Admin 34- Dept. Records

Question 1

All forms shall be reviewed annually to determine if they are appropriate and needed for any relevant function. Any suggested revisions shall be forwarded to the forms committee for review, with implementation or denial based upon the committee’s recommendation. Any revisions shall be noted, which indicates the

Answer 1

Number of revisions done historically and the date of the last revision.

Question 2

Copies of records and reports considered within the scope of availability to the general public and documents subject to Tennessee Open Records Act shall be provided at a reasonable cost as determined by the?

Answer 2

State of Tennessee Comptroller

Question 3

Information obtained from computerized sources such as the F.B.I., T.I.E.S., and other agencies is retained for departmental use only in accordance with the rules set forth by the U. S. Department of Justice, and the Tennessee Bureau of Investigation and only authorized for release to the public through properly submitted.

Answer 3

FOIA requests

Question 4

Chattanooga Police Department maintains _________ on site with 24-hour access to both paper and to computerized files.

Answer 4

10 years of records

Question 5

Unique numbers are assigned to reports via the ____ system.

Answer 5

CAD

Question 6

The Administration & Support Command has developed methods of ensuring follow-up investigations occur within ___________. These follow-up investigations are governed by Operations Order 1 – Case Management Major Investigations and Operations Order 2 - Case Management Sector Investigations.

Answer 6

10 working days

Question 7

Each RMS user shall change his or her password at three _______ intervals.

Answer 7

(3) month

Question 8

The system allows ____________ attempts to enter and verify the user’s information.

Answer 8

three (3)

Question 9

Officers shall submit their electronic reports prior to the _______________

Answer 9

End of their shift.

Question 10

Approved reports shall be logged and submitted to the Records Division daily for each zone by the ________________

Answer 10

Midnight-shift supervisor.

Question 11

Incident reports will be completed for all incidents where:

Answer 11

a) Reportable crime occurs
1) In instances where there is a crime complaint, the report shall reflect sufficient information to
document the facts of the crime, the victim’s identity, and the suspect’s identity. Supplement
reports may be used to document the details that might compromise the investigation, if
released. [82.2.2a]

b) Interaction occurs between the officer and a complainant
c) An arrest is made for non-traffic offenses
d) Citizen complaints shall be documented by generating a report in BlueTeam as outlined in ADM-01,
Internal Affairs.

Question 12

Certain incidents do not require a written incident report. An oral report via radio communications for the following call types:

Answer 12

1) Bolo’s and calls where there is no complainant and nothing relative to the call is located
2) 911 hang-up / phase 2 coordinate calls where nothing can be located, and there is no contact through a
call back
3) Roadway hazard calls (wires down, high water, trees down, broken down vehicles, etc.)
4) Animal calls without a complainant or the complainant refuses to be identified (barking dog, etc.)
5) All assist other agency calls-we are duplicating reports that other agencies are already writing, which is
an unnecessary waste of time and resources

Question 13

Complaint numbers are automatically generated by _________.

Answer 13

CAD

Question 14

______________ who are assigned to the task do report distribution. He/she shall review the report to determine what unit needs the information. The report shall then be forwarded to the appropriate unit.

Answer 14

Clerical personnel

Question 15

___________________maintains a master alphabetical file of all persons identified in field reports, traffic accidents, arrests, and any other report form submitted.

Answer 15

(RMS) Records Management Systems

Question 16

Traffic collision and enforcement analysis reports and ancillary information, such as safety reports, traffic volume data, and
traffic distribution reports are generated and maintained by the
_________________

Answer 16

Traffic Engineering Division of the City of Chattanooga.

Question 17

Investigative Units documentation/reports. The _____________of the relevant units shall be responsible for the security of the records and the appropriate release of the same when the document(s) achieve public record status.

Answer 17

Commander

Question 18

The original copy of the warrant is maintained

with ______________ accessibility by the County Court system.

Answer 18

twenty-four (24) hour

Question 19

Upon being notified that a warrant has been served, recalled by the court, or is no longer valid, the ____________ assures the information is removed from the computer systems and placed in the inactive file.

Answer 19

court system

Question 20

____________________material must be stored in a locked container when not in use and disposed of by shredding or burning when no longer useful; when stored on a computer, the user shall take reasonable steps to preserve the security of such computer so as to prevent unauthorized access to such material.

Answer 20

FOR OFFICIAL USE ONLY

Question 21

(FOUO): This term is used within the Department of Homeland Security to identify unclassified information of a sensitive nature, not otherwise categorized by statue or regulation, the unauthorized disclosure of which could adversely impact?

Answer 21

(1) a person’s privacy or welfare, (2) the conduct of Federal programs, or (3) other programs or operations essential tothe national interest. FOUO is not considered classified information.