Records

Criminal Records/Records Room 

I. POLICY

All criminal case reports will be secured in the FEB’s Records Room. A Deputy Director or designee will have the overall responsibility for monitoring, maintenance, and disposition of FEB’s records. Adherence and compliance to the procedures set for removal and return of criminal records for the Records Room is mandatory by all FEB personnel.

II. PROCEDURES

The following procedures are to be used for removal of case reports, and access to the Records Room by Field Enforcement Bureau personnel:

  1. FEB personnel will complete a Case Removal Form when a report is needed.
  2. The Case Removal Form can be given to one of the following: Agent or Inspector Supervisor, Agent In-Charge, or Inspector In-Charge – all referred to as “supervisor” for this section – who will review, sign and date the request. The supervisor will then retrieve the case report, placing the Case Removal Request in the case folder from which the records were removed. The case report envelope with a copy of the case report is to be returned to the appropriate file.
  3. ONLY SUPERVISORS WILL REMOVE/RETURN REQUESTED PAPERWORK.
  4. In all instances, a copy of the case report shall remain in the case report envelope.
  5. When the employee returns the paperwork, the “supervisor” will sign the Case Removal Request on the date of return line. The “supervisor” will put the Case Removal Request into the case folder and return it to the records room.
  6. If there is a disposition for the case, the employee shall also prepare a Case Disposition Form. The form should be submitted to his/her supervisor, who will approve and date the form. The “supervisor” will place all Case Disposition Forms in the appropriate case folder, located in the Records Room.
  7. As required, the “supervisor” will forward the completed Case Disposition Form to the property room manager for evidence disposal.
  8. To ensure reports are obtained, agents/inspectors are reminded to make their request in ample time. These procedures, which have been set up, are to be followed in all instances, even if the report is only being removed for a short period of time. It is the case agents’ responsibility to complete the forms needed to remove case files.
  9. Case reports can be requested in advance by agents/inspectors via e-mail or telephone and will be prepared for pickup.
  10. All forms used to request case reports, report dispositions, etc., are located on the Comptroller computer network in the Field Enforcement Bureau’s “Forms File”. If there is a form that you cannot find, notify a “supervisor”.

III. CANCELLATION

None.