RANDOLPH COUNTY SHERIFF'S OFFICE

1.5.1 Purpose

The purpose of this policy is to establish standardized guidelines for the creation, maintenance, storage, access, and retention of official records for the Randolph County Detention Center. This policy ensures compliance with applicable state law, legal requirements, evidentiary standards, and operational accountability.

1.5.2 Policy Statement

All official records shall be accurately created, properly maintained, securely stored, and retained for required periods in accordance with applicable law, regulatory standards, and agency directives. Records shall be protected from unauthorized access, alteration, or destruction.

1.5.3 Scope

This policy applies to all records generated or received by the Randolph County Detention Center, including but not limited to:

• Detainee records and booking files;

• Incident and investigative reports;

• Use of force reports;

• Training records;

• Personnel files;

• Audio/video recordings (including surveillance and body-worn cameras if applicable 180 Days);

• Administrative and operational logs;

1.5.4 Records Classification

Records shall be classified as follows:

• Active Records: Currently in use for daily operations or ongoing cases;

• Inactive Records: No longer actively used but retained for legal or administrative purposes;

• Confidential Records: Restricted access due to legal, investigative, or privacy considerations;

1.5.5 Retention Requirements

Records shall be retained for minimum periods as required by applicable state law and agency standards. In the absence of specific legal requirements, retention periods shall be established based on operational necessity and risk management considerations.

1.5.6 Security and Storage

All records shall be stored in a secure environment designed to prevent loss, damage, unauthorized access, or tampering. Electronic records shall be protected by access controls, encryption where applicable, and regular backup procedures.

1.5.7 Access to Records

Access to official records shall be limited to authorized personnel based on job function and operational need. Release of records to external entities shall require proper authorization in accordance with applicable law and agency policy.

1.5.8 Records Disposal

Records that have reached the end of their retention period shall be disposed of in a secure and approved manner, including shredding, incineration, or certified electronic deletion, to ensure confidentiality is maintained.

1.5.9 Compliance and Enforcement

Failure to comply with this policy, including unauthorized destruction, alteration, or disclosure of records, may result in disciplinary action up to and including termination, civil liability, and/or criminal prosecution where applicable.