Central Records

Policy & Procedures                 No. 4.06
                                  Subject:
                  Central Records
                                  Issuing Authority:                                       Effective Date:   Review Date:
                     Chief of Police                    10/30/2013  06/13/2023
                                                                                 References:

 Revision
 &          02/06/2015
 Reissued   02/20/2017
 Dates:     05/10/2020

    CALEA STANDARDS
       72.1.3 82.2.1 82.3.3        Action Item 1
       82.1.1 82.2.2 82.3.4
       82.1.2 82.2.3 82.3.5
       82.1.3 82.2.4
       82.1.4 82.2.5 17.4.2
       82.1.5 82.3.1 17.4.3
       82.1.6 82.3.2 42.1.3
       82.1.7
       82.1.9
             GENERAL CONSIDERATIONS AND GUIDELINES

The Central Records function of the Department is extremely important and critical for both the
effective delivery of law enforcement services and to satisfy legal requirements and
responsibilities. The Deputy Chief shall coordinate and control the Records procedures. Some
responsibilities may be assigned to an Administrative Sergeant and/or the Court Prosecutor.
82.1.1 (2B)

The Records Procedures include:

      A.    Report review;
       B.     Report control;
      C.    Records maintenance;
      D.    Records retrieval;
       E.     Dissemination of records;
       F.     Destruction of any records

              Canton Police Department’s Central Records Policy               Page 1

POLICY

It is the policy of the Canton Police Department to maintain a reporting and records management
system in order to provide reliable information and allow the department to function effectively
and efficiently. Additionally, it is the policy of this department to permit dissemination of public
data to interested individuals, in conformance with the standards of the Massachusetts Criminal
History Systems Board, and to the extent that the rights of any individual are not infringed.

Dissemination of Department Records shall be strictly controlled according to the guidelines of
CORI (Criminal Offender Record Information) and M.G.L. C66.S10 which relates to inspection
and examination of Public Records. 82.1.1 (2B); 82.1.7 (B)

None of the above report shall be released without prior approval from the Deputy Chief. In
addition, a department records request form will be filled out by the requestor and left in the
Deputy Chief’s mailbox. Another option is to direct the requestor to the Deputy Chief’s email
where a written records request can be made there. 82.1.1 (2E); 82.1.7 (C)

RESPONSIBILITIES: 82.2.2 (A-E)

Desk Officers: Officers working the desk are required to record in the department computer all
of the following activity which occurs, or is alleged to have occurred, in the community:

      A.     Citizen reports of crime; (A)
       B.     Citizen complaints (crime related, not IA complaints); (B)
      C.     Citizen requests for service when:
                1.  an officer is dispatched; (C)
                2.  an employee is assigned to investigate;
                3.  an employee is assigned to take action at a later time;
      D.     Criminal and non-criminal cases initiated by Officers; (D)
       E.     Incidents involving arrests, citations or summonses (complaint applications). (E)

Dispatching officers shall initiate a Call Number (Log Entry) whenever a member of the public
requests service or an officer takes a specified action. Once a call number has been generated,
the officer will record all applicable information relative to the incident in the proper fields,
including any report numbers.

Data Entry: Complete and accurate reporting and data entry responsibilities regarding the IMC
system lie with the desk officer and the patrol officer and/or Shift Supervisor. Concise control
and management of the files created by this activity are the responsibility of the Records Section.

Desk officers shall enter all necessary data in the master index of the IMC system. This
information, whenever possible, shall include:
      A.     Full name
       B.    Address
      C.    Date of birth
      D.     Social Security number
       E.     License number
       F.    Phone number (including cell number if possible)

              Canton Police Department’s Central Records Policy               Page 2

The Chief of Police shall assign his/her designee an area of responsibility for management of the
following records:
      A.    Department Written Directive System
       B.    Motor Vehicle Citations
      C.     Control of copy reproduction
      D.   UCR and NIBR’s reporting
       E.   IMC data review and updates

PROCEDURE

I.   GOALS OF THE RECORDS SECTION: The primary goals of the Records Section
       are as follows:

      A.    To furnish accurate and complete information when, where, and to whom
              required in order to manage and operate the Department effectively;

       B.    To control the creation of information so that only meaningful and required data
                  is originated and retained;

      C.    To process and control information as efficiently and effectively as possible;

      D.    To provide records control in a cost efficient yet qualitative manner;

       E.    To provide the records user with maximum service so that information can be
              quickly and easily obtained;

       F.    To provide management with accurate retrieval formats so that sound and timely
               decisions can be made;

      G.    To provide external agencies and organizations with whatever information is
               legally obtainable;

      H.    To process and retain only those records that have special value to the Department
              or have a legal requirement to be maintained;

         I.    To prepare, update, and disseminate all records in an accurate and timely manner.

II.   REPORT REVIEW: In order to ensure that all reports filed by officers regarding
       incidents they have investigated or have been involved in are complete and accurate in
        their content, it shall be the responsibility of the Shift Supervisor to review reports from
        officers assigned to them. The Shift Supervisor will review all Officer Reports and
       Dispatch Reports for:

      A.     Neatness, legibility, spelling and grammar;

       B.     Content of report:

              Canton Police Department’s Central Records Policy               Page 3

1.      Is all required data entered into the department computer system;
                2.     Consistent with regards to events being presented in a logical and non-
                       conflicting manner;
                3.    Does it reflect compliance with established investigative procedures?
                      82.2.4

      The Shift Supervisor will either electronically approve the report or forward it to the
       appropriate officer or investigator for proper follow-up.

III.  RECORDS REPORT REVIEW: It shall be the responsibility of the Deputy Chief or
        his/her designee, through the records department, to review all reports for the following:

      A.   A determination as to whether the incident has been classified properly in order to
            comply with local, state, and federal NIBRS (National Incident Based Reporting
              System). The NIBRS report shall be completed in a timely manner and sent in
              according to standards. 82.1.3

       B.      Initiate corrective action for any deficiencies by routing the report back to the
                officer through the Shift Supervisor.

      C.    Maintain files on each officer’s errors or omissions. The sergeants are
              responsible for review of these files for the purpose of assisting individuals in
             improving their report writing skills through additional training.

            At least semi-annually the Deputy Chief will prepare an evaluation report on the
             Report Review process with distribution to the Chief. This report should contain
               the total number of reports reviewed, the total number returned for correction, a
            breakdown of the most frequent errors, the names of those individuals who have
           shown the least improvement and may require remedial training, and suggestions
               for improving or altering the process. Lieutenants shall review this report with
               Shift Supervisors.

            The formal Report Review process does not eliminate, nor does it diminish, the
               responsibility of Shift Supervisors to review all officers’ reports and to assist them
               in making corrections and/or additions. A Shift Supervisor shall electronically
              sign and initial all reports following their review. (Note: It is not necessary for
               the Shift Supervisor on duty at the time of the incident to review an officer’s
                report. The Supervisor of a subsequent shift may do it if the original Supervisor is
            no longer on duty.) 82.2.4

IV.   INCIDENT REPORTS and OFFICER’S REPORTS: 82.2.3; 82.2.5
      Our agency may receive specified crime and incident report information by telephone,
       mail, Internet, etc. Each incoming report will be reviewed by a Supervisor or officer
      working the desk to determine if a log entry will suffice or if an officer needs to be called
        to the scene for further follow-up. Criteria for accepting the Incident Report or log entry
      would be for incidents ‘minor in nature, victimless incidences, minor property damage
       with no suspects, hit and run with no suspects, etc.’ Whenever Officers receive
       information which meets the required criteria for recording, a Log Entry shall be made in

              Canton Police Department’s Central Records Policy               Page 4

the IMC system by the officer working the desk or the officer involved. All applicable
         information relative to this incident shall be recorded in the proper fields within the IMC
        system and a unique incident number shall be automatically assigned by the IMC system.
        This numbering system shall be sequential, beginning with #1, and commencing on the
            first day of a calendar year. All numbers will be prefaced with the year of issue, and will
        end with the specific type of report that it is. (For example, the first Incident/Offense
         recorded on January 1, 2010 would have an Incident Number of 10-1-OF. The first
         Arrest recorded on January 1, 2010 would have an Arrest Number or 10-1-AR.) The
         following are report types that are generated by our Information Management Computer
        System: Offense Reports (OF), Arrest Report (AR), Warrant Reports (WA), Restraining
        Orders (RO), Field Interview (FI), Motor Vehicle Crash (AC), and Property Reports
         (PR). Citations reports are documented and tracked according to the unique citation
       number that is assigned by the Registry of Motor Vehicles.

         In addition to the information being put into the log entry by the desk officer, the IMC
        system will automatically time stamp each entry with the following information:

        A.    Time incident was received;
        B.    Time of officer being dispatched;
        C.    Time of officer arrival;
        D.    Time officer cleared the call.

V.         It is extremely important that the action code which refers to the category of the offense
        be correct, since the Records personnel will utilize this information in a monthly Uniform
       Crime Report to the Mass. Department of Public Safety and the FBI, and for our own
        crime and traffic analysis purposes. 82.2.3

VI.      Listed below are the forms/reports most frequently used in the daily operations of the
         police department. Police officers will be responsible for completing these and any other
        forms or reports as required by the department. The following documents are classified
         as Field Reports for operational record and require IMC system entry, as well as
        complete narratives: 82.2.1 B

        A.     Incident Reports;

        B.     Offense Reports;

        C.     Arrest (Booking) Reports (Criminal History File); 82.3.6

        D.    Supplemental Reports

        E.     Field Interview Reports

         F.     Warrant Reports

       G.     Restraining Order Reports

       H.     Property Reports

               Canton Police Department’s Central Records Policy               Page 5

I.     Motor Vehicle Crash Reports will generate a log entry and will require
                 completion of the IMC/IMC traffic form.

            J.    Motor Vehicle Citations issued for a criminal summons or arrest in which an
                   incident number will be generated by the log.

              The Officer who files any of these Reports shall obtain the Incident Number from
                  the Department Computer System from the desk officer. There may be other
                documents which require an Officer to place an Incident Report Number on it, but
                     this number would be obtained from one of the above-mentioned documents.

   VII.  FORM DEVELOPMENT, MANAGEMENT AND CONTROL: The overall
            responsibility for the Department’s Forms Management lies with the Deputy Chief or
            his/her designee. Development and determination of new forms shall be accomplished
          with input from the person who suggests the need for a specific form, from the Shift
           Supervisors, the Lieutenants, and the Chief of Police, who must give final approval. The
         management and control functions of the Deputy Chief or his/her designee shall include:
           11.4.2

         A.     Establishing standards of uniformity and simplicity in the design of forms in order
                   to improve their appearance and functional efficiency;

          B.    Reviewing and analyzing all forms at regular intervals for the purpose of
                  eliminating unnecessary or obsolete forms, consolidating to eliminate overlapping
                and duplication, and for improving the effectiveness of those retained;

         C.    Ensuring that all newly created forms are designed to give the maximum
                 information and service to the user;

         D.    Attempting to see that all forms are designed so as to facilitate their use in the
                automated or electronic processing of information;

          E.     Frequently inventorying stock levels of all Department forms to ensure
                    availability to users at all times;

           F.     Ordering or overseeing the replenishment of forms through the Chief’s
                 Administrative Assistant.

VIII.   RECORD RETENTION:  42.1.3 (3E); 82.1.3 Massachusetts General Laws Chapter
           66, Section 8, provides that the Supervisor of Public Records, a branch of the Secretary of
            State’s Office, has the authority to develop disposal schedules which designate the
           lengths of time which various records must be maintained by a police department. The
            statute further provides that such records may be destroyed only with the written approval
           of the Supervisor of Public Records.  It should be noted that the statute applies not only to
         documents which are defined as public records, but also to any “written or printed book
           or paper, or any photograph, microphotograph, map or plan.”

                 Canton Police Department’s Central Records Policy               Page 6

Therefore, virtually every document in the custody of the Department must be retained in
       safekeeping for the period of time specified in the attached “Retention Schedule”, or until
       permission for destruction is obtained by the Supervisor of Public Records. Documents
        that are not classified as Public Records (as mentioned above) must be retained for a
       period of seven (7) years.

          It shall be the responsibility of the Deputy Chief to ensure that all-legal requirements
       regarding the retention of records be adhered to, and to supervise and control the process
       of disposal of these records when necessary. 82.1.2

IX.  REPOSITORY OF DEPARTMENT RECORDS: The responsibility for the filing and
       maintenance of the following Department Records falls under the supervision and control
       of the Deputy Chief or the Department Prosecutor. This shall be done in the following
       prescribed manner: 42.1.3 (3C)

      A.     All information regarding any adult brought before the court by this Department
               for any offense including non-criminal violations shall be entered in the
             Department Computer and a hard copy filed with records. The hard copy will be
             checked and filed if there are any statements or documentation not stored in the
             computer.

       B.     All information regarding any juvenile brought before the court by this
             Department for any offense other than a motor vehicle violation shall be entered
               in the “Young Offender/Juvenile” module of the Department Computer. Names
              of young offenders kept in this module will be separate from adult offenders.
              82.1.2 (5)

      C.     All Reports and Folders regarding pending adult court cases shall be filed and
              maintained in the Prosecutor’s Office in a file cabinet located in his/her office.

      D.     All Reports and Folders regarding pending juvenile court cases shall be filed and
              maintained in a locked file by the Lieutenant in charge of the Family Services
               Unit, the Juvenile Officer or the Prosecuting Officer in his/her office. 82.1.2
              (5,6A)  If the disposition of a case is still open after the juvenile reaches adult age,
               the folder will remain with the Active Juvenile files. 82.1.2 (11)

       E.     All adjudicated juveniles and all records pertaining to juveniles who have reached
               adult age, and adult court cases, and all other Officer’s Reports of incidents, shall
             be filed according to the incident number or the plaintiff’s last name in Records
               Storage. 82.1.2(11)

       F.     Arrest records shall contain: 82.3.5
                 The arrest report
                 The booking sheet – Using the Offender Based Tracking Numbering
                  System (OBTN), an ID number will be assigned to each person in custody.
                      Fingerprint cards (when applicable)
                    Criminal history sheet including warrant check
                     Suicide check sheet
                      Driver’s history (for motor vehicle offenses)

              Canton Police Department’s Central Records Policy               Page 7

Photograph (when applicable)

    A criminal history file will be maintained for each person custodially arrested.
       82.3.5 (3)

       All arrest records shall be filed by plaintiff’s last name and shall be the
        responsibility of the Prosecuting Officer. Fingerprints (when applicable) and
      booking photographs shall be taken for all persons arrested by this department.  If
       a person has been previously arrested and fingerprinted by this department, new
        prints will not be required. The Shift Supervisor shall make the determination as
        to the need of an updated photograph.

G.     All Department Traffic Collision Reports shall be separated by the Month, and
        filed by the Accident Report Officer according to the day and month of the initial
        investigation. 82.3.3 A

H.     All Operators’ Traffic Collision Reports will also be separated by the Month, and
        filed with all involved reports together, according to date and time of the
        collision.

I.     Motor Vehicle Citation books are located at the front desk. Officers are to sign
       the numbered citation log and take an audit sheet when receiving a new book. All
      completed citations and audit sheets (submitted when citation book is complete)
       are to be placed in the one-way locked mail slot in the hallway. Completed
        citations will be picked up by clerical staff to be entered into IMC. All individual
      Department Copies of Motor Vehicle Citations shall be filed chronologically and
       securely stored in the Records Section to be matched against the audit sheet.
       82.3.3 B; 82.3.4 (A,B,C)

J.     Firearms Identification Card Folders are filed alphabetically in the Firearms
       Cabinet and a master card generated in the computer.

K.    Records of Licenses to Carry Firearms (Gun Permits) are filed alpha/numerically
        in the Department computer and alphabetically (with photograph) by the
        Officer(s) in Charge of Firearms Licensing.

L.    The Chief’s Administrative Assistant shall handle recording and billing for use of
       the Cell Block. Entries will contain the date(s) of service, the date of billing, the
      amount of the charge, and the date of payment.

M.    In addition to the hard copy records maintained in the Records Section, the
      Department Computer will keep the following automated records in the computer:

                1.  All available information on bicycles (stolen, found or recovered, and
                   Registrations); Firearms Identification; Licenses to Carry Firearms
               (Gun Permits).
                2. An Arrest File and an alphabetical Master Name Index File. 82.3.1
                3.  Service Calls and Crimes by type 82.3.2 (A,B)
                4.  Service Calls and Crimes by location 82.3.2 (C,D)

        Canton Police Department’s Central Records Policy               Page 8

5.  Stolen, found, recovered, and evidentiary property files. 82.3.2
                       (E,F,G)

                   Records that are considered outdated, or if space is no longer available in
                      the Records Section, shall be moved to the Records Storage area located in
                    a secure area as determined by the Chief of Police.

X.   HANDLING FUNDS: In order to be accountable of all monies received by services
       rendered by members of the Canton Police Department, the following procedures shall be
       adhered to ensure the security and this Department, and all personnel:

      A.    The Chief of Police does not authorize officers to accept cash payments for
               special services contracted through the department such as printing off copies of
               crash/incident reports. Payment is to be made in the form or a personal check or
               cashier’s check.

       B.     All Officers and the clerical staff should be aware of the current cost of copying
               police reports and mailing costs. A breakdown of these costs will be maintained in
               the records office.

      C.    The Officer(s) in charge of issuing Gun Permits shall document all fees collected
               for the licenses and shall not issue any until the form of payment has cleared.

XI.  RECORDS DISTRIBUTION AND SECURITY: All Department records are
       maintained under the overall control of the Chief of Police, but responsibility has been
       assigned to the Deputy Chief. These are maintained in the records section and shall not
      be open to any public view within that designated area. No visitor, whether on official or
        unofficial business, shall be allowed to enter the Records Section for the purpose of
       perusing or reviewing any Department records, nor shall any officer, clerk, or other
      employee allow or condone this act if observed. 82.1.1 (2A)

       All Operational Records including incident reports, arrest reports and Master Name File
       records shall be accessible via the IMC system at all times in order to facilitate
        investigations and other matters of duty being performed by officers of this department.
       82.1.1 (2A,B) All officers, particularly Shift Supervisors, shall familiarize themselves
       with the locations of the various types of information stored or filed in the IMC system so
        that retrieval of records will be quick and efficient, 24-hour accessibility at any
      time(Compliance check). These records are password protected and only accessible by
      sworn personnel. 82.1.1 (2A,B,C); 82.1.4

      The Evidence Control Officer shall be responsible for maintaining an index of stolen,
       found, recovered, and evidentiary property. Said index shall be contained in the
       department IMC system. Offices will be able to conduct a computer search for property
      and items entered into the system at any time.

     As it relates to Public Records Requests, dissemination of department records shall be
         strictly controlled according to the guidelines of CORI (criminal offender record
       information) and Massachusetts General Laws Chapter 66, Section 10, which relates to

              Canton Police Department’s Central Records Policy               Page 9

inspection and examination of public records and to the acceptable fees to be charged for
       photocopies of same. 82.1.1 (2B)

    A copy of each of these documents shall be kept in a conspicuous place in the records
       section and all officers, clerks, and employees shall be expected to refer to them if there
         is any question regarding dissemination of department records.

      There are situations and circumstances whereby Police Reports must be removed from
       the files (Superior Court, Civil litigation, etc.). In order to ensure that these Records are
        returned, the following Report Removal procedures shall be in effect:

      A.     Reports should not be removed from any file except by Records Personnel. If a
               report is removed a note will be left for Records in place of the original report
            which includes at a minimum:

                1.  the date removed;
                2.  the name of the Officer or person removing it;
                3.  the Incident Number of the Report;
                4.  and the purpose for removal (Court Case – and location of Court)

       In the interest of preserving the security of the department’s records, only authorized
       personnel shall have access to the Records Division. Authorized personnel include the
       Chief of Police, the Deputy Chief, Lieutenants, the Department Prosecutor and members
       of the Family Services Unit and Detective Bureau. 82.1.1 (2A,B)

       All records shall be maintained and secured in a locked file cabinet, with limited access,
        in the appropriate office they are stored in. 82.1.1 (3,4)

      Under no circumstances will original copies be removed from the Canton Police
       Department, except under subpoena.

XI.  ACCESS TO THE CANTON POLICE COMPUTER SYSTEM: 82.1.6 In an effort
        to ensure confidentiality of all police intelligence, all employees of the department will
       use a password to access the system. The password will act as a marker for all computer
        inquiries. 82.1.7 (1B) Information System Manager (ISM) appointed by the Town of
      Canton will control access security. ISM shall maintain the quality control of the overall
       system by performing weekly scheduled data back-up and proper storage of computer
       data (files, tapes, etc.) and information both on-site (disk to disk; these are stored in a
       locked room in CPD’s dispatch) and anything that may be stored off-site. The ISM will
       conduct a password audit at least once a year. Any access violations found by the
       Information System Manager will be reported directly to the Chief of Police. 82.1.6;
       82.1.7

XII.  SECURITY PROTOCOL FOR RELEASE OF RECORDS: All access to criminal
        history records that are maintained in IMC shall be subject to the same procedures as
       stored copies in the file system. Any release of computerized records shall be held to the
       conditions of M.G.L. Chapter 6, section 172.  82.1.1 (2D); 82.1.7 (1B,C)

              Canton Police Department’s Central Records Policy             Page 10

Officers and selected civilian personnel will receive training in the use of the departments
     IMC system.

      The IMC system shall be utilized in completing reports. The use of field reports may be
        utilized to gather information required to complete a report. The field reports may
        consist of; but are not limited to the following forms:
             Crash Report Forms
               Citations
              Property Loss Forms
          M/V Inventory Forms
               Pursuit Report
             Domestic Violence Checklist
           Damage to Town Property

      Only authorized personnel will have access to sensitive cases such as sexual assault
        reports.  If an officer needs to obtain a copy of this report after hours, a Lieutenant is to
      be contacted. 82.1.1 (2C)

XIII. WARRANTS AND WANTED PERSONS: Warrants are entered by the court into the
    WMS system. All officers shall have access to the warrant system via the CJIS computer
       system. When a person is wanted on warrant based upon charges the Canton Police
      Department brought, the Prosecuting Officer shall enter the data on the disposition field
        in the arrest report. Verification that a warrant exists will be completed by the Station
       Officer on a case by case situation. It will be the responsibility of the court to cancel any
       warrant. 82.3.8

XIV. JUVENILE RECORDS MANAGEMENT: 82.1.2
       All juvenile arrest files, photographs, and fingerprint cards shall be marked in a manner
        to distinguish them from adult files. (2,3) They will each have the computer-generated
       word, “JUVENILE” marked on them. 81.1.2 (1A,B) Access to arrest information
       concerning juveniles is limited to those personnel who have a legal right to this access.
       82.1.2 (9)

     No juvenile arrest information shall be disseminated without the approval and
       authorization of the Prosecutor or Juvenile Officer. Both individuals shall ensure the
        legality of this dissemination prior to approval. 82.1.2 (10A)

      Whenever a juvenile reaches the adult age of eighteen (18) years old, any NEW arrest
       records will be started, if that person is again arrested. Prior records will stay with the
       Juvenile Folder. 82.1.2 (11)

       All reports of pending court cases involving juveniles shall be maintained by the Juvenile
       Officer and access shall be limited to Superior Officers or to those officers who are part
       of the Family Services Unit.  If the disposition of a case is still open after the juvenile
       reaches adult age, the folder will remain with the Active Juvenile files. Upon final
        disposition of any juvenile case, including when the offender has reached adult age, the
        folder shall be placed in the Records Section – a secure records room located in the
      basement of the PD. Access to these records is limited to Superior Officers only. Overall

              Canton Police Department’s Central Records Policy             Page 11

responsibility for the collection, retention, and dissemination of these records lies with
    the Deputy Chief. 82.1.2 (9)

   The Juvenile Officer shall be responsible for the expungement of any juvenile records
   ordered by the court. This will involve shredding any documents/reports ordered by the
    court. In addition to the record keeping and expungement responsibilities mentioned
   above, the Juvenile Officer shall be responsible for: 82.1.2 (12)

                    •  The coordination, preparation, and disposition of all court cases in
                      which a juvenile is involved.

                    •  Consulting with the arresting officer of complaining officer
                         regarding disposition of juvenile matters and advising them of
                          possible and potential diversionary program available as
                           alternatives to incarceration, advising officers of final disposition.

                    •  Being familiar with juvenile diversionary programs offered
                        through the court and other public and group organizations.

                    •  Conferring with the prosecuting District Attorney’s office
                         regarding these alternatives.

XV.  RELEASE OF RECORDS TO REQUESTING OTHER AGENCIES: 82.1.1
      (2D,E)
     When a request is received by the Canton P.D. from another agency looking for
       records containing personal information, police involvement, etc., the request will be
       forwarded to the Deputy Chief for review. This request must be in writing (including
       email).  If dissemination of that information is allowed under CORI and M.G.L.
       Chapter 6, section 172, the Deputy Chief will release the information or will forward
       the information to the Administrative Sergeant for release. A copy of what was
       released along with the written request (form or email) are to be stored in a file folder
       (labeled by calendar year) and maintained in the Administrative Sergeant’s office
       and/or the Deputy Chief’s office.

    RELEASE OF PUBLIC RECORDS REQUESTS: 82.1.1 (2D,E)

       Written requests (email or agency request form) from the public will be reviewed and
       handled in the same manner. Each request will be reviewed by the Deputy Chief or
       the Administrative Sergeant. Report request will be disseminated (with redactions
      where needed) and appropriate fees will be assessed. 82.1.1 (2E)

XVI. POLICE REFORM ACTION ITEM 1    82.1.1
       Effective December 31, 2020 the Canton Police Department will not withhold law
       enforcement disciplinary memoranda, which is held in the employee’s personnel file,
       under exemption (c) of the Public Records Law. In addition, Public Records
       personnel will be given notice regarding this change in the law.

           Canton Police Department’s Central Records Policy             Page 12

Canton Police Department’s Central Records Policy             Page 13