GENERAL ORDERS LINCOLN POLICE DEPARTMENT
SUBJECT: PERSONNEL
TITLE: PERSONNEL RECORDS
EFFECTIVE DATE: JUNE 1, 2025
REVISION DATE:
ACCREDITATION: ALABAMA ASSOCIATION OF CHIEFS OF POLICE (AACOP)
APPROVAL: CHIEF DARREN E. BRITTON
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PERSONNEL RECORDS
1013.1 PURPOSE AND SCOPE
This policy governs maintenance and access to personnel records. Personnel records include any file maintained under an individual member's name.
1013.2 POLICY
It is the policy of this department to maintain personnel records and preserve the confidentiality of personnel records pursuant to the Constitution and the laws of Alabama.
1013.3 DEPARTMENT FILE
The department file shall be maintained as a record of a person's employment/appointment with this department. The department file should contain, at a minimum, six sections, which will include the layout of the following subsections:
(a) Employment History
Office of Oath
Employee Information (Profile, Status Form)
Employee Evaluations and Yearly Attendance
Employee Requests
Employee Transfers
Employee Promotions
Appointment of Assignments
(b) Processing and Equipment Issuance
Personnel File Layout Guide
File Acquisition Log
In-Processing Checklist
Out-Processing Checklist
Issued Equipment Log followed by signed custody cards
(c) Medical Documents
(a) Medical Documents (Drug Screen, and Physical Results)
(b) Psychological Results
(d) Training History
Training Certificates (chronological)
Academy Certificate followed by Annual Firearms Certifications
(e) Notable Performances
Notable Performance Ledger
Exemplary Service Recognitions (Copies)
Achievement Awards (Copies)
Chief's Commendations (Copies)
(f) Deficient Performances
Deficient Performance Ledger
Disciplinary Action Forms
Notice of Termination
1013.4 DIVISION FILE
Division files may be separately maintained internally by a member's supervisor for the purpose of completing timely performance evaluations. The Division file may contain supervisor comments, notes, notices to correct and other materials that are intended to serve as a foundation for the completion of timely performance evaluations.
1013.5 TRAINING FILE
An individual training file shall be maintained by the Training Coordinator for each member. Training files will contain records of all training; original or photocopies of available certificates, transcripts, diplomas and other documentation; and education and firearms qualifications. Training records may also be created and stored remotely, either manually or automatically (e.g., Daily Training Bulletin (DTB) records).
(a) The involved member is responsible for providing the Training Coordinator or immediate supervisor with evidence of completed training/education in a timely manner.
(b) The Training Coordinator or supervisor shall ensure that copies of such training records are placed in the member’s training file.
1013.6 INTERNAL AFFAIRS FILE
Internal affairs files shall be maintained under the exclusive control of the Professional Standards in conjunction with the office of the Chief of Police. Access to these files may only be approved by the Chief of Police or the Professional Standards supervisor.
These files shall contain the complete investigation of all formal complaints of member misconduct, regardless of disposition. Investigations of complaints that result in the following findings shall not be placed in the member's department file but will be maintained in the internal affairs file:
(a) Not sustained
(b) Unfounded
(c) Exonerated
1013.7 SECURITY
Personnel records should be maintained in a secured location and locked either in a cabinet or access-controlled room. Personnel records maintained in an electronic format should have adequate password protection.
Personnel records are subject to disclosure only as provided in this policy, the Records Maintenance and Release Policy or according to applicable discovery procedures.
Each of the personnel of the Office of Professional Services shall be provided one key to the storage location if applicable. A key shall be considered an accountable asset of the Lincoln Police Department and issued in accordance with the Lincoln Police Department's Policies and Procedures.
Should the storage location require code or combination access capabilities, then personnel of the Office of Professional Services, as prescribed above, shall receive the code and/or combination. In this case, a master key shall be housed in the quartermaster closet where it may be temporarily "checked-out" should the digital or combination mechanism/s become inoperative.
In any case, it is the responsibility of personnel of the Office of Professional Services to retain sole control of the key, code, or combination at all times.
Nothing in this policy is intended to preclude review of personnel records by the Mayor, City Attorney or other attorneys or representatives of the City in connection with official business.
1013.7.1 REQUESTS FOR DISCLOSURE
Any member receiving a request for a personnel record shall promptly notify the Public Records Officer or other person charged with the maintenance of such records.
Upon receipt of any such request, the responsible person shall notify the Chief of Police as soon as practicable that such a request has been made.
The responsible person shall further ensure that an appropriate response to the request is made in a timely manner, consistent with applicable law. In many cases, this may require the assistance of available legal counsel.
All requests for disclosure that result in access to a member's personnel records shall be logged in the corresponding file.
1013.8 REVIEW OF FILES
Each instance of access shall be notated on the Personnel File Acquisition Log located within the employee's file. At a minimum, the log shall include the date and time of retrieval, the name of the official retrieving the report, and the reason for the acquisition. Completion of the acquisition log is not required during the in-processing phases of initial employment. The acquisition log shall begin only when the employee has completed onboarding and obtained a formal assignment.
Employees interested in reviewing their own personnel files may do so by appointment with the Chief of Police or his/her designee and only during normal business hours (8 am - 4 pm). An employee request form delineating the details of the review shall be completed by the requestor and forwarded to the Office of Professional Services prior to the appointment. An employee reviewing his or her own file shall provide affirmation of allowance by signing the acquisition log and delineating the reason as "personal review."
Additional personnel authorized to review personnel files shall only be approved at the direction of the Chief of Police or his/her designee. As a standard, however, the following shall be assumed access while the duly officiating business of the Lincoln Police Department or the City of Lincoln, Alabama.
Chief of Police
The City of Lincoln's Attorney or applicable legal counselors assigned by the City of Lincoln
Office of Professional Services Personnel
An employee's personnel file shall only be accessed for the purposes of official business. It shall be considered a severe violation to access personnel files merely to satisfy curiosity about the affairs of others.
Access to personnel files by those citing public records mandates or the FOIA Act shall only be made available upon review by the City of Lincoln's Attorney.
1013.9 APPLICABLE CHANGES, REMOVAL, AND COPIES OF FILE DOCUMENTS
There shall be no permitted changes, removals, or copies made to the documents of one's personnel file unless warranted by the Chief of Police. In such cases of change, the Chief of Police must provide a written declaration of the prescribed change on his letterhead, which delineates the nature of the amendment. The personnel of the Office of Professional Services declared to make any changes shall access the file in accordance with section § 10.13.8, and the Chief's Declaration of Change shall accompany the file and be stored as prescribed in section § 10.13.3 (b). Any additions to employees' personal files shall be forwarded through the chain of command and ultimately to the Office of Professional Services.
1013.10 REQUIREMENT OF ACT 2021-68 STATE OF ALABAMA LAW ENFORCEMENT OFFICER EMPLOYMENT DATABASE
In order to satisfy the requirements of Act 2021-68 State of Alabama, Professional Services shall maintain all records therein and, as required, in a manner that shall be accurate and readily available upon request by the Alabama Peace Officers Standards and Training Commission for audit. This records system shall be called the "Red Files."
1013.11 RETENTION AND PURGING
Unless provided otherwise in this policy, personnel records shall be maintained in accordance with the established records retention schedule.
(a) During the preparation of each member's performance evaluation, all personnel complaints and disciplinary actions should be reviewed to determine the relevancy, if any, to progressive discipline, training and career development. Each supervisor responsible for completing the member's performance evaluation should determine whether any prior sustained disciplinary file should be retained beyond the required period for reasons other than pending litigation or other ongoing legal proceedings.
(b) If a supervisor determines that records of prior discipline should be retained beyond the required period, approval for such retention should be obtained through the chain of command from the Chief of Police.
(c) If, in the opinion of the Chief of Police, a personnel complaint or disciplinary action maintained beyond the required retention period is no longer relevant, all records of such matter may be destroyed in accordance with the established records retention schedule.
These policies and operating procedures are not designed to cover every possible scenario or situation in society, but rather to define standard operating procedures for members of the Lincoln Police Department. These guidelines are subject to past, present and future judicial review. These guidelines can be amended and or repealed by the Chief of Police as necessary. The policies and procedures herein provided supersede all previous policies and orders.
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