Police Records Management

The systematic creation, receipt, classification, maintenance, retrieval, retention, and lawful disposition of police records.

To preserve accurate, accessible, secure, and accountable information needed for police operations and administration.

The sequence through which a record is created or received, used, maintained, retained, and eventually archived or lawfully disposed of.

A record frequently used for current administrative, investigative, or operational activities.

A record no longer needed for frequent operational use but retained for legal, administrative, or historical reasons.

A record preserved because of its continuing legal, evidentiary, administrative, or historical value.

An approved schedule specifying how long categories of records must be retained and when lawful disposition may occur.

The authorized transfer, archival preservation, or destruction of records according to applicable retention rules.

The systematic grouping of records according to function, subject, sensitivity, or other established organizational criteria.

Assigning identifiers or searchable references to records to facilitate organization and retrieval.

A documented listing of records holdings, their locations, types, quantities, and relevant management details.

A unique identifier assigned to a document or record to support tracking, retrieval, and accountability.

A unique identifier used to associate reports, documents, and related records with a particular case or incident.

To record the receipt, routing, release, and status of official documents.

To document official communications received, including dates, sources, subjects, and routing information.

To document official communications issued, including recipients, dates, subjects, and dispatch information.

A formal written communication used to convey information, instructions, requests, or administrative decisions.

An official issuance communicating policies, procedures, or instructions to designated organizational units or personnel.

An official directive concerning a particular personnel or administrative action, such as an assignment or designation.

A formal directive issued by an authorized office to regulate specified administrative or operational matters.

To document the movement of a document among offices or personnel for review, action, or approval.

To formally accompany and identify documents, materials, or records being sent to another person or office.

An information system used to organize, store, retrieve, and manage police records and related data.

A digital system for controlling electronic records throughout their authorized life cycle.

The accuracy, completeness, consistency, and protection of information against unauthorized alteration.

The ability of authorized personnel to access information when it is needed for legitimate duties.

Protection of information from access or disclosure by unauthorized persons.

Confidentiality, Integrity, and Availability.

A security method assigning information system permissions according to authorized organizational roles.

Giving users only the minimum access and permissions needed to perform authorized duties.

An authentication method requiring two or more distinct verification factors to establish a user's identity.

A record of system access events, such as user identities, times, resources accessed, and relevant actions.

To maintain recoverable copies of information in case of deletion, corruption, equipment failure, or other disruptions.

The process of restoring essential systems and records after a serious disruption or disaster.

Preparing to maintain or restore critical police functions during and after operational disruptions.

To establish responsibilities and controls for protecting records from unauthorized access, loss, alteration, or destruction.

It establishes personal data protection requirements and lawful exceptions relevant to the processing of personal information.

Personal information identifies or can reasonably identify an individual; sensitive personal information includes specially protected categories defined by law.

A security incident involving unauthorized access, disclosure, alteration, destruction, or other compromise of protected data.

To identify, contain, assess, document, and address a breach, including legally required notifications where applicable.

To create reliable records describing evidence identification, collection, handling, transfer, storage, and disposition.

A documented listing of collected or seized items with identifying descriptions and relevant custody information.

A record acknowledging the transfer or receipt of evidence between authorized persons or custodians.

An identifying label attached to or associated with an evidence item to support tracking and accountability.

To record the admission, location, movement, and authorized release of items held in evidence storage.

To suspend ordinary disposal or alteration of records relevant to anticipated or ongoing legal, investigative, or administrative proceedings.

A chronological record showing relevant actions taken on a document, record, or information system.

Record integrity and auditability, because material corrections should be traceable under applicable procedures.

Unauthorized disclosure, breach of confidentiality, and possible administrative or legal liability depending on the information and circumstances.

Preserve the relevant records, apply any required legal hold, and follow authorized retention and disposition procedures.