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.
804.2 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.).
804.3 CUSTODIAN OF RECORDS RESPONSIBILITIES
The Sheriff shall designate a Custodian of Records. The responsibilities of the Custodian of Records include, but are not limited to:
(a)
Managing the records management system for the Sheriff's Office, including the retention, archiving, release and destruction of Sheriff's office public records.
(b)
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.
(c)
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).
(d)
Identifying records or portions of records that are confidential under state or federal law and not open for inspection or copying.
(e)
Establishing rules regarding the processing of subpoenas for the production of records.
(f)
Ensuring the availability of a current schedule of fees for public records as allowed by law is available (I.C. § 5-14-3-8).
(g)
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.
804.4 PROCESSING REQUESTS FOR PUBLIC RECORDS
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.
804.4.1 REQUESTS FOR RECORDS
The processing of requests for any record is subject to the following: