Police Records Division

Police Records Division

The Police Records Division is part of the Administrative Section of the Police Department and is responsible for the daily management and coordination of all police records held by the department. The Records Division maintains the confidentiality and integrity of all police documents. Staff members are responsible for the processing, distribution, and retention of all police department documents. Records held include criminal and non-criminal incident reports, arrest and criminal history information, traffic citations, warrants, and traffic accident reports. The Records Division is responsible for disseminating information to the public and our partners within the law enforcement community. The mission of the Records Division is to provide administrative support to the command, patrol and investigative staff members through efficient records retention and accurate and effective information services. The Records Division ensures system security and the personal privacy of those who come to in contact with the St. Charles Police Department.

The Police Records Division is comprised of:

• 1 – Police Records Division Manager
• 3 – Full Time Records Specialists
• 4 – Part Time Records Specialists
• 4 – Part Time Records Assistants

It is the responsibility of the Records Division to:

• Accurately enter and maintain confidential police records, including incident reports, arrests, investigations, citations, and other law enforcement-related documentation.
• Organize and archive records in compliance with departmental guidelines and legal standards to facilitate efficient retrieval and ensure data integrity.
• Respond to public, legal, and law enforcement requests for records and information promptly and professionally.
• Verify requester credentials and permissions before releasing sensitive information, ensuring compliance with privacy regulations.
• Review records for completeness, accuracy, and adherence to established standards, rectifying errors and discrepancies as needed.
• Maintain strict confidentiality and adhere to security protocols to safeguard sensitive and classified information contained in police records.
• Monitor access to records, ensuring only authorized personnel access and handle confidential documents.

Services provided by the Records Division include: