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HomeMy WebLinkAbout2016-CPO-005 Records Management System, Operation Records System, & Records Retention COUNTY OF NEWELL - POLICY HANDBOOK POLICY NO: 2016-CPO-005 TITLE: RECORDS MANAGEMENT SYSTEM, OPERATIONAL RECORDS SYSTEM, & RECORDS RETENTION ADOPTED: February 11, 2016 (C-53/16) SUPERCEDES NO: 2012-CPO-005 TO BE REVIEWED: PAGE NO: 1 of 2 RECORDS MANAGEMENT SYSTEM (As per the Peace Officer (Ministerial) Regulation AR 312/2006 Section 14(2)) 1. County of Newell training records and certificates are managed by the Human Resources Department. There is a hard copy kept on each Personnel File, as well as the information being stored in an electronic database. An additional hard copy will be kept in the Peace Officer’s office, in a locked filing cabinet. 2. Incoming complaints are received by the Executive Operations Administrative Assistant and forwarded to the Peace Officer’s, via e-mail or telephone. Each complaint will be assigned a file number by the Peace Officer Supervisor. Investigated results will be conducted and compiled on a Peace Officer Occurrence Reports, and will be kept in a locked file cabinet in the Peace Officer’s office. 3. Employment records, which include the date of hire and/or termination date, of Peace Officers, will be kept in the employee’s personnel file, with the Human Resources Department. 4. Peace Officer’s Oath of Office documentation will be kept in the employee’s personnel file, with the Human Resources Department. An additional hard copy will be kept in the Peace Officer’s office, in a locked filing cabinet. 5. Peace Officer’s Letter of Appointment will be kept in the employee’s personnel file, with the Human Resources Department. An additional hard copy will be kept in the Peace Officer’s office, in a locked filing cabinet. 6. Provincial Violation Tickets will be recorded on a Provincial Ticket Ledger, which is submitted to the Provincial Court House, in Brooks, Alberta, along with the original tickets. A photocopy of each ticket will be kept in a monthly file, and kept in a locked file cabinet in the County of Newell Peace Officer’s office. These tickets will be recorded on the Ticket Tracker form and monitored by the County of Newell Peace Officer Supervisor. 7. Bylaw Tickets will be kept in a monthly ticket file, in a locked file cabinet in the County of Newell Peace Officer’s office, and monitored by the County of Newell Peace Officer Supervisor. COUNTY OF NEWELL - POLICY HANDBOOK POLICY NO: 2016-CPO-005 TITLE: RECORDS MANAGEMENT SYSTEM, OPERATIONAL RECORDS SYSTEM, & RECORDS RETENTION ADOPTED: February 11, 2016 (C-53/16) SUPERCEDES NO: 2012-CPO-005 TO BE REVIEWED: PAGE NO: 2 of 2 OPERATIONAL RECORDS SYSTEM (As per the Peace Officer (Ministerial) Regulation AR 312/2006 Section 15) 1. County of Newell Peace Officer investigation files will be conducted and compiled on a Peace Officer Occurrence Report, including the disposition of the investigation. The Peace Officer Occurrence Reports will be kept in a locked file cabinet in the Peace Officer’s office. 2. County of Newell Peace Officers are not involved in seizing exhibits; therefore, no exhibit handling system has been created. 3. County of Newell Municipal Enforcement Community Peace Officer Daily Activity Log Sheets will be completed daily, and kept in a locked file cabinet in the Peace Officer’s office. 4. Serious incidents involving a County of Newell Peace Officer will be investigated and recorded, and kept in a sealed envelope in the appropriate personnel file, with the Human Resources Department. 5. Shift schedules are completed monthly by the County of Newell Peace Officer Supervisor, and distributed to the Director of Municipal Services and County of Newell Peace Officers. 6. Any memorandum of understanding obtained between the County of Newell and the RCMP, will be kept in a locked filed cabinet in the Peace Officer’s office. RETENTION OF RECORDS (As per the Peace Officer (Ministerial) Regulation AR 312/2006 Section 16) 1. All records relating to County of Newell Peace Officers, regarding complaints or investigations, including dispositions of the complaints, will be kept for at least 5 years after the complaint was made, in a sealed envelope in the appropriate personnel file, with the Human Resources Department. 2. All records pertaining to the County of Newell Peace Officers, including administration, management and operations, will be kept in the County of Newell Peace Officer’s office, for at least 3 years after the files were made.