Sarnia Police Service Directory of General Records and Personal Information Banks

Size: px

Start display at page:

Download "Sarnia Police Service Directory of General Records and Personal Information Banks"

Cathleen Weaver
6 years ago
Views:

1 Sarnia Police Service Directory of General Records and Personal Information Banks (2006 edition)

2 HEAD OF THE INSTITUTION Sarnia Police Services Board 255 North Christina Street Sarnia, Ontario N7T 7N2 PHONE (519) Ext. 258 WEB Site ORGANIZATION OF THE SARNIA POLICE SERVICE The Sarnia Police Services Board is created by the Police Services Act and is responsible for the provision of adequate and effective police services in the City of Sarnia. The Board is comprised of five persons, two municipal councillors and one citizen from the region, appointed by the City of Sarnia and two by the Provincial government. The Board elects one of its members as Chair and one as Vice-Chair. The Board meets at the Sarnia Police Service, 555 North Christina Street, Sarnia, Ontario, N7T 7X6. The Sarnia Police Service is responsible for policing and maintenance of law and order in the City of Sarnia. The Police Service is comprised of four branches the Office of the Chief of Police, the Office of the Deputy Chief of Police, the Criminal Investigation Division and the Uniform Division. The Chief s Staff is comprised of the Administration Division and the Planning, Training and Evaluation Division and is supervised by the Inspector in Charge of the Administration Division, the Financial Services Director and the Inspector in Charge of the Professional Standards Branch. The Deputy Chief s Staff is comprised of the Intelligence Unit, the Emergency Response Team and the Community Policing Branch. The Criminal Investigation Division is comprised of the Detective Branch, Youth Section, Identification Branch, Morality Branch and the JFO Drugs Branch and is supervised by the Inspector in Charge of the Criminal Investigations Branch. The Uniform Division is comprised of the Joint Forces Court Branch, the Traffic Branch, the Crime stoppers Section and the Uniform Patrol Branch and is supervised by the Inspector in Charge of the Uniform Division.

3 POLICE SERVICES BOARD GENERAL CLASSES OR TYPES OF RECORDS Contains information relating to Service Board meetings, including: Policies, directives & guidelines Agendas and minutes of meetings By-laws of the Board Financial records General correspondence Tenders, contracts and agreements Research, opinions and legal advice

4 PERSONAL INFORMATION BANKS Of the Police Services Board Contains information relating to individuals involved with the Police Services Board, including employees and perspective employees. Also includes information pertaining to access requests. APPOINTMENTS AND OATHS OF OFFICE 255 North Christina Street, Sarnia. Police Services Act Name, address, telephone number, particulars of appointment and oaths of office for current and former board members. Oaths of Office for members of the Service. Recorded data. Board members, Board Secretary, Senior Staff, Recruiting, training and professional standards branch. Current and former Board members and Service members. Permanent.

5 SARNIA POLICE SERVICE GENERAL CLASSES or TYPES OF RECORDS Administrative records including statistics, agendas and minutes of meetings, general inquiries, administrative procedures, records management, data systems development and management, property and fleet management; Correspondence and statistics relating to police matters; Crime prevention methods; Emergency and disaster management plans; Enforcement statistics relating to federal and provincial statutes and municipal by-law enforcement; Equipment studies and requirements; Financial records; General correspondence, news releases, audio visual and film packages, annual reports, promotional and educational publications; Legal procedures and records including statutes and regulations; Personnel management records including personnel allocation, organizational charts, job classifications and descriptions, pension, benefit and insurance information; Police week programs; Public relations programs; Planning records, audit and efficiency reports, consultant reports, policies, directives and guidelines; Research and opinions, correspondence, tenders, contracts and agreements; Statutes including some by-laws; Training programs and records;

6 PERSONAL INFORMATION BANKS of the Sarnia Police Service Contains information relating to individuals involved in Sarnia Police Service programs, including employees and prospective employees, individuals subject to regulatory activity by the Sarnia Police Service and the individuals subject to or associated with law enforcement investigations. Application Files Attendance Records Commendations & Awards Discipline Employee Personnel, Payroll and Benefits Records Equipment & Firearms Records Fingerprint File Freedom of Information and Protection of Privacy Records Grievance Files Investigative Case Records Master Name Index Motor Vehicle Collisions Notebooks/Duty books Promotions Public Complaints Service Motor Vehicle Collisions Training Records Worker s Compensation Records APPLICATION FILES Police Services Act Name, address, telephone number, letter of application, resume, applicant evaluations, education test answer sheets and candidate assessments. To identify potential candidates for employment by the Service. Board members, and Senior Staff. Persons applying for employment with the Service. Section 107 & 108 Sarnia Police Service retention by-law. (Six (6) months after successful candidate(s) chosen.)

7 ATTENDANCE RECORDS Police Services Act and the Employment Standards Act Name, address, telephone number, employee number, record of absences from work and nature of absence. Record absence; provide statistical information on absences and management of sick time. Senior Staff, Unit Commanders and Managers. Current and temporary employees. Section 001 Sarnia Police Service retention by-law. (Duration of service plus one (1) year.) COMMENDATIONS & AWARDS RECORDS Police Services Act, Employment Standards Act, Industrial Standards Act, Limitations Act and the Evidence Act Name and employee number of members of the Service and names and addresses of civilians recommended for awards or commendations. To determine eligibility for an award or commendation by the Board or the Police Service. Board and Senior Staff. Persons or members of the Service who have been recommended for an award or commendation. Section 093 Sarnia Police Service retention by-law. (Three (3) years for related documentation and minutes. Copy of member awards transferred to personnel file for duration of service plus two (2) years.) DISCIPLINE FILES Police Services Act. Name, employee number, notice of disciplinary action, internal and external correspondence concerning a member s conduct, testimony by witnesses, legal opinions and investigation record of possible misconduct. Investigation of infraction, adjudicate disciplinary action and to produce statistics. Board, Chief, Officer in Charge of Professional Standards, Police Service Legal counsel and the Ontario Police Commission. Members of the Service who have been the subject of an internal investigation. Section Sarnia Police Service retention by-law. (Informal disposition of last incident plus two (2) years. Formal Duration of service plus two (2) years.)

8 EMPLOYEE PERSONNEL, PAYROLL AND BENEFITS RECORDS Police Services Act, Employment Standards Act, Industrial Standards Act, and the Income Tax Act. Name, address, employee number, date of birth, telephone number, sex, marital status, dependent information, citizenship, social insurance number, education, work history, health, medical records, civilian job competition tests & scores, performance appraisals and probationary reviews, discipline and commendations or awards, payroll and benefit transactions, salary, beneficiaries, next-of-kin, garnishments, fingerprints and photograph. Document employee work and training history and benefits information and to administer payroll and benefits package. Senior Staff and payroll personnel. Current and former employees, part-time employees and students who have been assigned through an educational program to work temporarily at the Service. Section 114 Sarnia Police Service retention by-law. (Permanent.) EQUIPMENT AND FIREARMS RECORDS Equipment and Use of Force regulation under the Police Services Act. Name and employee number, uniforms, equipment and firearms issued to members of the Police Service. To determine eligibility for an award or commendation by the Board or the Police Service. Quartermasters Stores and training branch. Current and former members of the police service. Section 024 Sarnia Police Service retention by-law. (Permanent.)

9 FINGERPRINT FILE DNA Identification Act, Criminal Code, Identification of Criminals Act. Name of contributing agency, accused s file number, name, address, aliases, complexion, fingerprint section number (RCMP), sex, hair colour, weight, peculiarities (marks, scars, tattoos, deformations), place of birth, port of entry, date of entry, risk factors (violent, suicidal, escape risk), name and address of next-of-kin, race, date of arrest, young offender information, court and location, investigating agency, date and place of sentence, charge (section and statute) and disposition. Provide positive identification of a person through a criminal record (RCMP Ottawa) and for the investigation, enforcement and administration of policing and law enforcement.. Law enforcement agencies, courts and other agencies involved in the administration of justice. Persons charged with Indictable offences. Adults Permanent unless application requesting destruction has met all criteria. Young Persons as per the Youth Criminal Justice Act. FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY RECORDS Municipal Freedom of Information and Protection of Privacy Act. Name, address, telephone number, date of birth, description of information requested/to be corrected correspondence and copies of requested records. Maintain a record of requests and to compile statistics. Information and Privacy Unit staff and delegated decision makers. Persons submitting requests for access/correction under the legislation. Section 053 and 054 Sarnia Police Service retention by-law. (Informal Information Requests three (3) years. Formal Information Requests five (five) years.)

10 GRIEVANCE FILES Police Services Act. Name, employee number and correspondence concerning grievances made pursuant to the provisions of the working agreements. Official record of grievances and their final adjudication. Arbitrators, Board, Senior Staff and Service Legal counsel. Persons involved in the grievance procedure. Section 097 Sarnia Police Service retention by-law. (Duration of service plus two (2) years.) INVESTIGATIVE CASE RECORDS Police Services Act, Criminal Code, Youth Criminal Justice Act, Evidence Act and the Highway Traffic Act. Name, address, telephone number, date of birth, investigation and occurrence reports, follow-up reports, Identification Branch reports, exhibit reports, copies of court documents, criminal identification dossier, video and/or audio tapes, court briefs and in some cases criminal records. Investigate and prosecute offences under the laws of Canada, Ontario and the municipality, detection, prevention and suppression of crime, policing, law enforcement and general administration. Service members, law enforcement agencies, courts and agencies involved in investigations under the Criminal Code, federal or provincial statutes or municipal by-laws. Persons who have come into police contact. Section 033, 043, 047, 048 Sarnia Police Service retention bylaw. (Occurrence reports as per the current OPTIC by-law, Inquests twenty (20) years, major cases ten (10) years after offenders sentence complete (may be extended at the request of the O.I.C. of the Criminal Investigations Division.) MASTER NAME INDEX Police Services Act. Name, date of birth, Sarnia Police Service number and RCMP F.P.S. number. Querying persons. Members of the Police Service. Persons who have come into contact with the Sarnia Police Service. Section 037 and 039 Sarnia Police Service retention by-law. (Permanent to ten (10) years after death.)

11 MOTOR VEHICLE COLLISIONS Police Services Act and the Highway Traffic Act. Name, address, sex, date of birth, telephone number, drivers licence information, vehicle registration information, insurance information and statements. Investigate and prosecute offences under the laws of Canada and Ontario and the Municipal by-laws. Service members, law enforcement agencies, courts and other agencies involved in the administration of justice, the City of Sarnia, the Ministry of Transportation and Communications and insurers or their agents. Individuals involved in motor vehicle collisions. Section 058 Sarnia Police Service retention by-law. (Fatal MVC s ten (10) years, all other MVC s six (6) years.) NOTEBOOKS/DUTY BOOKS Sarnia Police Service policy on note taking LE-002. Name, address, sex, date of birth, telephone number, drivers licence information, vehicle registration information, insurance information, criminal history of victims, suspects, accused and other individuals who have some form of police contact. To record daily work history. Members of the Police Service. Individuals who come into contact with the police. Section 027 Sarnia Police Service retention by-law. (Duration of Service plus five (5) years.) PROMOTIONS Police Services Act. Name, employee number, and completed tests/examinations/interview scores on a list. To assist in determining a member s suitability and eligibility for promotion, document the testing/examination/interview process and to identify training needs. Board, Chief, Promotional Panel and Senior Staff. Members taking part in the promotional process. Section 098 Sarnia Police Service retention by-law. (Duration of Service plus two (2) years.)

12 PUBLIC COMPLAINTS Police Services Act. Investigative reports, incident reports, statements of members, statements of witnesses, related correspondence of members and complainants. To investigate public complaints, to identify causes and develop remedial measures. Also used in proceedings before tribunals or courts and to produce statistics. Board, Chief, Senior Staff, Service legal counsel and Officer-in Charge of Professional Standards Branch. Individuals making general inquiries or registering complaints against the activity of the Police Service or its members. Section 102 Sarnia Police Service retention by-law. (Five (5) years after the final disposition of the complaint.) SERVICE MOTOR VEHICLE COLLISIONS Police Services Act, Highway Traffic Act and the Workplace Safety and Insurance Board Act. Name, address, date of birth, reports on accidents, correspondence and decisions concerning accidents involving service owned or leased vehicles. Record damage settlements, produce statistics, determine responsibility and asses penalties and establish preventative programs. Senior Staff, Professional Standards Branch, Financial Services Branch. Members involved in accidents while operating service owned or leased vehicles. Section 058 Sarnia Police Service retention by-law. (Six (6) years.) TRAINING RECORDS Police Services Act. Name, employee number, courses, programs or in-service training sessions attended. Record of training received. Senior Staff, Professional Standards Branch. Members who have attended any training session. Section 110 Sarnia Police Service retention by-law. (Duration of service plus two (2) years.)

13 WORKER S COMPENSATION RECORDS Workplace Safety and Insurance Board Act, THE Occupational Heath and Safety Act and the Police Services Act. Name, address, employee number, date of birth, telephone number, social insurance number and details of the injury or accident. Process claims made under the Workplace Safety and Insurance Board Act and to produce statistics. Workplace Safety and Insurance Board, Chief, Senior Staff, Joint Health and Safety Committee, City of Sarnia. Members of the Service submitting an accident report or claim. Section 007 Sarnia Police Service retention by-law. (Duration of service plus two (2) years.) For further information or to make a request, please contact: Chief of Police Attention: Freedom of Information Branch Sarnia Police Service 555 North Christina Street Sarnia, Ontario. N7T 7X6 (519) Ext. 5288

Directory of Personal Information Banks Alberta Transportation

Directory of Personal Information Banks Alberta Transportation Directory of Personal Banks Alberta Transportation φτυϋ Directory of Personal Banks - Alberta Transportation Contents Corporate Services and Division... 3 Finance Branch... 3 Financial Management... 3