Description
Maintain, index, and secure police records—including incident, arrest, citation, and crash reports—using department filing and records management systems; retrieve and distribute records to authorized parties in compliance with laws and policy.
- • Create and update case files and records in the records management system (RMS).
- • Track checked-out case files and ensure their return from officers, detectives, and prosecutors.
- • Collect reports and supporting documents from officers, dispatch, and other units.
- • Classify records by case number, offense type, date, or retention category per policy.
- • Review incoming reports to determine filing, routing, and retention requirements.
- • File documents in secure cabinets or digital repositories according to indexing rules.
- • Apply case numbers, incident codes, and barcodes to index records.
- • Answer public, officer, and court inquiries about record status and availability.
- • Recommend and implement improvements to records filing and indexing procedures.
- • Audit files for accuracy, legibility, proper placement, and security.
- • Purge, archive, seal, or expunge records per retention schedules and legal orders.
- • Operate high-density shelving and records equipment safely.
- • Design or update forms and templates used for reports and records requests.
- • Retrieve legacy records from microfilm or digital archives for review.
- • Enter and validate data in the RMS, including UCR/NIBRS fields and document indexes.
- • Perform counter and office duties, including phones, mail processing, and securing confidential materials.
- • Maintain logs of records received, released, or checked out and generate reports.
- • Locate, copy, redact, and release records to authorized requestors under public records laws and CJIS policy.
- • Process payments and issue receipts for report copies, permits, or citations.
- • Process and track subpoenas, court orders, and discovery requests, meeting required deadlines.
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Public Service & Safety
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O*NET occupational data (work activities, skills, knowledge).
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Last reviewed: Jan 2026
