Reso 2005-854 - Laserfiche WebLink

Home Browse Search

PROGRAM NARRATIVE Jurisdiction Name: SUNNY ISLES BEACH Contact Person: Lt. Michael A. Grandinetti Address: 18070 Collins Ave. Sunny Isles Beach, FL 33160 Contact Numbers: 947-4440 Office 792-1580 Fax Program Area: Record Improvement Program Dates: 10/01/05 through 09/30/06 Program Name: Record Improvement Target Population: City Residents Problem Identification Sunny Isles Beach is one of Miami-Dade's newest cities, incorporating in 1997. It is a small beach community with an estimated population of 15,300. The police department that began in August of 1998 is currently operating 0 n a manual record system. A s the department and crime continue to grow, more and more incidents reports are created each year. Because of this, filing and storing police records are becoming more difficult. Presently, the Sunny Isles Beach Police Department is in the process 0 f automating their records department; however there i s s till a need to index a nd archive reports generated prior to this automated move. Proqram Description In Sunny Isles, all police reports since August of 1998 are currently filed according to case numbers. The files are not sorted based on the Florida General Records Schedule (GS2). To comply with the state, it is imperative that the department develop a more useful and efficient records storage system. This process will also enable the department to provide faster and better service to citizens requesting police reports. Grant funds will support the salaries needed for clerks to work on an overtime basis. Staff will index, file and sort old reports in preparation for the new automated records system. Year One Activities/Accomplishments & Unmet Needs (2004-2005) Efforts to ensure complete accuracy included meeting with an operations consultant from the Florida Division of Library. They assisted in conducting an analysis of the current records system and offered guidance in the development of an action plan. Project Sort & Tag is well underway in the Sunny Isles Beach Police Department. To date, they have converted approximately 20% of their files. Their plan of action includes the sorting of crime reports by category, tagging by retention period and electronically indexing the master case log. During this new grant year, SIB will continue to the use of grant funds to improve their criminal justice records system. Specifically, staff will continue to convert the old and outdated manual records system into an electronic records retenti~n system.