406 Communications Holds, Transcripts, and Copies Flashcards
.01 INTRODUCTION
B. Mandates from ___________ bear upon the matter in that they stipulate certain information that agencies may or may not divulge.
The Texas Open Records Act
.03 ACCOUNTABILITY AND RESPONSIBILITY
A. Unless a hold is properly placed on a master or data tape, the information contained on these tapes is retained for a period of not less than ______ and not to exceed ______.
thirty (30) days
ninety (90) days
03 ACCOUNTABILITY AND RESPONSIBILITY
B. The ____ ______ (located in the Communications Unit):
1. Maintains a complete and current inventory of all master tapes;
2. Maintains a system of accountability for each tape within their custodial care at all times;
3. Maintains a log to reflect all copies made and holds placed on any portion of the master tape; and
4. Is the Department Records Custodian for the 911 tapes.
System Specialist
.04 REQUESTS FOR HOLDS
A. An officer requiring a master or data tape to be held for investigative or evidence purposes:
1. Prepares SAPD Form _____, Communications Request Form.
119-C2
.04 REQUESTS FOR HOLDS
B. In the event of an emergency request for a hold, the System Specialist and Information Systems office honor verbal requests to hold a master or data tape for ___ working days. SAPD Form #119-C2 must be submitted to hold the master or data tape past the expiration of the five (5) working days.
five (5)
.04 REQUESTS FOR HOLDS
C. Master and data tape holds remain for a period of ___ months or until the hold is released by the initiating officer or his unit commander. When the need no longer exists for a tape to be held, the officer who initiated the hold submits SAPD Form #119-C2 to cancel the hold request.
six (6)
.05 NOTIFICATION OF HOLD EXPIRATION
A. ___ days prior to the expiration of a hold, the System Specialist or Information Systems office prepares written
correspondence, directed to the commander of a unit having an active hold on a tape, notifying the commander of:
1. Case number;
2. Date of occurrence;
3. Type of information held (i.e., radio, MDC, telephone); and
4. Basic information as to the nature of the case.
Ten (10)
.05 NOTIFICATION OF HOLD EXPIRATION
B. The unit commander replies in writing within ____ days, and:
1. May request an additional ______ hold; or
2. Releases the hold.
ten (10)
six (6) month
.07 PUBLIC, NEWS MEDIA, AND OUTSIDE LAW ENFORCEMENT AGENCY REQUESTS
A. Requests from the public and news media for a transcript of a data tape or a copy of a master tape must be made by submitting SAPD Form #119-C2 through the _____ _____ _____ Detail.
Police Media Services
.07 PUBLIC, NEWS MEDIA, AND OUTSIDE LAW ENFORCEMENT AGENCY REQUESTS
B. Requests from outside law enforcement agencies (including DA’s Office) for a transcript of a data tape or a copy of a master tape must be made by submitting SAPD Form #119-C2 through the ____ with follow-up investigative responsibilities for approval.
unit
.07 PUBLIC, NEWS MEDIA, AND OUTSIDE LAW ENFORCEMENT AGENCY REQUESTS
C. Information relating to litigation of a criminal case or civil matter is requested through the appropriate court.
Without the proper court documentation, verbal requests for a hold on a tape will be honored for only ____ days.
five (5)
.08 APPROVAL OF PUBLIC INFORMATION REQUESTS
C. The Department Legal Advisor:
1. Determines and responds, within ten (10) ______days, whether or not the information is to be disclosed; and
2. Prepares written correspondence, addressed to the Police Media Services Detail, advising the unit of his
determination. The copy of the requested tape will accompany the ______ ______ _______determination.
business
Department Legal Advisor’s
.08 APPROVAL OF PUBLIC INFORMATION REQUESTS
E. When the Department receives a request for information which it considers within one of the exceptions stated in _________________, the Legal Advisor will prepare written correspondence, addressed to the person who initiated the request, advising the person of the denial of the request and the associated reason.
The Texas Open Records Act
