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PO2 > G. O 4.01 Records Management > Flashcards

G. O 4.01 Records Management Flashcards

1
Q

What does the support division consist of?

A

Records unit

False alarm reduction unit/ PhotoSafe Unit

Payroll

Planning and Analysis

Police systems support

Property and evidence/uniform and supply

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2
Q

What is the records unit responsible for?

A

All police and criminal records in the department

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3
Q

What kind of data is entered within the records unit?

A

Crash data

Manage warrants via VCIN/NCIC

Maintain and store case files

Quality control

Assist the public is obtaining permits

Maintain copies of reports

Enter incident reports

Coordinate department record retention and destruction

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4
Q

What does the false alarm unit do?

A

Reducing the number of alarm related calls for service responses

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5
Q

What does the photosafe unit do?

A

Reviews violations of our automated red light cameras and assists in educating the public on the program’s goals

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6
Q

What does planning and analysis do?

A

Responsible for research and development, mapping, preparation and analysis of statistical reports and documents, and coordination of the department’s internet and intranet websites

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7
Q

What does the police systems support do?

A

Members are responsible for data d data security, maintenance of Police database applications, evaluation of technical issues surrounding automated systems, preparation of requests for proposals and grant submissions for new technology and vendor/contract management.
Includes ComIT

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8
Q

What kind of cases require a report number?

A

Adult arrest or juvenile detention

Traffic crash report

Any incident involving an IBR

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9
Q

What do the first four digits of the report number reflect?

A

The year

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10
Q

What cases don’t require a report number?

A

Summonses for traffic violations

Defect notices

FI cards

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11
Q

What is the central computerized repository for criminal justice data collected in the department?

A

Records management system (RMS)

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12
Q

What does JMS stand for?

A

Jail management system

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13
Q

What is the JMS responsible for?

A

Captures booking, arrest, and charge data.

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14
Q

What does RMS store?

A

Data on criminal and non-criminal incidents, stolen and recovered property including serial numbers when available, pawned property, stolen and recovered vehicles, arrests, summonses, warrants, probation and parole, crashes, field contacts, animal services, asset management, K-9 tracking, case management, photographs, and photo lineups

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15
Q

Where do the PD180s for juvenile forwarded to?

A

The PDO or designated police employee for data entry

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16
Q

IA will conduct random audits of issued summonses how often?

A

At least once a year

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17
Q

Where do parking tickets get forwarded to?

A

City Treasurers Office by the PDO

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18
Q

What do you do if a summons or Parker ticket becomes damaged or illegible?

A

The issuing officer will attach a memo to the original copy, advising of the circumstances and turn all copies into his commanding officer through the chain of command.
The issuing officer will then fill out a duplicate summons or ticket, writing on the top of the original copy of the duplicate, the word “DUPLICATE” with the original Virginia Uniform Summons or parking ticket number written next to it.

If citizen receiving the summons is present, have him sign the duplicate copy explaining the duplication.

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19
Q

What do you do if a summons or traffic ticked is damaged or defaced prior to being issued?

A

The officer will be required to provide a brief explanation on the back of the summons or parking ticket and submit it to the commanding officer via the chain of command.

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20
Q

How long will damaged summonses be held for by the command?

A

One year

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21
Q

What do you do if a summons or parking ticket is lost?

A

The officer will be responsible for writing a memo to the commanding officer via the chain of command indicating the circumstances of the loss of summonses or tickets

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22
Q

What is required for a summons to be voided

A

The issuing officer will attach a memo explaining the necessity of voiding the summons. The summons and the memo will then be sent to the commanding officer via the chain of command

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23
Q

After review and approval of a supervisor, crash reports are forwarded where?

A

To the PDO for data entry into RMS

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24
Q

For a crash report, data entry shall be complete within how long?

A

7 business days of receipt

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25
Q

Who will review all criminal complaints resulting in an incident report?

A

First line supervisor

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26
Q

The investigating assigned to the case shall have how many days to complete the investigation?

A

30 days

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27
Q

When a vehicle is towed, impounded, or seized, dmv sends the owner a certified letter advising that it’s been removed and what is required to reclaim the vehicle.
In the event the vehicle is not claimed with 21 days, what happens?

A

The vehicle shall be disposed of at a public auction

28
Q

How long do supervisors have to correct issues on an IBR reference quality control?

A

7 calendar days

29
Q

Virginia state police will forward crime data to who?

A

FBI for participation in the NIBRS (national incident based reporting system)

30
Q

For recovery of missing persons, runaways, and stolen vehicles, who’s responsibility is it to ensure entries are deleted from VCIN/NCIC?

A

The recovering officer’s

31
Q

Where do you submit adult arrest/juvenile worksheets?

A

PDO

32
Q

How long are the photocopies of the arrest sheet stored at the precinct for?

A

60 days then destroyed

33
Q

Do adult and juvenile paperwork get processed together?

A

No

34
Q

Processing of juveniles is required when?

A

A juvenile is charged with a delinquent act, which would be a felony if committed by an adult

35
Q

The juvenile criminal process, including a photograph, will be submitted to who to ensure they’re complete and accurate?

A

to FSU (forensic services unit) supervisor

36
Q

FSU will promptly submit what to the juvenile court?

A

State fingerprint card and the disposition copy

37
Q

How long will city fingerprints on juveniles be retained in the FSU until?

A

Until charges are withdrawn or as ordered destroyed by the court

38
Q

Who may release current information on juvenile arrests from other departments?

A

Precinct commander, or designee

39
Q

For all non law enforcement requests of adult criminal history information, what form is required?

A

PD-150

40
Q

Requests for information made pursuant t to a subpoena a shall ONLY be released through who?

A

The professional standards office with approval of the city/commonwealth’s attorney’s office and, if applicable, risk management

41
Q

How much of a delay is there between the time the taser is activated to the time the taser cam begins recording?

A

1-1.5 second delay

42
Q

The audio, video, and metadata files are maintained in the taser cams internal memory for up to how many activations?

A

2,000 most recent activations

43
Q

Who is responsible for downloading the audio, video, and metadata files in the taser storage device?

A

Designated administrator or their designee

44
Q

What happens with the internal memory of the taser reaches it’s storage capacity?

A

It will automatically overwrite the oldest files with new files

45
Q

Does the taser cam capture and record the daily spark tests?

A

Yes

46
Q

Who shall be responsible for copying any requires taser video files in their entirety to DVD for an officer requiring the video file as evidence in court?

A

The video file administrator

47
Q

What must be done with the recorded taser dvd after it’s used in court?

A

Will be vouchered and submitted to property and evidence

48
Q

What is an automated license plate reader (ALPR)?

A

Computer assisted equipment, either fixed or mobile, used to identify and compare license plate numbers

49
Q

What is an ALPR vehicle?

A

A police vehicle equipped with a system designed to scan and check license plates for stolen status or security threats and then stores the information

50
Q

What is a ‘hit’?

ALPR

A

Alert from the license plate reader system that a scanned license plate number may be in the NCIC and VCIN database for a specific reason, including but not limited to, being stolen, wanted person, domestic violence protective order, or terrorist activity

51
Q

What is a ‘hot list’?

A

Vehicle extract file obtained from the NCIC for use with license plate readers that identifies license plate numbers of interest to law enforcement

52
Q

What is a ‘hot list download’?

A

The method by which the hot list data is transferred to the reader vehicle computer

53
Q

An ALPR program manager shall be designated by who?

A

Deputy Chief of Police

54
Q

Property and evidence shall maintain all submitted gales or dvds as evidence until when?

A

The case is fully adjudicated to its final conclusion

55
Q

Can officers use/include videotapes/dvds as corroborative evidence when presenting a case in court?

A

Yes

56
Q

What is needed for officers to use videotapes in court?

A

Requires that officers testify that he/she has reviewed the videotape or dvd and that the recording accurately depicts the incidents as they occur

57
Q

Who can testify using the videotape of an incident?

A

Any officers that were on scene. They do not to be the officer that recorded the incident b

58
Q

What must be done if an officer has charges against an individual but later learned that the video has exculpatory evidence?

A

The officer shall immediately contact his supervisor for guidance regarding the proper disposition of the charges. If the CWA is involved, they shall also be notified immediately

59
Q

What is exculpatory evidence?

A

Any evidence favorable to the defense and material to either guilt or punishment. Audio, video, documents or statements that supports the defense’s claim of innocence or would result in a lesser punishment

60
Q

What is a motion for discovery?

A

A legal paper filed by the defendant or the defense attorney that requires an officer to provide the requested information or material listed in the legal paper. Neither a verbal request nor a letter nor a subpoena may be used in lieu of a motion for discovery

61
Q

What is a subpoena Duces Tecum (SDT)?

A

A court document commanding a person to send specified documents or materials to the court or the defense by a specified date, subject to the court’s penalty for failure to comply.

62
Q

What is a FOIA request?

A

ANY request for documents (verbally or written).

Made by a Virginia resident

63
Q

What is the required action of officers if exculpatory evidence is found?

A

The officer/prosecutor is used we ABSOLUTE duty to provide such evidence even if the defense has not made a request for the information or materials

64
Q

How long does an officer have to sign and return a letter for motion for discovery?

A

Within 5 days

65
Q

What must be done if you receive a subpoena from the defense of a case that you’re prosecuting?

A

You must forward it to the office of Professional Standards IMMEDIATELY for resolution.

66
Q

How long does the city of VB have to respond to a FOIA request?

A

5 days

PO2 (33 decks)

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