GENERAL ORDERS LINCOLN POLICE DEPARTMENT
SUBJECT: SUPPORT SERVICES
TITLE: CENTRAL 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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CENTRAL RECORDS
803.1 PURPOSE AND SCOPE
This policy establishes the guidelines for the operational functions of the Lincoln Police Department Central Records Clerk. The policy addresses department file access and internal requests for case reports.
803.2 POLICY
It is the policy of the Lincoln Police Department to maintain department records securely, professionally, and efficiently.
803.3 RESPONSIBILITIES
803.3.1 CENTRAL RECORDS CLERK
The Chief of Police shall appoint and delegate certain responsibilities to a Central Records Clerk. The Central Records Clerk shall be directly responsible to the Chief of Police or his authorized designee. The responsibilities of the Central Records Clerk include but are not limited to:
(a) Overseeing the efficient and effective operation of the Office of Professional Services.
(b) Scheduling and maintaining Office of Professional Services time records.
(c) Ensuring compliance with established policies and procedures.
(d) Supervising the access, use, and release of protected information (see the Protected Information Policy).
(e) Establishing security and access protocols for case reports designated as sensitive, where additional restrictions to access have been implemented. Sensitive reports may include but are not limited to:
Homicides
Cases involving department members or public officials
Any case where restricted access is prudent
(f) Establishing and maintaining reasonable security measures to protect personal identifying information from security breaches as required in Ala. Code § 8-38-3.
(g) Reporting to the Alabama State Law Enforcement Agency when a child is charged with certain acts of delinquency as required by Ala. Code § 12-15-134.
(h) Maintaining a records management system for case reports.
(i) The records management system should include a process for numbering, identifying, tracking, and retrieving case reports.
(j) Entering case report information into the records management system.
(k) Modification of case reports shall only be made when authorized by a supervisor.
(l) Providing members of the Department with access to case reports when needed for investigation or court proceedings.
(m) Maintaining compliance with federal, state, and local regulations regarding reporting requirements of crime statistics.
(n) Maintaining compliance with federal, state, and local regulations regarding criminal history reports and auditing.
(o) Identifying missing case reports and notifying the responsible member's supervisor.
803.4 FILE ACCESS AND SECURITY
The security of files must be a high priority and shall be maintained as mandated by state or federal law. All case reports including but not limited to initial, supplemental, follow-up, evidence, and any other reports related to a police department case, including field interview (FI) cards and criminal history records, shall be maintained in a secure area, accessible only by authorized members. Access to case reports or files, when staff is not available may be obtained through the log book located in the records room.
The Central Records Clerk will also maintain a secure file for case reports deemed by the Chief of Police as sensitive or otherwise requiring extraordinary access restrictions.
803.4.1 ORIGINAL CASE REPORTS
Should an original case report be needed for any reason, the requesting department member shall first obtain authorization from the Central Records Clerk. All original case reports removed from the records room shall be recorded on a designated report check-out log, which shall be the only authorized manner by which an original case report may be removed from the records room.
803.5 CONFIDENTIALITY
The Central Records Clerk has access to information that may be confidential or sensitive in nature. The Central Records Clerk shall not access, view, or distribute, or allow anyone else to access, view, or distribute any record, file, or report, whether in hard copy or electronic file format, or any other confidential, protected, or sensitive information except in accordance with the Records Maintenance and Release and Protected Information policies.
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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