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POLICE RECORDS AND COMMUNICATIONS
BACKGROUND:
The
Police Department has approximately 800
employees of
which
about
600 are sworn officers.
The rest are non-sworn
clerical
and
administrative
support
personnel.
The
department
is
organized
according
to standard operating police functions
and
responsibilities.
This
audit
is concerned with
the
internal
control over police records and communications.
The
Records
and
Communications
divisions
are
placed
administratively under the Colonel of Operations.
Each division
is
headed by a police officer with the rank of captain.
A non-
sworn
administrative
supervisor is in direct
charge
of
daily
operations.
Both
divisions operate 24 hours per day with three
work shifts.
The records system used by the department is manual and therefore
labor intensive.
The heart of the system is the rotary file.
It
is
used
as a cross reference to the police files and
also
for
a
quick check on individuals' past histories. Maintenance on the
system is continuous.
The major risk in this system rests
with
the
rotary file:
if a record is misclassified in the file, the
associated file cannot be located.
Police
communications
is
automated and incoming
and
outgoing
calls are logged or tracked by the computer.
Incoming calls are
classified
according
to
a
predetermined
priority
or
classification hierarchy.
The codes used are as follows:
Code 1 = Life threatening situation
Code 2 = Emergency non-life threatening
Code 3 = Other
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- Spring '11
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