POLICERECORDSMANAGEMENTTheNeedforPoliceRecords A police department is only as good as its records keeping abilities.

The effectiveness of the police department is directly related to the quality of its records. They are the primary means of communications among the members of the police department and have as their purpose the integration of the various department units into an integrated organization for accomplishing the police task. Records are essential in the efficient performance of rou tine duties, in the wise direction of the police effort, in supervision and control of personnel, and in the determination of departmental policies. Brief History of Filing and Records Storage Records and management of them have existed in one form or another since written history began. Many original tablets, parchment, and manuscripts of great historical value have come down through the ages and how are carefully guarded in museums all over the worlds. Without some methods of p r e s e r v a t i o n s , m o s t o f t h e s e v a l u a b l e d o c u m e n t s w o u l d h a v e r e m a i n e d unknown. Possession of many of them, however, is the result of chance, as record-bearing stones and tablets have been found buried in the loose earth and many places, with no attempt of preservation. One of the most common methods used by the ancients for the filing of their papers was that of keeping them in a stone or earth ware pot. Many bits of historical evidence have been preserved on wax, stones parchment or in the urn. A modern day application of this custom is the widespread practice of sealing letters, pictures, newspapers, and other memorabilia of the current day on the cornerstone of a new building.

Depending upon the size and needs of the police force, the Chief of p o l i c e s h a l l m a i n t a i n a n a d e q u a t e a n d c e n t r a l i z e d r e c o r d s s y s t e m b y organizing in his force an efficient records and communication units. The centralization of records in the police organization brings together at one point all information concerning police activities, and it is trough centralization that the various line functions of the police organization are coordinated. Functions and Uses of Records 1.It measure police efficiency, 2.It present the communitys crime picture, 3.It assist in assigning and promoting personnel, 4.It identify individuals, 5.It provide a basis for property accountability, 6.It control Investigation, 7.It can make information available to the public, 8.It increase efficiency in traffic control, 9.It assist the courts and prosecutors, 10.It assist in evaluating control services, 11.It coordinate custodial services, 1 2 . I t i n t e g r a t e t h e d e p a r t m e n t , 13.It furnis h data for the budget , 14.It establi sh responsibilit y, 1 5 . I t r e v e a l u n u s u a l p r o b l e m s ,
1

16.It aid in the apprehension of criminals. 17.It assist other police agenci es, 18.It provide the basis for compilation of police statistics, 19.Effective employment of personnel and equipment, 20.Future references and basis of action. Incidents to be Recorded 1.Violations of laws and ordinances, 2.All calls in which any member of the police force dispatched or takes official action, 3.All legal papers handled such as warrant of arrest, subpoenas, summonses, citations and the like, 4.Cases of missing and found persons, animals and property, 5.Accidents which require police actions, 6.All personal injuries, bodies found and suicides, 7.Any damage to property 8.All cases in which a police officer is involved, 9.All arrests made, 10.Miscellaneous cas es, general and speci al o r d e r s a n d a l l o t h e r incidents that need to be recorded. MechanicsofGoodReport www.rkmfiles.net | 25