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I recently received an email from a police department's records manager that demonstrates just how ill-advised some law enforcement folks are, even today, in 2015, when it comes to Records. Despite the fact I have received these kinds of emails in the past, I am still shocked at what they say and, this one really bothers me.
It describes how her Chief told her that records personnel should not read reports and that they are just "paper pushers" and "not to worry about what goes out of records". I can't describe in words just how wrong this is and, what a shame. Her department is asking for trouble.
Quality control is the core purpose of the police records unit. It is what ensures that mistakes don't happen, that reports are accurate, error-free and well written. It is what prevents the kinds of tragedies that occurred at the recent Church massacre in Charleston, SC where a series of clerical report processing mistakes were made, allowing the shooter to buy the gun he used to kill 9 people. That should be enough said. It is what ensures your crime stats are accurate. It is what ensures documentation reflects positively and professionally on the agency. It is what I would want if I was the Chief. No reports with mistakes would be allowed out of my department for the many people who read them including the media, attorneys, judges and citizens alike. It is Records duty, obligation and job function as part of records management to process information in a way that prevents liability which can stem from its mismanagement, information which sometimes has to do with very important matters; information which if managed correctly would have prevented many police agencies from getting into trouble, in the news and in the courts. So should "Records" read and correct reports? Absolutely. And if any of your personnel think otherwise, they need to be educated, trained and open to seeing things from a different perspective. If they aren't, shame on them. So Chief, take a look at p. 7 of this guide from the FBI. And, PRI has written a paper for you to help share this message and educate your staff, commanders, officers and supervisors about just how important this issue is. Get the paper here (no strings attached). All my best, to you, who serve in one of the most important professions there is. Ed Claughton, President PRI Management Group ed@policerecordsmanagement.com | 
