Table of Contents
CHAPTER IX
RECORDS MANAGEMENT
SECTION 1 RECORDS MANAGEMENT
A. MANAGEMENT SYSTEM FOR LAW ENFORCEMENT
B. AUTHORITY
C. POLICY
D. GUIDE LINES FOR FILING
E. FILING SYSTEM AND ARRANGEMENTS
F. FILE MAINTENANCE
SECTION 2 FILING AND RETENTION SCHEDULE
A. ADMINISTRATIVE FILES
B. PERSONNEL ADMINISTRATION FILES
C. FISCAL FILES
D. OPERATIONS
E. TRAINING
SECTION 3 FORMS MANAGEMENT
A. GENERAL
B. FORMS CONTROL
C. DEFINITION OF A FORM
D. FORMS
E. CREATING, REVISING, OR COMBINING A FORM
SECTION 4 FORMS ROSTER
SECTION 5 RELEASE OF POLICE REPORTS TO PUBLIC
A. POLICY
B. PROCEDURES
CHAPTER IX SECTION 1
RECORDS MANAGEMENT
A. MANAGEMENT SYSTEM FOR LAW ENFORCEMENT OPERATIONS
1. This system will create a file system within the existing Department of General
Services records system titled "Department of General Services' Police Law
Enforcement Operations".
2. The system is intended to govern the management of Department of General Services
Police records that pertain to its law enforcement operation.
3. The system establishes
a. What records will be maintained
b. How they will be maintained
c. Retention period
d. Method of disposal
B. AUTHORITY
The Records Management Act of 1953, Annotated Code of Maryland, Article 54 establishes
standardization of file and records.
C. POLICY
Detachments will continue to maintain files required by the Record Retention Schedule
number 754 DGS Annapolis Buildings & Grounds and 898 DGS Baltimore Buildings and
Grounds.
D. GUIDELINES FOR FILING
1. Do not file useless paper. The filing records should be restricted to those records
listed in the department's filing schedule. Filing less has four primary advantages:
a. Faster Finding,
b. Faster Filing,
c. Easier Disposal,
d. Saves space, equipment and supplies.
2. Limit the number of copies of each document prepared to those which are specifically
required, or requested, or which serve a valid purpose. Do not file the extra copies of:
a. General Orders, Memorandums, Special Orders and other intemal directives.
b. Reproduced documents used in the suspense or tickler file as a reminder to
complete an action. Ledgers should be utilized for accountability.
c. Incoming correspondence commonly known as the "courtesy copy".
3. Technical Reference Publication Library consist of copies of printed or reproduced
pamphlets, magazines, technical reports and related publications maintained by choice,
as a source of useful information and generally include "The FBI Digest", supply
catalogs and similar informative publications. These publications are not listed in the
Filing System because they often involve numerous subjects and cannot be
categorized under any specific topic. They may, in fact, be disposed of at the pleasure
of the Commander.
4. Most duplicate files are maintained merely for convenience; seldom are they essential
to the operation of the detachment. Duplicate files kept at various locations within an
office may seem efficient, but they are costly to maintain and can be misleading
because they do not always contain a complete history or sufficient background data
necessary to make sound decisions. Furthermore, duplicate files can often undermine
the main files.
5. Eliminate Extra Copies - Creation of extra copies should be limited to those which
will be of significant value to the detachment and only when the responsibility for their
maintenance can be firmly established. Shown below are some of the ways to
minimize the creation and receipt of extra copies:
a. Review and trim the distribution lists for correspondence and other papers
dispatched from your detachment.
b. Discontinue sending extra copies unless there is a known need.
c. Request to be removed from the distribution list, if information copies are
routinely received from a particular office which do not concern your
operation.
6. Review carefully the publications you are receiving. Request deletion from the
mailing list of those not pertinent to the functions of your division/detachment.
E. FILING SYSTEM AND ARRANGEMENTS
1. Case Files are the simplest and easiest of all to maintain and constitute the largest
single type of file maintained by the Department of General Services Police. They
consist of groups of file folders arranged in numerical, alphabetical, chronological or
geographical sequence, each group generally containing the same types of papers
which tend to document an action from its beginning to its end. The following are
samples of some of the more common files with arrangement patterns as maintained
by Department of General Services Police.
TYPE METHOD OF FILING
Daily Logs Chronological
Daily Radio Logs Chronological
Warrants Warrant Control Number
Accident Reports Complaint Control Number
Criminal Investigations Complaint Control Number
Personnel Records Alphabetical
2. Technical reference files consist of printed reports, publications, manuals, law
enforcement magazines, sales literature, specification manuals, supply catalogs,
digests and similar reproduced or printed materials kept in the office or library only
as a source of useful information. Since technical reference materials need to be
organized and arranged along library lines, rather than in folders and cabinets, they
have not been included in the filing outline. This does not mean that they should be
maintained without any control. After carefully selecting those publications pertinent
to your office, adequate measures should be taken to organize and maintain them in
a manner best suited to the needs of your office. In this respect, the following should
prove helpful.
a. At least once a year, screen the file to remove:
(1) All rescinded and obsolete materials.
(2) Material which has been included in another publication maintained by
the office.
(3) Material of no informational value.
b. Use one of the following methods to arrange the file:
(1) SUBJECT arrangement if there are several documents which can be
grouped by broad subject topics.
(2) SOURCE arrangement if there are reference materials from several
sources and users request them by source.
(3) TITLE arrangement when users request documents by title.
(4) NUMBER arrangement when publications, such as catalogs, laws, and
manuals are identified and requested by number.
c. Use standard folders for filing letter size and near letter-size documents which
do not have identifying information on the spine.
d. Use binders for filing manuals and other publications which are changed and
updated through the issuance of new pages.
3. CARD FILES - There are two primary purposes for maintaining card files:
a. As an index or guide to information filed elsewhere, such as index card files
used to reference Criminal Investigation Reports, and
b. As a record of activities.
4. Card files used for immediate reference to records should be easy to use and accurate.
They are costly to maintain and should be established only if absolutely necessary.
F. FILES MAINTENANCE
1. The simplest and most convenient method of carrying out records disposition is to
"cutoff' or "break" each -file regularly and start a new file. A files cutoff system
prevents the accumulation of files beyond actual current needs, prevents the growth
of files into cumbersome, unmanageable collections, simplifies the retirement and
destruction of records in blocks, facilitates reference to current files and restricts the
requirements for additional space and equipment.
2. Case files may be cutoff at the termination of a transaction. For example, when an
investigation has been completed and the case finally adjudicated, the folder(s) can be
marked with the date of termination and placed apart from open cases This applies
to files which are designated with open and closed provisions only.
3. Chronological sequence files, such as accounting and fiscal, are easy to cutoff since
they are initially filed by fiscal or calendar year. At the time of cutoff, simply move the
files to an inactive file area until they can be transferred to State Record Management
Center. Those files that qualify for immediate destruction will be destroyed in
accordance with State of Maryland Guidelines for Records Reduction.
4. A charge out record will be made and substituted for all documents removed from the
file for reference purposes. Information entered on the charge out record is used for
locating the documents when it is removed from the drawer. When the documents
are returned to the drawer, the entries are lined out and the record is available for reuse.
5. While guide cards are the principal file signposts, drawer labels and folder labels also
help to find or file faster in right folders. Drawer labels narrow the search to one
drawer, guide labels to several folders and folder labels to the contents of one folder.
Labels should be in large type and colored if possible, to help identify the contents.
6. Usually the first label read is the drawer label. It should normally show the file title,
years covered and the segment of the file included in that drawer. Where possible,
and sometimes as a necessity, a distinction between active and inactive files and the
kind of file arrangement may also be shown as indicated below:
ADMINISTRATION -- ADM
ADM 1 (Records Management)
to
ADM 5 (Status Reports)
OPERATIONS -- OPS
OPS 3 (Warrants)
to
OPS 13 (Detention Log)
7. The second label usually needed is the guide label which should clearly show the
contents of the folders which follow. In many instances, this label will be identical to
the label on the first folder behind the guide. For numbered case files, guide labels
should reflect numeric breakdowns of the file at regular intervals, perhaps at every
group of 10 numbers. For alphabetical files, guide labels are not needed for each
letter of the alphabet, but they should be placed at intervals to identify the largest and
most used collection of folders and show the file code, as well as the topic.
8. The entire files system is designed and planned to direct the user speedily to one
folder. If the label on the folder does not completely and exactly identify the contents,
even the best files system falters. A good folder label should reflect in no more than
three typewritten lines; the specific name, letter, geographic location, topic, number,
code or symbol identifying exactly the contents of that folder. If folders are broken
down in chronological order, indicate the segment kept in each particular folder.
Samples are shown below:
OPS 24 CRIMINAL INVESTIGATION REPORT
1998
PER 3-1 PERSONNEL ROSTER
1998
OPS 4-1 - COMPLAINT CONTROL LEDGER
1998
CHAPTER IX SECTION 2
FILING AND RETENTION SCHEDULE
A. ADMINISTRATIVE FILES
These files consist of all correspondence, records and reports which relate to the internal
management and general administration of all Department of General Services Police and
Security.
ADM
1 Records Management
Contains a copy of applicable filing and Retention Schedules.
Maintain the schedule as an ongoing file by updating when amended or revised.
1-1 Records Transmittal and Report
Contains a completed copy of DGS-RM-11 form. Retain detachment copy for
twenty-five years, then destroy.
1-2 Certificate of Record Disposal
Record copy maintained by Records Center. Retained by State Records Center for 5
years. Retain the non-record copy for one year, then destroy.
2 General Orders
Contains a copy of all General Orders issued to announce policies affecting the entire
department. Receipt or Appraisal of Orders, Memoranda and Manual Revisions Form
42 will be attached to the applicable General Order. This file also includes the
General Order Issuance Record. Retain until order has been superseded, rescinded,
or canceled, then move to inactive file.
2-1 General Orders (Inactive)
Contains a copy of each General Order issued by the originating source which has
been superseded, rescinded, or canceled. Record copy maintained by the originating
source. Retain three years after order has been superseded, rescinded, or canceled,
then destroy.
3 Special Orders (Active)
Contains a copy of all Special Orders which affect specific segments of activities and
are of a temporary or self-canceling nature. This file also includes the Special Order
Issuance Record. Retained by the originating authority until superseded, rescinded,
or canceled, then remove to the inactive file. Orders received from other authorities
shall be retained until superseded, rescinded, or canceled, then destroy.
3-1 Special Orders (Inactive)
Contains a copy of each Special Order issued by the originating source which has
been superseded, rescinded, or canceled. Record copy maintained by the originating
source. Retain three years after order has been superseded, rescinded, or canceled,
then destroy.
4 Memoranda (Active)
Contains a copy of all Memoranda issued to disseminate information which does not
warrant a formal order. This file also includes the Memoranda Order Issuance Record.
Retained by the originating authority until superseded, rescinded, or canceled, then
remove to the inactive file.
4-1 Memoranda (Inactive)
Contains a copy of each Memoranda issued by the originating source which has been
superseded, rescinded, or canceled. Record copy maintained by the originating
source. Retain three years after Memoranda has been superseded, rescinded, or
canceled, then destroy.
5 Status Reports
Contains copies of those reports prepared by Commanders at originating source and
used to produce the Department Annual Report, as well as to review the operating
efficiency of individual detachments Record copy maintained by the originating
source. Retain three years and until no longer needed, then destroy.
6 Statistical Survey and Reports
Contains printouts from uniform crime reports, Maryland Automated Accident
Reporting System, Automated Incident Reporting System and related summaries.
Create files as needed. Record copy maintained by originating source.
6-1 Uniform Crime Reports
6-2 Maryland Automated Accident Reporting System
6-3 Automated Incident Reporting System
6-4 Survey
6-5 Related Summaries
Retain record copy, plus support data such as monthly and quarterly summaries one
year, then destroy. Retain annual summaries used as support data ten years, then
destroy. Non-record copies may be destroyed when no longer needed.
7 Daily Radio & Detachment Logs
Daily Detachment Logs: Contains a record of information not entered on the
Complaint Control Ledger, including incoming and outgoing telephone calls recorded
as needed. Attach the Post Designation Report, Radio Log, Vehicle Inspection
Report, and Control Console Continuation Sheet. Cutoff annually. Retain three
years, then destroy.
8-1 MILES Message Log
Contains a record of monthly messages transmitted at the originating sources. Record
copy of MILES Message Log maintained by the originator. Cutoff annually. Retain
t hree years, then destroy.
8-2 MILES Messages (Open)
Contains the record copy of any MILES Message relating to the theft of firearms
where a serial number is known. Retain for NCIC validation as long as needed or
until property is recovered. When property is recovered, place record in ADM 8-3.
8-3 MILES Messages (Closed)
Contains the record copy of MILES Messages pertaining to stolen firearms that have
been recovered and cleared from NCIC. Retain until information removal has been
verified by semi-annual validation process. Retain until information removal has been
verified by semi-annual validation process.
9 Local Meeting (Minutes)
Contains minutes of meetings attended by detachment commanders and assistant
commanders. Record copy maintained by local detachment. Retain three years, then
destroy.
10 General Department Correspondence
This file contains all general correspondence. Retain three years or until no longer
needed, then destroy.
B. PERSONNEL ADMINISTRATION
These files include correspondence which concern personnel classification, assignment,
performance rating, leave, duty schedule and other related topics which document the status
of uniformed and civilian employees.
PER
1 Leave and Duty Schedules
Contains monthly on and off-duty status of personnel (leave sheets). Retain one year,
then destroy.
2 Personnel Complaint Investigations
Contains individual personnel investigation cases both sustained and any associated
disciplinary action. Original record copies maintained by DGS Personnel Division,
copies may be kept by the Detachment Commander. These files will be kept
separately in a secured location and locked cabinet.
2-1 Personnel Complaint Control Log
Contains a record log of all Control Log personnel complaint investigations. Cut off
annually.
3 Call In Sheds
Form used to capture personnel who call in for sick and or emergency leave and those
who are calling to report that they will be late. Retain for one year, then destroy.
4 Payroll Signature Sheets
Contains signed payroll sheets. Retain for one year, then destroy.
5 DGSP Personnel Roster
Will include organizational chart. Retain until superseded.
6 Eligibility List
Contains lists of qualified applicants for various DGSP classifications. Retain current
list until superseded.
7 DGSP Job Specifications
Contains job descriptions for DGSP personnel positions. Retain until superseded.
8 Completed Position Descriptions
Contains requested and approved for position reclassification. Retain until superseded.
9 DGSP Interview Questions
Contains a list of questions for entrance level police and building guard classifications.
Retain until superseded.
10 Requests to Fill Vacancies
This file includes request to fill vacancies. Retain for two years, then destroy.
11 Request for Transfer or Withdrawal
This file will include requests for transfers. Retain until transfer is complete, then
destroy.
12 DGS Administrative Directives
These files will be kept in a separate file drawer. Retain until superseded.
13 Accident Reports
Contains copies of employees' accident reports. Retain non-record copy for two
years, then destroy.
C. FISCAL
These files consists of all correspondence, records, reports and materials which relate to the fiscal management of the Department of General Services Police Detachments.
FIS
1 Budget Requests
This file contains last two fiscal years of budget requests. Retain copy for two years.
2 Calendar Orders
This file contains requests for calendars for coming calendar year. Retain for one year, then destroy.
3 Cost Analysis
This file contains DGSP Form #138. Retain one year, then destroy.
4 Report of Fixed Assets (Inventory)
This file contains the current report of fixed assets as verified by the Detachment
Commander. Retain for one year, then destroy.
5 Overtime/Compensatory Time
This file contains a record of all overtime and reimbursable overtime for each pay
period. Retain for one year, then destroy.
6 Open Requisitions
This file contains copies of requisition for items that have not been received
6-1 Closed Requisitions
This file contains copies of requisitions of items that have been received. Retain one year, then destroy.
7 Duplication Request
This file contains copies of requested and completed printing orders. Retain one year then destroy.
8 Time Sheets
This file contains supervisor's copy of time sheets.
9 Equipment & Clothing Records
These files contain records of equipment and clothing contracts, specifications and
clothing and equipment which have been disposed of. Retain for one year, then
destroy or until no longer needed.
10 Vehicle Maintenance Service Schedule
This file contains the projected maintenance service schedule. Retain copy for life of vehicle, then destroy.
10-1 Request for Motor Vehicle Repairs
This file contains all requests for motor vehicle repairs and receipts for completed
work. Retain copy for life of vehicle, then destroy.
10-2 Monthly Motor Vehicle Inspection
This file contains the original motor vehicle inspection form. Retain for life of vehicle, then destroy
D. OPERATIONS
These files consist of correspondence and reports of all criminal and non-criminal
investigations initiated at the detachment. Included are supportive documents such as lab
reports, statements, records of impounded properties, and other related material required to
complete the investigation.
OPS
1 Applicant Investigation
Contains log listing officer, civilian applicants along with the case number and other
data on Investigation Assignment Record Form 65. Record copy of log maintained
by the Criminal Investigation Division. Retain log three years after investigations are
complete, then destroy.
2 Warrants - Open
Contains all open warrants and related documents authorizing personnel to take into
custody individuals named thereon.
2-1 Warrants – Closed
Contains all closed warrants and related documents.
3 DGSP Court Notification Log
This file shall contain a copy of the summonses, i.e., criminal/ traffic, issued to DGSP
personnel commanding their appearance in court. The file will contain an individual
folder for each member of the detachment. Folders in the file will be arranged in
alphabetical order according to the last name of the detachment personnel. The
summonses will be maintained in ascending order, i.e., recently received summonses
will be filed towards the front. Retain completed logs and file copy of the
summonses for one year, then destroy.
4 Complaint Control Ledger
Contains all pages of the Complaint Control Ledger in numerical sequence. Retain
three years, then forward to State Records Center for destruction after twenty two
years additional retention.
4-1 Criminal Investigator Caseload Ledger
Contains all pages of the Criminal Investigator Caseload Ledger Form 84. Record
copy maintained by originating source. Retain one year, then destroy.
5 Incident Reports
Contains all Incident Reports, Form 88 with applicable supplementary reports
attached, Request for Laboratory Examination and Examination Analysis Results,
where applicable, and Witness Statement-Criminal Investigation. Record copies
maintained by the originating source.
6 Crime Prevention Reports
Contains copies of all Security Review forms and Incident Reports Form 88 relating
to crime prevention. Record copy retained by the originating source. Retain three
years, then destroy.
7 Criminal Investigation Reports (Open)
Contains all Criminal Investigation Reports with applicable supplementary reports
attached. Record copies maintained by the originating source.
7-1 Criminal Investigation Reports (Closed)
Contains all closed Criminal Investigation Reports. Record copy maintained by
originating source. Retain five years. Transfer to State Records Center for an
additional twenty years, then destroy.
7-2 Criminal Investigation Reports (Suspended)
Contain all suspended Criminal Investigation Reports not having active MILES/NCIC
entries. Retain five years, then transfer to State Records Center. Destroy after
additional twenty years.
8 Vehicle Report (Open)
Contains all open Vehicle Reports Form 91 with applicable supplementary reports
attached. Record copy maintained by the originating source. Retain until closed.
8-1 Vehicle Report (Closed)
Contains all closed Vehicle Reports Form 91, release authorizations. Retain three
years from open date, then destroy.
9 Request for Police Reports
Contains all requests for copies of DGSP reports. Retain three years from open date,
then destroy.
10 MILES/NCIC (Active File)
Contains copies of opened, closed or suspended Criminal Investigation Reports and
Incident Reports having active MILES/NCIC entries for stolen vehicles, boats, guns,
articles, securities, tags, unidentified persons and wanted persons. Retain reports in
this file until MILES/NCIC entry is cleared, return reports to the appropriate file
(opened, closed or suspended) and retain as schedule indicates.
11 Citation Book Issuance Control Ledger
Contains a record of citation books Issuance to officers. Coded by citation number
and issued in sequential order. Record copy maintained by originating source. Retain
completed forms three years, then destroy.
11-1 Traffic Citation Transmittal Form
Contains record of those citation copies which are forwarded to District Court on a
daily basis. Record copy maintained by the appropriate court.
12 Warnings
Contains copies of the official DGS Warning issued. Destroy as non-record material
ninety (90) days after statistics are gathered.
13 Field Observation Reports
Contains copies of Field Observation Reports used as an intelligence gathering
document. The record copy will be filed in the Detachment by date and area. Retain
ninety days, then review for consideration for further retention or destroy. If the
information gathered initiates or pertains to an open investigation, a photocopy of the
report will be placed in the appropriate case folder.
14 Monthly UCR Reports
Contains non-record copy of monthly detachment UCR reports. Retain one year,
then destroy. Record copy maintained by UCR.
15 Property Records (Open)
Contains open property records filed consecutively by property record number, with
related documents such as Request for Laboratory Examination form, Crime
Laboratory Division Evidence Receipt and/or Court receipt for property (Property
Record - Form 63, Request for Laboratory Examination MSP Form 67, Request
Laboratory CDS Examination MSP Form 67A. Retain until closed.
15-1 Property Records (Closed)
Contains all completely closed property records and all attachments. Retain nonrecord
copy one year after full release, then destroy.
15-2 DGS Detachment Property Log
Contains data itemizing all material being held by DGS detachments and disposition
of same Form 99. Record copy of logs retained by the originating source. Retain log
five years, then destroy.
16 Tele Alarm Control Log (ALPHA)
This file contains industrial alarm points for locations in each building in the Annapolis
Complex. telephone checks. Retain as long as ALPHA System exists.
17 Building Sign In/Out Logs
This file contains copies of sign in/out logs for each detachment with regards to after
hours access and egress. Retain for two years, then destroy.
18 Contractor's Log
Contains the daily sign in/out, name and number of the contractor working at the
Detachment. Retain one year, then destroy.
19 Key Control Logs
This file contains the daily record of keys issued and received by the Detachment.
Retain one year, then destroy.
20 Emergency Vehicle Assistance
This file contains originals of all emergency vehicle assistance. Retain for one year,
then destroy.
21 Special Work Notification
This file contains original copies of special work notifications for maintenance and
contract work after hours. Retain for one year then destroy.
22 Special Functions
This file contain correspondence which relates to special events/functions which occur
on an annual basis. (Examples - Commission Week, Bastille Day).
Retain for one year then destroy.
23 Parking
Contains correspondence pertaining to parking policies, agreements, mailing lists,
parking coordinators, lost and damaged permits, replacement permits, temporary
permits, parking permit receipts and parking layouts and general assembly parking.
24 Patrol Checks
These files contain information pertaining to request for after hours access, egress,
special event notification and/or temporary change of procedure. Retain for thirty
days after the event has occurred, then destroy.
E. TRAINING
Documents in this file consist of brochures, announcements, schedules and reports requiring
attendance at, or participation in, training programs conducted at police academies and
various institutions.
TNG
1 General Training Correspondence
This file contains all general training correspondence. Retain three years or until no
longer needed, then destroy.
2 Academies and Special Courses
Contains informative materials relating to special schools available to DGS personnel.
3 Request for Special Assignment/Training Reports
Contains copies of requests for training or special assignment reports. Retain until
action is taken on the request, then destroy.
4 Weapons Qualification (Combat Course)
Contains records of training and qualifications with Department firearms recorded on
DGSP Qualifications/Rounds Score Sheet. Record copy/diskette forwarded to
Maryland Police Training Commissions. Non-record copy maintained by DGSP
Commander/Training Unit. Retain two years, then destroy.
5 In service Program
Contains records of In service training and scores. Record copy/diskette forwarded
to Maryland Police Training Commissions. Non-record copy maintained by DGSP
Commander/Training Unit. Retain two years, then destroy.
6. MPTC Correspondence
This file contains all MPTC correspondence. Retain three years or until no longer
needed, then destroy.
CHAPTER IX SECTION 3
FORMS MANAGEMENT
A. GENERAL
1. Forms are used for the collection, transmittal and preservation of information. They
serve as a compact, concise record and when standardized, promote efficient
operation within the Department of General Services Police and Security. In addition,
many of the policies, procedures and functions of the Department of General Services
Police are documented through the use of forms.
2. Since the use of forms is frequently necessary in order to accomplish specific tasks or
duties, it is vital that a forms control program be administered in a manner which will
insure that only essential records are created. The objectives of the program are to
establish control over the creation of new forms, to revise or consolidate existing
forms and to eliminate the non-essential or duplicate forms.
B. DGSP FORMS CONTROL
The Detachment Commanders will administer the program and have the following
responsibilities:
1. Establish and maintain a Forms Control Register.
2. Approve form design and use.
3. Issue form numbers and effective dates.
4. Request printing.
5. Maintain a master forms file.
D. DEFINITION OF A FORM
1. A "Form" is a document that has a standard format for the systematic and repetitive
collection, maintenance, or transmission of information. (State Government Article,
Title 10-604 (d).
2. Since the above definition of a form is somewhat ambiguous, the DGS Records
Management Division has set the following general guidelines for its interpretation by
departments and independent units of the State government:
a. All documents printed or otherwise reproduced with space for filling in
information or descriptive material are to be controlled by an agency through
its forms management program.
b. The only exception to this rule is form letters; the control of which, is
optional. Letterheads, envelopes and printed items without fill-in space, such
as contract provisions, instruction sheets, notices, tags and labels are not
normally to be counted as forms under the State Forms Management
Program. (It might be advisable, however, to include such documents within
a uniform numbering system for an agency)
E. FORMS
Every form originating within DGSP will be assigned a form number and effective date. The
Detachment Commanders will maintain a Forms Control Register containing numbers,
effective dates, form titles, descriptions and revision dates of all forms in current use.
F. CREATING, REVISING, COMBINING OR ELIMINATING FORMS
1. When a form ceases to serve its designed purpose, it becomes a liability to the user
and DGSP. When this occurs, the form should be revised, combined with an existing
form, or eliminated.
2. If an employee of the DGSP feels a form should be created, revised, combined with
another or eliminated, the employee should complete a detailed report and submit it
to the Detachment Commander through the chain of command.
3. The detailed report should state the reasons for the requested action and a sample of
the form should be attached.
4. Appropriate endorsements will be made to the report concerning the proposed change
at each level of review. The review process encourages input from each staff member
resulting in a product-reflecting the experience and knowledge of all those
responding.
CHAPTER IX SECTION 4
DGSP FORMS ROSTER
DGSP Form Form Title
Number
3 Post Designation Report
4 Daily Radio Log
5 Console Control Log
6 Console Control Log, continuation
7 Duty Schedule
9 Request For Training
10A Firearms Qualification Scores
10 Firearms Training & Qualifications
13 "Memo"
23 MILES Message Log
42 Receipt or Appraisal of Orders, Memoranda
and Manual Revisions
46 Miranda Rights
63 Property Record
64 Property Record/Release Continuation Sheet
65 Investigation Assignment Record
69 Explanation of Rights (Non-custodial)
70 Arrest Report
78 Consent to Search and Seize
84 Agency Investigation Caseload Ledger
88 Incident Report
89 Criminal Investigation Report
91 Vehicle Report
92 Supplement
93 Continuation Sheet
94 Complaint Control Ledger Form
99 Property Log
123 Maintenance Schedule
138 Cost Analysis Work Sheet
151 Special Order/Memoranda Issuance Record
152 Inspection Report Personnel
153 Monthly Inspection Report-Vehicle
153A Daily Inspection Report-Vehicle
164 Job Observation Record
164A Job Observation Report
177 Complaint of Brutality
178 Notification of Complaint/Waiver of LEOBR
180 Miranda Rights
181 Notification of Charges/
Acceptance of Summary Punishment
183 Notification of Hearing
185 Hearing Board Procedure
188 Witness Summons
CHAPTER IX SECTION 5
RELEASE OF POLICE REPORTS TO THE PUBLIC
A. POLICY
1. All requests by the public for copies of the Department of General Services Police
reports will be directed to the respective Detachment Commander
2. The Detachment Commander will review all requests for police reports before they
are released to the public.
3 The Detachment Commander will establish a record keeping system for such requests.
4. In the absence of the Detachment Commander, the respective Assistant Detachment
Commander will review the requests.
B. PROCEDURE
1. The release of police reports is governed by the Maryland Public Information Act,
Annotated code of Maryland, State Government Article, Title 10, Subtitle 6.
2. All requests will be forwarded to the Detachment Commander.
3. In the event that it is imperative for someone other than the Detachment Commander
or Assistant Detachment Commander to release a police report to the public the
following will prevail:
a. Only initial reports will be released and only to those persons who are named
in the report.
b. Any names, addresses or personal information of those mentioned in the
report other than the requesting person will be blacked out of the report.
c. Any requests involving reports of ongoing and open investigations will not be
released unless authorized by Detachment Commanders. This is done as not
to jeopardize the integrity of the investigation.
4. Reports not subject to release prior to extensive review:
a. Reports involving juveniles.
b. Reports relating to matters in litigation by DGS.
c. Criminal records as defined in Article 27, Sec. 742-755 pertaining to the
Criminal Justice Information System.
5. Denial of release:
a. May interfere with law enforcement proceedings.
b. Deprive a person of a right to a fair and impartial adjudication.
c. Invasion of personal privacy.
d. Disclose identity of a confidential source.
e. Disclose an investigative technique or procedure.
f. Prejudice an investigation.
g. Endanger life or safety of any person.
6. DGSP may deny release of investigative reports if disclosure is contrary to public
interest.
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