PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 7.11

Transcription

1 PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 7.11 Issued Date: Effective Date: Updated Date: SUBJECT: RECORDS RETENTION AND DISPOSITION PROTOCOL 1. POLICY A. The Commanding Officer, Reports Control Unit and the coordinator of the Department of Records, shall periodically direct the preparation of those records for the Police Department which are scheduled for transfer to a storage center or destruction center. 2. DISPOSITION OF RECORDS A. Commanding Officer, Reports Control Unit will initiate a computer message on March 1 st of each year directing the preparation of request for the storage and disposal of police department records. This process will end on April 30 th. B. Commanding Officers/Department Heads of all divisions/districts or units shall ensure that the following procedures are adhered to: 1. Records to be destroyed: a. Each Commanding Officer/Department Head will: 1.) Check the Retention Schedule found on the City Net home page under the Record Management Unit, for records that are to be destroyed; 2.) Prepare three (3) copies of "Request for the approval of the Disposal of City Records" (82-2); 3.) Submit two (2) copies of the 82-2 to the Reports Control Unit, Police Headquarters, Room 302. Retain one (1) copy for the District/Unit administrative file; 4.) Ensure that the files to be destroyed are inserted in the standard (1.5 cubic foot) storage boxes; DIRECTIVE

2 5.) Approximately two (2) weeks after a copy of the 82-2 has been sent for approval, the Commanding Officer/Department Head, or designee, must contact the City Archives and speak with the City Archivist, to verify that their request for disposal of records has been approved. Upon approval, a contact number will be give to the district/unit to schedule the pick-up of the records by the Sanitation Department. No records will be destroyed until the "Records Management Officer" (as designated by the Police Commissioner), and the Department of Records, have approved the request, and directions are given to the pertinent Commanding Officer/Department Head, as to how to proceed to arrange for the destruction of the records.) b. When the approved records for disposal, are picked up by the Sanitation Department, the Commanding Officer/Department Head will: 1.) Contact the City Archivist to advise him/her that the records have been picked-up. Retain the approved copy of the 82-2 as a reference for the next annual destruction of records; 2.) Keep this copy as an administrative file according to the city wide Records Retention Schedule. 2. Records to be transferred to the Records Storage Center. a. All Police Department records to be sent to the City Archives for storage will be packed in the standard (1.5 cubic foot) storage box supplied by the city. b. All requests for the storage of records will be processed electronically on the versatile web site found on the City Net homepage. (See Appendix A ) 3. If there are no records for storage or disposal, the Commanding Officer/Department Head of the division, district, or unit shall submit a negative report to the Commanding Officer, Reports Control Unit. 4. Questions regarding retention, storage, and disposal of records should be directed to the Reports Control Unit, 686-xxxx, xxxx, xxxx. BY COMMAND OF THE POLICE COMMISSIONER DIRECTIVE

3 PHILADELPHIA POLICE DEPARTMENT DIRECTIVE 7.11 Issued Date: Effective Date: Updated Date: SUBJECT: WEB MODULE BOX CREATION REQUEST 1. ASSUMPTION: THE USER HAS ACCESS TO CITYNET 1. Log on to Citynet. 2. At Address bar insert: [ REDACTED] Versatile Enterprise Web Module screen will appear. Records Management Home Page, Retention Schedules and procedures can be accessed from this page. 3. Click on Creation, then Box Creation. This will prompt User Login if you have not logged in previously. 4. Enter Versatile User Name and Password and Click on Login. 5. Next to Department, click on None to display List of Departments and Sub- Departments. Versatile will limit what users see at this screen. User will see and be able to select only departments to which they should have access. 6. Click On and Expand Departments and Sub-Departments until User Department is Located. Department will contain Department tree. E.g., if Accident Investigation is the User Department, Department would be CITY OF PHILADELPHIA / Police Department / Accident Investigation 7. Click on Finish. 8. Next to Record Series, Click on None to Display List of Record Series Titles. Expand Record Series until Alpha List of Records appears. Note: General Citywide Series also available for selection at this screen. 9. Click on Finish. Series will contain Record Series tree. E.g., if Auto Accident Reports were selected, Series would be Accident Investigation/POLICE/ACCIDENT INVESTIGATION/AUTO ACCIDENT REPORTS. DIRECTIVE

4 10. Enter User Box Number. User Box Number can be any alpha-numeric identifier used as a temporary ID for a specific box. User Box Number is required information and must also be written on handle end of box. 11. Using Drop-down, Select Type of Box. Use only the standard records storage boxes available through the Police Warehouse, 660 East Erie Avenue. 12. Using Drop-down, Select Storage Room (Facility). Select Philadelphia Records Center, 3101 Market Street. 13. Enter Content From Date (MM/DD/YYYY). Date of Oldest Item in Box. Important that User insert appropriate date. If left blank, today s date will be automatically filled in. 14. Enter Content To Date (MM/DD/YYYY). Date of Most Recent Item in Box. Important that User insert appropriate date. If left blank, today s date will be automatically filled in. 15. Enter Event Date (if Required) (MM/DD/YYYY). If Record Series Title Indicates an Event Date is Required. Event Date should be Completed. Refer to Retention Schedule to Determine Event from which Retention is Calculated. 16. Enter Description. Description defines group of records contained in box, e.g., ACCIDENT REPORTS 1013 to 1300 Data entry rules: A. All Caps B. Only widely recognized abbreviations. No punctuation other than a dash (-) to separate information. 17. To Itemize Files, Click on Add Files and Provide Requested Information. Required information includes: Content Form Date (oldest item in file:, Content To Date (most recent item in file), Event Date (if required), Description File Title. 18. Click on Add This File. To Add Another File, Modify Information as Required and Click on Add File, until all files have been entered. 19. Click on Done With Files. File names will appear at bottom of Box Creation Page. 20. Click on Submit Box. User may click on Print Details to print a hard copy for their records if desired. DIRECTIVE

5 To Add Next Box, Modify Information and Submit Box. Be sure to change User Box Number, Description and Dates for Box and Files as required. BY COMMAND OF THE POLICE COMMISSIONER DIRECTIVE