The University of North Carolina at Greensboro Police Department
	General Order 3-3.1	Records Administration, Privacy, and Security

1. Records
   
   Generally, the Records Unit (Records) is the central repository for original copies of all reports. After report data is entered into the records management system (RMS), the report is retained in the database and the record is paperless. Copies of cases are available to detectives and officers twenty-four hours a day through the records management system; including any residual file attachments.
   
   Communications maintains the "hot files" of certain cases for additional security and control. The Criminal Investigations Unit will maintain secured files regarding the department's intelligence information, vice, and informant activities.
2. Privacy and Security
   
   Physical records are stored in a locked file cabinet in the administrative records storage area, accessible only by the Records Clerk or designee. Electronic records are secured by a username and password in RMS. Employees must be granted rights and permissions to the department's network and applications in order to gain access to any module or record. The Technical Services Unit (TSU) must be notified any time employees are terminated or resign so that their access can be removed.
   
   Electronic records and file attachments are accessible to operations personnel through the records management system at all times. Public information is accessible to citizens upon request. A security system to prevent unauthorized access is maintained by the university's Information Technology Services Department (ITS).
   
   The distribution of reports and records to the District Attorney's Office and other law enforcement agencies is the responsibility of Records or individual officers. Officers will refer a defendant and/or their attorney to the District Attorney’s Office for all other information.
3. Juvenile Records
   
   Juvenile records are maintained separately from adult records within RMS. Juvenile records are flagged and permission is required for access. Access to juvenile records is restricted to authorized personnel. All contacts with juveniles requiring a petition will be forwarded to investigations for follow-up.
   
   All forms of identification (photographs, fingerprints, etc) for any juvenile will be included in the file attachments of RMS in accordance with North Carolina State Statute. These attachments are separated from all others, flagged as a juvenile record, and password protected.
   
   The Records Unit will periodically check the juvenile cases for dispositions. If the juvenile has reached the age of 18, the case file shall be moved to a secure location inside the administrative records storage area accessible only by the Records Clerk or designee. Electronic records will have a status of Juvenile/Sealed. The expunction of juvenile records will be performed upon receipt of a certified court order and in accordance with G.S. § 7B-3200.
4. Retention Schedule
   
   The department maintains a records retention schedule in compliance with the UNCG General Records Retention and Disposition Schedule for University Police/Public Safety Records.
   
   The retention requirements are based on administrative, fiscal, legal, and historical values. If records are involved in an audit, legal action, or in a legal hold, they must be kept until all actions have been resolved or legal holds have been removed by University Counsel, regardless of the record retention schedule.
   
   Records will be purged by shredding once the required timelines are met and the need for retention has expired. No destruction of records may take place if litigation, audits, or holds are pending or reasonably anticipated.
   
   The National Crime Information Center (NCIC) maintains retention parameters for entries of persons, vehicles, vehicle parts, guns, and articles. Once the expiration date is reached and the record purges, it can be re-entered if supporting documentation is available. The following lists the primary entries and their retention parameters.
   
   • Wanted Person - Indefinitely until located, cleared or canceled
   • Missing Person - Indefinitely until located, cleared or canceled
   • Gang Member - 5 years unless date of purge is specified in the record (indefinitely if entered by corrections agency)
   • Identity Theft - 5 years from the date of entry or until date of purge
   • Vehicles - Year of entry plus 4 years
   • Vehicles used in connection with a felony entry (not stolen) - 90 days
   • Stolen License Plates - Year of entry plus 4 years
   • Recovered Vehicles - Year of entry plus 4 years
   • Stolen Boats - Year of entry plus 4 years
   • Gun Entries - Indefinitely until action is taken or cleared
   • Stolen Articles - Year of entry plus 1 year
   Once the items near expiration, the Support Services Commander will make a determination of re-entry into NCIC (Exception: Vehicles - The Terminal Agency Coordinator will contact the vehicle owner and if the vehicle has not been recovered, it will be re-entered into NCIC).
5. National Incident Based Reporting System
   
   The department participates in the National Incident-Based Reporting System (NIBRS). This data is taken from RMS using NIBRS criteria and sent electronically to the State Bureau of Investigation (SBI).
6. Report Accountability System
   
   Supervisors will ensure the accountability of all reports by reviewing and verifying all entries in RMS. Supervisors and officers are responsible for completing all required reports and forwarding them for review in a timely manner.
7. Computer File Backup and Storage
   
   Computer files will be backed-up by ITS on a nightly basis and in compliance with the State's records retention policy. ITS uses a backup system that is maintained off-site and held for a period of one year.