA26.03]
4. AsdeterminedbytheInvestigationsLieutenant,reportsofanyactivitiesaffectingthegeneralsafety
andsecurityonthecampusshallbemadeavailabletoaffecteddepartmentswithintheFSUPolice
DepartmentandUniversity.
B. Privacy,Security,andControlofRecords
1201 2
1. EmployeeAccesstoRecords.
a. Records informationis accessible electronically in Spillmanto operations personnel on a 24‐
hourbasis.[CFA26.05]
b. Duringnormalbusinesshours,accesstotheRecordsSectionisrestrictedtothoseemployees
assignedtoworkintheRecordsareaandtoauthorizedemployeeswhoneedaccesstoconduct
business.[CFA26.03A]
c. Persons requesting to enter the Records Section area, and who arenotauthorized
Departmentalkeyholders,mustobtain permission to enter by the Records Manager or
designee.[CFA26.03A]
d. All workstations are positioned to restrict the view of records and computer monitors. [CFA
26.03B]
2. Public Access to Records. [CFA 26.02C] Records information is accessible to the public Monday‐
Friday,0800‐1230&1300‐1600hours,excludingholidays.Routinerequestsforrecords,copiesof
reports,andrecordcheckscanbemadeattheRecordsSectionreceptioncounter,orbytelephone,
mail,fax,oremail.
C. AccountabilityandResponsibilityforReleaseandReviewofRecords[CFA26.01AandC]
1. Forroutinerecordsrequeststhatdonotrequirelengthyresearchorretrieval,theRecordsManager
or designee, will be the Departmental authority regarding the retrieval, release, and review of
Department records to persons other than employees or criminal justice personnel. However,
recordsrequeststhatarecomplex,lengthy,orrequireextensiveresearchmustfirstbeapprovedby
theChieforhisorherdesignee.
2. TheprimarylawsgoverningthereleaseofcriminaljusticeandhistoryrecordsareRule11C‐6,FDLE
Rules,Title28,Part20,CFRandChapter119,F.S.
3. Inaccordancewiththeprovisionsofthisgeneralorder,stateandfederallaws,andthedelegated
authority from the Chief of Police, Communications Section personnel are the only persons
authorizedtoelectronicallyreleaseand/ordisseminatecriminalrecords.
4. All inquiries for criminal history/FCIC/NCIC records by sworn Departmental personnel will be
referredtotheCommunicationsSection,whichhasaccesstotheFCIC/NCICterminals.All
FCIC/NCICdocumentsthathavebeenprintedandnotinuseshallbeshredded.
5. Copiesofcriminalhistory/FCIC/NCICrecordsreleasedtoother–than‐Department personnel, i.e.,
sworn memberof other law enforcementagency,will be logged in the SecondaryDissemination
Log/CriminalHistoryLog.Thelogwillcontainthecasereportnumber,reasonforrequest,nameof
personrequestingacopyoftherecord,daterecordreleased, whomtherecordwasreleasedto,
andwhoreleasedtherecord.
6. Sexual battery, juvenile records, and other records exempt from release under the provisions of
Section119.07,F.S.,willbemaintainedandprotectedinaccordancewithcurrentrecordslaw.[CFA
26.08]
7. The Records Manager shall coordinate all media requests for releaseofpublicrecordswiththe
DeputyChiefortheLieutenantforSupportServices.Unlessamediarequestforreleaseofpublic
recordsexplicitlyviolatestheprovisionsofthisgeneralorderorstateorfederallaws,theRecords
Manager or designee shall release them. The Records Manager shall further be responsible for
1201 3
notifyingtheDeputyChiefifthelatterwasunavailableatthetimetherecordswererequestedand
released.
8. Anyemployee allowingthevisual reviewof any recordswillensure compliancewith appropriate
lawgoverningtherighttoprivacyandpublicrecordsaccess.
9. Releaseandreviewofrecordswillbeincompliancewiththeabove,unlessdesignatedotherwiseby
thewrittengeneralordersofthisDepartment.
D. JuvenileRecords
Juvenilecriminalrecordsshallbemaintainedseparatelyfromadultcriminalrecordsinaccordancewith
Section39.0132,F.S.Alljuvenilerecords,includingincidentreportsandidentificationrecords(physical
or automated name file records, photographs, fingerprints), shall be clearly marked or displayed as
beinga juvenilerecord.[CFA34.09]All printedcopiesof reportsinvolvingjuvenilesshallbestamped
"JUVENILE"priortobeingforwardedtotheRecordsSection.[CFA26.08]
E. TrafficRecordsSystem
TheDepartmentmaintainsatrafficrecordssystemaspartofits automated records management
system(SPILLMAN). Included in thetrafficrecordssystemaretraffic crashdata,traffic enforcement
data,androadwayhazardreports.[CFA18.06]
Periodicallytrafficcrashesandenforcementreportsaregeneratedforanalysis.[CFA18.06]
F. ControlofTrafficCitationRecords
ThisagencyshallreceivefromtheDepartmentofHighwaySafetyandMotorVehicles(DHSMV)
appropriateFloridaUniformTrafficCitationsmeetingtherequirementsofFSS316.
1. TheFloridaUniformTrafficCitationswillbesecurelystoredintheRecordsSection.Uponissuinga
UniformTrafficCitationbooklettoanofficer,theofficershallcertifythatallcitationsareaccounted
for by receipt and return the original to the Records Manageror designee. The same procedure
shallbeapplicabletoFloridaDUIUniformTrafficCitations.
2. Tofacilitateissueof Uniform TrafficCitationsto patrolofficers during non‐businesshours, patrol
officersshouldnotifytheRecordsSectionbyemailoftheirneedforcitations.TheRecordsManager
or designee shall issue the patrol officer the citation book and leave the book secured in the
officer'smailboxforretrievalbytherequestingofficer.Theofficershallsignthe issuancereceipt
and return the receipt to the Records Manager or designee within 1 business day of receipt of
citationbook.
3. PoliceOfficersshallbesolelyaccountableforallUniformTrafficCitationsissuedtothem.
4. Ifacitationisspoiledwhilewritingitorisnotcompletedfor any reason, mark "void"across the
citation,signit,andplaceallcopiesintotheshiftsupervisor’srecordsboxpriortogoingoffduty.
5. Ifacitation(s)islostorstolentheofficershallwriteareportstatingthefacts.
6. Ifanentirebookofcitationsoranypartofitisrenderedunusable in any way, it shall be
immediatelyturnedintotheRecordsSection.
7. Upon termination of employment, an officer shall personally forward all unused citations to the
RecordsSection.
8. Everypoliceofficer,uponissuingatrafficcitationtotheviolatorofanyprovisionofthemotor
vehiclelawofthisstateshall:
1201 4
a. Iftheviolatorisreleasedatthescene,he/shewillplacethecopiesofthetrafficcitationinthe
recordsboxpriortogoingoffduty.
b. Iftheviolatoristakenintocustodyandtransportedtoadetentionfacility,theoriginal(white)
ofthetrafficcitationwillbetransferredinthearrestpackagewiththeviolator.Thethird(pink)
copywillbeplacedintheRecordsboxpriortogoingoffduty.
9. TheRecordsManagerordesigneeshallwithinfive(5)daysoftheissued,spoiled,missing,orlost
citation,takeoneofthefollowingactions:
a. If the violator was released, the original (white) copy of the citation will be listed on a
transmittalformanddeliveredtotheLeonCountyTrafficCourt.
b. If the violator was taken into custody and transported to a detention facility, the citation
numberwillbetypedonthetransmittalformandanappropriatenotationindicatingsuchwill
beplacedintheremarkscolumn.
c. AllvoidedcitationswillbelistedintheSpillmancitationtable.
d. Forinventoryand retrieval purposes, the RecordsSectionshall maintaina trafficcitation file
systemwherebyUniformTrafficCitationbookletreceiptsarefiledtogetherwithallpinkcopies
of citations associated with each receipt. Patrol personnel and/or subordinate personnel
reporting to the Operations Lieutenant shall immediately notifytheOperationsLieutenant
upondiscoveringdiscrepanciesinthenumberingsequenceofreturnedcitations.
10. Shouldanofficerneedtochangeanotherofficersissuedcitation(tothecorrectstatueetc.).The
officer will make the change, initial the change and send the issuingofficerane‐mailwhat
change(s)weremade.
11. Ifacitationhasbeenissuedandtheissuingofficerdeemsthetrafficcitationshouldbevoidedor
changedastotheallegedcharges,theofficershallsubmitanaffidavitstatingthereason(s)tothe
appropriatetrafficcourtjudge.
12. Allproceduresanddocumentspertainingtothepreparation,processing,andmaintenanceoftraffic
citationsshallbeperiodicallyauditedbytheUBAAssistantDirector/designeeorbytheDepartment
ofHighwaySafetyandMotorVehicles.
G. ElectronicUniformTrafficCitations
1. Citation numbers are issued to officers electronically by the Department of Highway Safety and
MotorVehicles(DHSMV)inblocksthataredeterminedbytheDHSMV.
2. Theblockofelectroniccitationnumberswillremain‘active’untilthecitationnumbersareused,at
whichtimeanewblockofnumberswillbeissued.
3. Two(2)copiesofthecitationsareprinted.One(1)copyisissuedtotheviolatorandone(1)copyis
submittedtotheRecordsSection.
H. ControlofParkingCitationRecords
1. ParkingCitationbooksaretobeissuedbythePoliceRecordsManagerordesignee.
2. ParkingCitationbooksareissuedtoindividualofficers.
1201 5
3. AllwhiteandyellowcopiesofcitationswrittenaretobepromptlyturnedintotheRecordsSection
forproperdisposition.Thisincludesany"Voided"ordamagedcitationsnotwritten.(White,yellow,
andBLUEcopiesareallturnedinifVOIDED.)
4. WhitecopiesoftheparkingcitationsareroutedtoTransportationandParkingServices(TAPS)by
theRecordManagerordesignee.
5. Yellow copies of parking citations are retained and filed by Transportation and Parking Services
(TAPS).
6. Anylossofcitationsistobedocumentedbymemorandums.
7. Anycitationsdeterminedtobe"missing"willbetracedtotheofficer to whom the citation was
issuedforreconciliation.Writtendocumentationwillberequiredforallmissingcitations.
8. Uponnotification,outofdateseriescitations(unwritten)willbeturnedintotheRecordManager
andforwardedtoTransportationandParkingServices.These,too,aresubjecttoauditasperofthis
generalorder.
I. RecordingArrestInformation
1. Anoffensereportorsupplementalreport,asappropriate,shallbecompletedonallarrestsmade
byofficersofthisDepartment.InallinstancesofarrestanArrestAffidavitindicating"Arrest"shall
becompletedbythearrestingofficer.ForallpersonsarrestedandreleasedatthesceneanArrest
Affidavit,indicating"NoticetoAppear,”shallbecompleted.
2. Wheneverajuvenileisarrested,anArrestAffidavitindicating"Arrest&Juvenile”shallbe
completedbythearrestingofficer.TheArrestAffidavitwillbeturnedovertotheintakefacility.If
the juvenile is being released to the parents or guardian, the juvenile will be issued a Noticeto
AppearwiththeparentsorguardiansigningtheNoticetoAppear.
3. Whenaninvestigationleadstotheissuanceofanarrestwarrant,theofficer’sreportshallreflect
thatsuchawarrantwasissued,and,ifappropriate,executed.
J. Photographs
1. OfficialphotographsofarrestedpersonsshallbetakenattheLeon County Detention Facility.
However,thePoliceServicesTechnician(orarrestingofficer)mayelecttotakeaseparatephotoof
thearrestedpersonattheFSUPoliceDepartmentforinvestigativepurposes.
2. PhotographsofjuvenilesshallbemaintainedseparatelywithintheRecordsSection.[CFA26.07]
3. At the discretion of theofficer,photographs may be takenof adultswhoare issued a Notice to
Appear.
K. Fingerprinting
1. Fingerprintingofallpersonsarrestedandtakenintocustodyshallbeperformedbypersonnelatthe
LeonCountyDetentionFacility.
2. Fingerprintingofalljuvenilesarrestedandtakenintocustodyshallbeperformedbypersonnelat
theJuvenileAssessmentCenter(JAC).[CFA26.07]
L. CriminalHistory/PoliceReportFiles
1201 6
1. CriminalhistorytranscriptsareavailablethroughFCIC/NCICandlocalteletypesystems.Out‐of‐state
criminalhistoriesarequeriedviateletype.
2. TheFSUPoliceDepartmentRecordsSectionshallmaintainaPoliceReportfileonpersonsarrested
and criminal incidents investigated by the University Police Department. These records shall be
madeavailabletocriminaljusticeagencies24hoursaday.After normal business hours, Shift
Supervisors,theIntelligenceOfficerandotherdesigneeshaveelectronicaccesstoallreportsand
mayprovidetherequestedinformationtoothercriminaljusticeagencies.
3. ItemstoolargeorfragiletobestoredintheCriminalHistory/PoliceReportfilesshallbestoredin
theEvidenceSection.
4. PersonsarrestedbymembersoftheFSUPoliceDepartmentshallbeassignedanarrestnumberby
theLeonCountyDetentionFacility.Eachpersonwhohasbeenarrestedshallhaveonlyonearrest
number,evenifthatpersonhasbeenarrestedmorethanonce.
5. Shouldan investigatoror officerutilizehardcopiesof FCIC/NCIC criminal history reportsin their
investigations,suchhardcopiesshallbeshreddeduponcompletionoftheinvestigation.
M. Disposition
TheStateAttorney'sOfficewillsubmittothisagencyarecordofallcasesithasprosecuted,declinedto
prosecute,ordismissed.Forcasesdismissedordeclined,theletterwillcontaintheunderlyingreason
fortheprosecutorialactiontaken.
Upon receipt of either of these records, Records Section personnel shall post the disposition to the
appropriaterecord(s).
N. WantedPersonandWarrantRecords
1. Inthosecriminalincidentsinvolvingtheissuanceofanarrestwarrant,thecaseshouldbesubmitted
totheOfficeoftheStateAttorneyforprosecutorialconsideration.Thisisachievedbycompleting
and forwarding to the State Attorney an arrest affidavit and associated general incident report
detailingtheprobablecauseforarrest.
Afterapproval,theofficerwillforwardtheaffidavittoajudgefortheissuanceofanarrestwarrant.
The officer is further responsible for ensuring that the affidavit is logged into the 2
nd
Judicial
District’scomputersystem,andanarrestwarrantisthusgenerated.
2. Oncethewarrantisissued,itisthenforwardedtotheLeonCounty Sheriff’s Office, where it is
registered,andofficersoftheFSUPoliceDepartment(orotherswornofficersfromotheragencies,
ifsodesired)areauthorizedtomakethearrest.Ifthewantedpersoncannotbefound,thesuspect
isthenenteredintotheFCIC/NCICWantedPerson’sFilebytheLeonCountySheriff’sDepartment.
TheLeonCountySheriff'sOfficewarrantfilesareavailableona24‐hourbasis.
3. The Leon County Sheriff's Office is solely responsible for entering and canceling entries into the
FCIC/NCICwantedperson’sfile.
4. Wanted persons and arrest warrants from other law enforcement agencies will be honored
provided teletype verification/validation of warrants existence and willingness to extradite are
confirmedwiththeoriginatingagency.
5. Arrest on the basis of teletypes will be fully documented to includenamesofverifying officials,
utilizingtheoffenseincidentreportform.
1201 7
6. Complete policies and procedures regarding access to and utilization of FCIC/NCICcomputerized
informationisavailableinGeneralOrdertitled,“CommunicationsEquipmentandFacilities.”
O. RecordsMaintainedinOperationalAreas
CriminalinvestigativerecordsshallbemaintainedintheSpillman computerized system. A complete
discussion of investigation records is contained in General Order, titled, “InvestigationsDivisionCase
Management.”
1. TheInvestigationsLieutenantshallmaintainthefollowingrecordsandfiles:
a. CriminalIntelligenceinformationfiles.
2. TheViolentCrimeandNarcoticsUnitCorporalshallmaintainthefollowingrecordsandfiles:
a. ConfidentialInformantfiles.
3. The Support Services Division shall maintain activity records consisting of, but notlimitedto the
followingcategories:
a. Crimepreventionprogrammingfiles.
b. Campussecuritysurveysfiles.
4. The Lieutenant for Support Services and Deputy Chief shall be responsible for maintenance of
recordsrelatingtopressreleasesandDepartmentpublications.
5. Uniform patrol activityrecordsshallbe maintainedin the Patrol Division and shall consist of the
followingcategories:
a. Patrolshiftstaffinganddeploymentfiles.
b. Specialeventsecurityfiles.
c. Communicationsdispatchfunctionfiles.
d. Parkingenforcementandvehicletowingfiles.
e. Uniformandpoliceequipmentfiles.
6. TheTrainingDivisionshallmaintainactivityrecordsconsistingofthefollowingcategories:
a.Employeetrainingfiles.
b.Trainingcoursefiles.
c.FieldTrainingOfficerfiles.
7. The Lieutenant for Compliance and Training shall maintain records and records maintenance
proceduresconsistingofthefollowing:
a. GeneralOrderfiles.
b. Accreditationfiles.
c. DocumentationandreportspertainingtoCleryActrequirements.
d. Citizencomplaintandinternalinvestigationsfiles.
8. TheUBAAssistantDirectorshallserveasthePropertyManagerfortheDepartment’svehicles.The
FinancialSpecialistshallberesponsibleformaintainingallpropertyinventory‐andpurchase‐related
1201 8
records. The Lieutenant for Uniform Operations shall be responsible for maintaining all records
relatingtovehicleassignmentsandmaintenance.
9. The UBA Assistant Director shall maintain the following records on the On‐Line Management of
NetworkedInformation(OMNI)System:
a. Purchasingandinvoices.
b. Payrollandsalaries.
10. TheUBAAssistantDirectorshallmaintainthefollowingfilesandrecords:
a.Employeemedicalfiles.
b.Allrecordspertainingtogrants,specialeventbilling,budgets,archives,andfederalandstate
forfeitureaccounts.
11. TheAdministrativeSpecialistshallberesponsibleforthefollowingrecords:
a. Maintenanceofagencyadministrativecorrespondenceandgeneraladministrativefiles.
b. Maintenanceofrecordsrelatingtopersonnel.
12. PoliciesregardingDepartmentalpersonnelfilesareasfollows:
a. An employee's personnel file is deemed a public record pursuant to the provisions of the
FloridaPublicRecordAct,Chapter119oftheFloridaStatutes.
b. DuplicationofanyitemcontainedinaDepartmentpersonnelfileshallbeunderthedirectionof
theAdministrativeSpecialistorotherdesigneeappointedbytheChief.
c. A sworn member's home address, telephone number, and children's school shall not be
releasedtoanyonenotemployedbytheDepartment.
Note: Department personnel files are duplicate files and not the official personnel files of the
University. Unless a requestor specifically asks to inspect one of the Department's duplicate
personnelfiles,theAdministrativeSpecialist,orotherdesigneeappointedbytheChief,shallrefer
therequestortoDepartmentofUniversityHumanResourcesforinspectionoftheofficialpersonnel
file.
13. TheCoordinatorofComputerApplications(ITManager)shallberesponsibleforthesecurityofall
filesandrecordsresidingontheLANserver.
P. RecordsRetention
1. All Department records will be retained and destroyed in accordance with Chapter 119, F.S.,
General Records Schedule for State and Local Government Agencies (GS‐1), and the State of
FloridaGeneralRecordsScheduleforLawEnforcement,CorrectionalFacilities,andDistrictMedical
Examiners(GS‐2).[CFA26.04B]
2. EmployeesdesiringtodestroyrecordswillcontacttheRecordsManager,whowillensurethatthe
requiredretentionperiodhasbeenmet.TheRecordsManagerordesigneewillprepare,orassist
inpreparing,theappropriateStateofFloridaRecordsDestructionRequestandthenforwardthe
notificationtotheRecordsManagementLiaisonOfficer(RMLO)intheOfficeoftheSeniorVPfor
FinanceandAdministration.
1201 9
3. Allfilestobearchivedforsubsequentdestructionmustbeputintoastandardrecordsbox.The
Records Manager or designee shall be responsible for recording the cubic feet, range of case
numbers,anddatesontoaspreadsheetforsubsequentforwardingtotheRMLO.
4. Allrecordswillberetainedfortheminimumretentionperiodrequiredbytheretentionschedule
referredtoinSectionP(1)above.TheRecordsManagerwillbe the Department authority for
determiningwhichrecordsareeligiblefordestructiononcetheminimumretentionrequirements
havebeenmet.
5. Atleastannually,theRecordsManagershallscreenallDepartmentrecordsandcomplywiththe
provisionsofSections119.041and257.36,F.S.
6. TheRecordsManagerwillretainacopyofallStateofFloridaretentionpublications,includingthe
recordsretentionschedule,andcopiesofallRecordsDestructionRequests.
Glossary
CleryAct–TheJeanneCleryDisclosureofCampusSecurityPolicyandCampusCrimeStatisticsAct.This
federallegislationrequiresthatcollegesanduniversitiesprovidetimelyandrelevantinformationabout
campuscrimestoprospectivestudents,parents,employees,andotherinterestedparties.
Juveniles – The legal term for a youth, i.e., a minor under the age of 18,whomthelawmaytreat
differentlythananadultbecauseofhisorherminority.
Records–OfficialDepartmentaldocuments,hard‐copyorelectronic,thatserveasevidencetosupport
andotherwisecorroborateDepartmentaloperationsandfunctions.
Teletype–Aformoftelegraphiccommunicationswherebythesendertypesmessagesonatraditional
typewriterkeyboard.Theelectronicimpulsesofthesender’skeystrokescausethecorrespondingkeys
onthereceiver’sinstrumenttoregistertheexactmessage.
Attachments
None

1201 10
CAA06/29/2020Filed:GeneralOrder1201
Title:RecordsManagement
Approved:_________________________________
TerriS.Brown,Chief
EffectiveDate:_____________________
06/29/2020