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82A – Records Management and Dissemination <br /> <br /> <br />Policy & Procedure Page 2 of 10 <br />PROCEDURES <br /> <br />A. The primary goals of the Records Management are as follows: <br /> <br />1. To furnish accurate and complete information when, where, and to whom <br />required, in order to manage and operate the Department effectively. <br /> <br />2. To control the creation of information so that only meaningful and required <br />data is originated and retained. <br /> <br />3. To process and control information as efficiently and effectively as possible. <br /> <br />4. To provide records control in a cost efficient yet qualitative manner. <br /> <br />5. To provide the records user with maximum service so that information can be <br />quickly and easily obtained. <br /> <br />6. To provide management with an accurate retrieval format, so that sound and <br />timely decisions can be made. <br /> <br />7. To provide external agencies and organizations with whatever information is <br />legally obtainable. <br /> <br />8. To process and retain only those records that have special value to the <br />department or have a legal requirement to be maintained: Records retention <br />shall be in accordance with Mass General Laws and RS-14-81 revised <br />June 2010, Records Retention Schedule for Police Departments. [32.1.6] <br /> <br />9. To prepare, update, and disseminate all records in an accurate and timely <br />manner. <br /> <br />B. Any type of incident report may initially be received in person, by telephone, mail, <br />email, internet or other electronic means [82.2.5]. All requests for service and self- <br />initiated activity will generate a journal note to be entered into the central <br />computer system referred to as "ProPhoenix”. Dispatchers or other support staff <br />typically enters these notes as soon as they are received. The following are <br />examples when a journal note will be entered into the system: [82.2.1(a)] [82.2.2 (a- <br />e)] [81.2.3] <br /> <br />1. Citizen reports of crime <br />2. Citizen complaints <br />3. Incidents resulting in an employee being dispatched or assigned <br />4. Criminal and non -criminal cases initiated by law enforcement employees <br />5. Incidents involving arrests, citations, or summonses <br /> <br />