G4.2.2 Retain Secure Records of Complaints
Chapter: Chapter 04: Conduct and Professional Standards
Sub-Chapter: 4.2 - Internal Affairs Investigations
Effective Date: 05/02/2022
Revised Date: 09/29/2023
Rescinds: G4.2.2 – 5/2/2022
Purpose
To provide the Indiana University Police Department (IUPD) with guidance surrounding the secure storage of records concerning complaints.
General Order
The IUPD will create and securely maintain records of all complaints to safeguard the confidentiality of all parties to a complaint.
Retain Secure Records of Complaints (4.2.2)
The IUPD maintains records of all complaints and related investigations in a database and software system known as the Professional Standards System (PSS).
Access to the PSS and the records contained within are restricted to the superintendent for public safety and their designee(s). Investigators will be granted access to specific records within the PSS for as long as is necessary to complete their role in an investigation, after which time their access will be removed.
Investigators will only retain local or paper copies of investigative notes or materials until they are able to upload electronic copies of those materials to the PSS at their earliest convenience. To ensure confidentiality, while a local or paper copy of an investigative note or material is in the possession of an investigator it will be kept in a locked or secure location while it is not actively being used. Once the local or paper copy of an investigative record has been uploaded to the PSS the local or paper copy will be destroyed.
Indiana University Police Department’s records of complaints and complaint investigations are exempt from central records or personnel records requirements.
Once issued to the employee, a copy of the close out letter will be placed in the employee’s department personnel file and delivered in a secure method to IU Human Resources (HR), who will be responsible for securely storing a copy in the employee’s formal HR file in accordance with their policies and retention schedules.