Divisions | Information Services Division | Records Unit
Records Unit
Contact Person: Lieutenant Roger Young
203-946-6252
9:00am to 3:00pm
Overview
Information is gathered by officers throughout the department in the course of crime prevention, intervention and investigation. Department personnel on a yearly basis generate an average of 81,400 police reports. In order to make information gathered by a division accessible to all others, the information is funneled to one location where it can be processed, stored, and retrieved conveniently. This central hub for information is the Records Unit.
The department's Record Unit is staffed by the Keeper of Records, who is a sworn police supervisor, a non-sworn supervisor, and 16 non-sworn Record Clerks. The supervisor of records is the custodial agent responsible for overseeing the maintenance and security of all police records. Record Clerks are responsible for the receipt and processing of adult and juvenile records including:
- Criminal (arrest data and histories)
- Police Reports (Incident and Motor Vehicle Accident)
- Warrants
- Restraining and Protective Orders
- Subpoenas (Criminal and Civil)
They are responsible for making sure the appropriate information needed by the court is provided on a day-to-day basis, arrest booking, processing Freedom of Information (FOI) requests, doing background checks, and compiling the data for submission of the Uniform Crime Report (UCR) to the Department of Justice. Record Clerks also have access to other agency computer system data bases including COLLECT (state), NCIC (federal), Department of Corrections, and Adult Probation as references to assist officers and support police investigations.
Collection & Review of Police Reports:
Police reports are turned into the Patrol Division by officers typically at the end of every shift. They are then sent to the Quality Control section of the Records Unit. Each report is logged in by its case incident number, and tracked accordingly. Any corrections to the NIBRS report will be entered subsequently after the officer has submitted an amended report. The information from the NIBRS reports is warehoused and is forwarded to the FBI for the compilation of national crime reports.
Responding to FOI (Freedom of Information) Requests:
While the primary function of the Records Unit is to provide support for other divisions, a considerable portion of time is spent working on FOI requests. Three Record Clerks are assigned primarily to handle the department's FOI requests from the public. The Records Unit receives approximately 150-200 FOI requests daily. It handles over 52,000 FOI requests on a yearly basis, not including requests for crime statistics. A majority of the FOI requests involve researching and compiling information on criminal histories and providing accompanying police reports. All FOI requests are processed in accordance with Connecticut State Statutes - Freedom of Information Act (FOIA).
Background Checks:
Record Clerks provide information for background checks upon request. A good portion of these type of requests come from agencies such as the Department of Children & Families (DCF), Board of Education, as well as other places of employment, and gun dealers. The criminal history of an individual, either requested by a prospective place of employment or by the individual him/herself, is researched. In some instances, this can be a time consuming process, especially involving information sought prior to the department's computerization of arrest record data in 1992.
Requesting a Background Check:
Any person or agency that wants a background check done must complete a request form which is provided by the department. The Record Unit is required by law to keep background request information on file for the previous as well as current year. The information needed to initiate a background check includes:
- Requestor's name and contact information
- Name of the subject for background check
- Date of birth
- Social Security number
- Address
The form can be picked up in person or mailed upon request. There is a processing charge applied for this service. A fee of $2.00 for the search, plus a minimum charge of $15.00, depending on number of pages, must be remitted prior to receipt. For more information call 203-946-6312.
Obtaining Copies of Police Incident & Motor Vehicle Accident Reports:
General Process. Record Clerks also assist citizens with obtaining copies of police reports. Individuals must complete a form provided by the department for police incident reports. The Record Unit is required by law to keep the request on file. The request form can be picked up in person, during normal business hours, 9:00am to 3:00pm, at the Report Request Office located on the first floor of the department (New Haven Department of Police Service, One Union Avenue, New Haven, CT 06519), or requested by mail from the Records Unit. There is a charge for copies: $1.00 for the first page and $.50 each additional page. Fees must be remitted prior to receipt if transacted by mail, or upon receipt, if picked up in person. Checks must be made payable to the City of New Haven. Do not send cash by mail. For more information about how to obtain a copy of a police report, contact the Report Request Office at 203-946-6252, between the hours of 9:00am to 4:30pm.
Regarding Incident Reports.
Individuals requesting a police incident report must complete a request form provided by the department and include as much information known such as: case number, date, time, location, and type of incident, and the individuals involved. A Records Clerk will research the request based upon the information provided. Not all police reports are releasable at the time of request, (e.g. involves a pending arrest situation or is part of an on-going police investigation). Juvenile and sexual assault victim information is protected by law and not releasable. Requests are processed in accordance with Connecticut State Statutes - FOIA. If an individual is the victim of a crime and needs a copy of a police report, it is recommended to contact the department's Office of Victim Services at 203-946-5916 for appropriate follow-up service. For more information on the department's report request process, please refer to the above text: Obtaining Copies of Police Incident & Motor Vehicle Accident Reports - General Process, or call the Report Request Office at 203-946-6252 between the hours of 9:00am to 4:30pm.
Regarding Motor Vehicle Accident Reports.
Individuals requesting a motor vehicle accident report must provide as much information known such as: case number, date, time, and location of the motor vehicle accident, vehicle license plate number, and operators' name(s). Motor vehicle accident reports are usually available within 3 to 5 business days. For more information on the department's report request process, please refer to the above text: Obtaining Copies of Police Incident & Motor Vehicle Accident Reports - General Process, or call the Report Request Office at 203-946-6252 between the hours of 9:00am to 4:30pm.
