Procedure 906-Departmental Administrative, Field, and Personnel Files

Question 1

.01A. The purpose of this procedure is to define and establish guidelines for the;

Answer 1

maintenance of, access to, and release of information from the various departmental files of sworn members.

Question 2

.01B. Personnel files of non-sworn members are maintained in accordance with any;

Answer 2

applicable City of San Antonio Administrative Directives.

Question 3

.03A.Departmental driving record files are maintained by the;

Answer 3

Traffic Investigation Detail.

Question 4

.03A. These files contain all the reports and forms required or necessary for follow-up investigation when;

Answer 4

a sworn member is involved in a city vehicle crash.

Question 5

.03A. These files contain confidential information relating to complaints filed against sworn members.

Answer 5

Departmental Internal Affairs Unit files and are maintained by Internal Affairs Unit personnel.

Question 6

.03A. Departmental training files are maintained by the;

Answer 6

Training Academy staff.

Question 7

.03A. These files contain all documentation related to a sworn member’s initial training and any additional training or schools attended.

Answer 7

Departmental training files

Question 8

.03B. Shall contain documentation pertaining to an individual sworn member.

Answer 8

Departmental field files

Question 9

.03B. These files may contain any information included in the sworn member’s departmental personnel file.

Answer 9

Departmental field files

Question 10

.03B. When an officer transfers to another unit, the director of the previous unit is responsible for ensuring the officer’s departmental field file is up to date and forwarded to the new unit;

Answer 10

within (5) days of the transfer.

Question 11

.03C. Departmental Personnel Files are maintained in accordance with Chapter 143 of the Local Government Code by the;

Answer 11

Accounting and Personnel Office

Question 12

.03C. Commendations, congratulations, or honors bestowed on the member for an action, duty, or activity which is related to the member’s official duties, are contained in which files?

Answer 12

Departmental personnel files

Question 13

.03C. Any record prepared by the Department pertaining to a sworn member’s misconduct which resulted in disciplinary action, are contained in which files?

Answer 13

Departmental personnel files

Question 14

.03C. Worker’s compensation documentation, are contained in which files?

Answer 14

Departmental personnel files

Question 15

.03C. Attendance or leave records (i.e., COSA Notice of Leave Form); and any other items listed in applicable City of San Antonio Administrative Directives, are contained in which files?

Answer 15

Departmental personnel files

Question 16

.04 Departmental administrative or field files are accessed only by sworn members of the Department in accordance with the;

Answer 16

standard operating procedure of the unit having the responsibility.

Question 17

.05A. Who may access departmental personnel files at any time?

Answer 17

The Chief of Police, Assistant Chiefs, Deputy Chiefs, the Executive Officer, Accounting and Personnel Office Manager, and the Internal Affairs Unit Director.

Question 18

.05B. All requests to access departmental personnel files are made through the;

Answer 18

Accounting and Personnel Office.

Question 19

.05B. May access the departmental personnel file room.

Answer 19

Only members of the Accounting and Personnel Office

Question 20

.05B. The Accounting and Personnel Office maintains a log of;

Answer 20

all departmental personnel file inquiries.

Question 21

.05C. Current and former sworn members may access their departmental personnel files;

Answer 21

during normal business hours upon written request.

Question 22

.05D. May access the sworn member’s departmental personnel file during normal business hours upon written request.

Answer 22

A sworn member’s supervisor

Question 23

.05E. These files are not removed from the Accounting and Personnel Office.

Answer 23

Departmental personnel files

Question 24

.06A. No information is released from departmental administrative or field files except to;

Answer 24

authorize members of the Department.

Question 25

.06B. Any requests from outside the Department for release of information from departmental administrative or field files are referred to;

Answer 25

the Accounting and Personnel Office.

Question 26

.06C. Loan verification information may be released by the Accounting and Personnel Office from departmental personnel files only

Answer 26

upon written request.

Question 27

.06C. Such written requests for Loan verification information, must include a

Answer 27

release of liability form signed by the sworn member.

Question 28

.06C. Loan verification information to be released includes the following

Answer 28

name, sex, ethnicity, salary, title, and date of employment.