The Records Division plays an integral role in the operation of the Police Department
The Astoria Police Records Department is responsible for managing, organizing, and maintaining all official documents and records related to law enforcement activities. This includes incident reports, arrest records, case files, traffic citations, and evidence logs. The department ensures that records are stored securely, both physically and digitally, and are accessible to authorized personnel when needed for investigations, legal proceedings, or public requests. The department also manages the retention, confidentiality, and destruction of records in compliance with legal regulations. Additionally, it handles public records requests and ensures that sensitive information is protected. Overall, the Records Department plays a vital role in supporting police operations and maintaining transparency.
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The Records Division is comprised of the Administrative Services Manager, one Senior Records Specialist and one Records Specialist. The Records Division is a multi functional unit that must interact with patrol and dispatch. The Records Specialists must understand the working process in the other police departments. All, cases, log notes, property reports, and citations are processed by the Records Division.
Some of the functions of the Records Department include:
Checking all data entry for accuracy and ensuring that all information in a report is entered in the records management system, Answering inquiries from: other law enforcement agencies, State agencies, insurance companies, Military, and private citizens’ requests; fulfilling Discovery requests; releasing vehicle impounds; and tracking subpoenas.
The Records Specialist is responsible for the data entry of all crime in the Oregon Incident Base Reporting System database, known as ONIBRS. This database is tracked by both the State and Federal government for crime statistics and can affect grant funding opportunities. Some of the funding Astoria Police Department has been able to obtain include funding for public assistance programs (such as battered women’s shelters, juvenile programs, domestic violence programs, equipment and technology update and our school resource officer position).
