G16.1.11 Security of Records
Chapter: Chapter 16 – Records and Information Management
Sub-Chapter: 16.1 - Reports and Records System
Effective Date: 08/22/2023
Revised Date: 08/22/2023
Rescinds: None
Purpose
To describe the storage, security, and retrieval procedures for Indiana University Police Department’s (IUPD) records.
General Order
The IUPD will maintain strict control over all records and will store records in a manner that protects their integrity. IUPD personnel will have access to appropriate records based on their job functions.
Records storage (16.1.11 a)
All IUPD records will be stored in the appropriate electronic system or designated secured physical storage area. All IUPD records are for official use only. Under no circumstance will records be printed, copied, downloaded, saved, or removed for personal use. Records will not be saved on any non-department owned device.
Records security (16.1.11 b)
Access to the electronic records systems utilized by the IUPD is available to certain IUPD employees who have a need to access records based on their job functions. Depending on the nature of the records, electronic access may be limited. IUPD employees will have access levels assigned to them based on the requirements of their job responsibilities.
All paper records will be secured in a locked area where only authorized personnel have access.
Records retrieval, including during non-business hours (16.1.11 c)
All sworn personnel have twenty-four (24) hour access to the electronic records systems. Access is available to all system users based on assigned permissions.
Access to paper records may be limited after normal business hours. In the event of a legitimate business need to retrieve a paper record stored in a limited access area outside of normal business hours, a supervisor will be notified. The supervisor will determine if the appropriate authorized personnel should be contacted to retrieve the record, or if the circumstances are such that the record may be retrieved during normal business hours