Records Maintenance and Release

804.1 PURPOSE AND SCOPE

This policy provides guidance on the maintenance and release of Sheriff's office records.

Protected information is separately covered in the Protected Information Policy.

The Vigo County Sheriff's Office is committed to providing public access to records in a manner

that is consistent with the Indiana Public Records Act (I.C. § 5-14-3-1 et seq.).

The Sheriff shall designate a Custodian of Records. The responsibilities of the Custodian of

Records include, but are not limited to:

Managing the records management system for the Sheriff's Office, including the

retention, archiving, release and destruction of Sheriff's office public records.
Maintaining and updating the Sheriff's office records retention schedule, including:
1. Identifying the minimum length of time the Sheriff's Office must keep records.
2. Identifying the Sheriff's office division responsible for the original record.
Establishing rules regarding the inspection and copying of Sheriff's office public

records as reasonably necessary for the protection of such records and to regulating

any material interference with the regular discharge of the functions or duties of

the Sheriff's Office and its members (I.C. § 5-14-3-7).
Identifying records or portions of records that are confidential under state or federal

law and not open for inspection or copying.
Establishing rules regarding the processing of subpoenas for the production of

records.
Ensuring the availability of a current schedule of fees for public records as allowed by

law is available (I.C. § 5-14-3-8).
Ensuring a daily log is maintained that lists suspected crimes, accidents or complaints

and makes available information relating to arrests, summons and jailed persons as

required by I.C. § 5-14-3-5.

Any Sheriff's office member who receives a request for any record shall route the request to the

Custodian of Records or the authorized designee.

The processing of requests for any record is subject to the following: