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Applicable
To: All Identification Unit employees |
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Approval
Authority: Chief Richard J.
Pennington |
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Signature: Signed by RJP |
Date Signed: 7/16/09 |
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The purpose of this written directive is to establish policy and procedure for the operations of the Identification Unit.
It is the policy of the Atlanta Police Department to maintain accurate and complete criminal history records; to ensure quality crime scene services in support of identifying criminal suspects; and to ensure positive and timely identification of individuals through the processing of fingerprints and other material evidence.
3.1 The Police Crime Scene Unit Supervisor serves as the Identification Unit commander and is responsible for the overall operations of the Identification Unit (ID). The unit commander ensures the proper maintenance of all criminal history files; maintains unit’s security file; ensures thorough processing and storage of evidence; maintenance and operations of ID Unit fleet, and latent fingerprint operations.
3.2 The Police Crime Scene Technician, Principal (Shift Supervisor), is responsible for the supervision of Crime Scene Technicians and the customer service staff assigned to the evening and morning watch shifts; thorough processing of crime scenes; the storage and disposition of evidence; and responsible for conducting a peer review of latent print cases (AFIS) and criminal history record processing.
3.3 The Customer Service Supervisor is responsible for the supervision of the Customer Service Staff; updating, deleting, dissemination of criminal history information; the proper handling of archived information; and responsible for the overall operation of the unit’s various computer systems (CJIS, NCIC, and GCIC).
3.4 The Photo Lab Supervisor is responsible for the supervision of daily operations of the photo lab which includes maintenance of photo processing equipment; processing of various films; video tape dubbing and maintenance; burning and maintenance of CDs involving crime scenes; producing video tapes; and the processing of crime scene photos.
3.5 The Police Crime Scene Technician, Sr. is assigned to mobile crime scene duties to process crime scenes. He or she is responsible for documenting, collecting, processing, and preserving and/or disposing of evidence collected from the crime scene.
3.6 The Police Crime Scene Technician, Sr. is also responsible for processing criminal history records; comparing latent fingerprints manually and on the AFIS system. He or she may be required to serve as acting supervisor in the absence of the Police Crime Scene Technician Principal.
3.7 The Police Crime Scene Technician is an entry level position where technicians are assigned to mobile crime scene duties to process crime scenes. The Police Crime Scene Technician is responsible for documenting, collecting, processing, preserving and/or disposing of evidence collected from a crime scene.
3.8 All Technicians are responsible for processing criminal history records manually as well as on AFIS.
3.9 The Photo Lab Technician is responsible for the operation and maintenance of the photo lab.
3.10 The Customer Service Representative is responsible for providing customer service for criminal history record requests and inquiries from either the public or law enforcement agencies. The Customer Service Representative is also responsible for entering data and pertinent criminal history information into CJIS; verifying accuracy of criminal history data; microfilm and record retention processing; criminal history filing; answering telephone and fax requests for information on criminal history information; typing correspondence and maintaining records and logs.
3.11 A Customer Service Representative may also be required to work with the Unit Commander for the daily logging and dissemination of all incoming correspondence to the ID Unit.
3.12 All Identification Unit employees must be certified by GCIC and assigned a code and password to access and release computerized Criminal History information. In addition, an awareness statement must be signed by each employee, initialed by a supervisor, and filed in his or her personnel file.
4.1.1 The doors leading into the Identification Unit offices will be locked and/or under constant observation.
4.1.2 Entrance into the Identification Unit offices is limited to Identification Unit employees, except with the approval of a unit supervisor.
4.1.3 Non-Identification Unit personnel are required to sign in upon entry and must be escorted by Id Unit personnel.
4.1.4 CRT screens will be placed so they are not in public view.
4.1.5 Identification Unit employees will be certified as GCIC operators.
4.1.6 All fees paid for services provided by the Identification Unit will be payable by cashier’s check or money order only. All fees must be paid prior to rendering of services.
4.2.1 The Shift Supervisor will issue assignments and vehicles at roll call at the beginning of the watch. Each Crime Scene Technician will inspect their personal kit supplies and the condition of the assigned vehicle immediately following roll call.
4.2.2 When dispatched, the Crime Scene Technician will list the call on the daily crime scene activity log, determine the exact location of the scene, and proceed to the crime scene location.
4.3 Collection and Packaging of Evidence
4.3.1 Evidence is collected according to the Georgia Bureau of Investigations Division of Forensic Sciences Laboratory Services and Requirements for Submitting Evidence manual and prepared for transport to the Georgia Crime Lab. Evidence should be marked appropriately by the Crime Scene Technician, properly packaged in Georgia Crime Lab approved containers and properly sealed.
4.3.2 Evidence packaged should be labeled with the victim's name, incident number, lead investigators name, date of collection, address of crime scene, type of crime, location of retrieval, and detailed description of evidence. All evidence collected will be entered into the File on Q system upon receipt in or transport to the ID Unit office, regardless of disposition. Evidence submitted to the GBI Crime Lab should include the File on Q evidence report, GBI evidence form, and a copy of the APD incident report. The File on Q evidence report must be signed by the receiving Property Clerk, and placed in the ID Unit log book.
4.3.3 Descriptive details of evidence collected should be entered onto the CJIS crime scene evidence report. Any exceptional descriptions of evidence should be entered into the narrative portion of the CJIS crime scene report including details of evidence collected by investigators or GBI Crime Scene Investigators.
4.3.4 Evidence placed in the secure storage room in a locked cabinet will remain for a maximum time of 72 hours. The assigned Evidence Custodian will regularly monitor evidence storage areas for timeliness and proper packaging. Any violations will be reported to the shift supervisor.
4.3.5 If latent prints are attainable using powders, Crime Scene Technicians will complete latent fingerprint cards, record all pertinent information regarding the crime scene including a detailed description of article and location of the latent print on the respective article. When the victim is available, elimination prints will be rolled on the scene. If latent prints are developed using chemicals and/or an alternate light source, one to one photographs should be taken with and without a scale to preserve the print.
4.4 Procedure for Documenting Latent Prints lifted by Field Officers
4.4.1 The officer will place the completed latent fingerprint card in an APD Identification Unit latent file envelope. All required information must be filled out on the envelope before it is turned in.
4.4.2 The officer will transport the envelope to the Identification Unit where a crime scene technician will review the latent card and envelope for completeness and evaluate the quality of the latent prints. The crime scene technician will, in turn, inform the officer whether or not the latent prints are identifiable. If the technician determines that the latent impressions are identifiable, they will inform the officer that the prints will be compared to listed suspects, forwarded to the AFIS team for searching, or filed in the Master Latent Print file for future comparison. If it is determined by the technician that the prints are not identifiable, a copy of the front of the APD ID Latent envelope will be made for the officer and the impressions will be turned in to property. Make a crime scene report for the over the counter latent print submission. Update report as comparison and suspect information becomes available.
4.4.3 In instances where a Crime Scene Technician is unavailable to accept latent prints, the officer will seal the envelope and place the completed package in the drop box.
4.4.4 The technical staff will check the latent print drop box daily. Any latent packages that are incomplete will be immediately returned to the officer. In addition, the technician will enter all information on each case into the crime scene call book and enter a complete crime scene report in CJIS.
4.5 Requesting State Crime Laboratory Assistance
4.5.1 After consulting with each other, the investigating officer and the crime scene technician on the scene may request assistance from the State Crime Lab at the scene of crimes where one or more of the following conditions exist:
1. Need for specialized equipment not currently available at the Atlanta Police Department.
2. An Atlanta Police Department Crime Scene Technician is not available.
3. A crime scene where unusual, abnormal, or extraordinary conditions/situations exist.
4. A crime scene where there exists extenuating circumstances that require additional expert manpower in the gathering of evidence.
4.5.2 In those situations where the State Crime Lab Technician arrives to process a crime scene, the Atlanta Police Crime Scene Technicians will relinquish control of the crime scene to the State's Crime Lab Technician as requested
4.5.3 The Atlanta Police Crime Scene Technician will immediately advise his/her supervisor that the crime scene will be processed by the GBI. In addition, the Atlanta Police Crime Scene Technician(s) will remain on the scene to observe and assist the State's Technician as needed.
4.6 Documenting Latent Print Comparisons (CALEA 83.2.3)
4.6.1 Elimination prints should be submitted with all latent cases. They will be compared to the latent prints before comparison of the suspect's prints or an AFIS search is done. All prints in the case should be compared.
4.6.2 The crime scene technician who receives or develops prints on cases that have suspects provided by the officer or investigator will compare the prints to the suspects.
4.6.3 Any legible prints that are not identified will be forwarded to the AFIS Team.
4.6.4 Updates should be made to CJIS on the results of the latent work done on each case, and a copy of the updated report will be placed in the latent folder. Update information includes:
1. names and APD / SID numbers (if applicable) of persons compared
2. date(s) when the prints were compared / searched
3. results of the comparisons
4. person notified of the results and the date notified
5. name of the person who did the comparison/search
4.6.5 A supervisor must perform a peer review of all comparisons and identifications.
4.6.6 When identification is made, a latent comparison supplement form must be completed. Information contained in this form should include: the incident number, victim's name and address, the suspect's name and APD number, the crime, the person whom the latent / inked impressions were identified for and the person who identified them, the name of the person who lifted the latent print, the name of the person who printed the tenprint card, and a summary of the comparison process and findings. The latent comparison supplement form must be signed and dated by the technician who made the identification and the AFIS team leader or a supervisor.
4.6.7 The supplement will be forwarded to the officer/investigator handling the case, the technician's immediate supervisor and the unit commander. A copy of the supplement will also be filed in the latent print folder.
4.6.8 At the end of the Technician's shift of duty, a copy of the crime scene report, evidence report and any other prepared report will be presented to the watch supervisor for review and initialing.
4.7.1 The AFIS Team is responsible for the daily processing of latent prints.
4.7.2 The team leader (Crime Scene Technician, Sr.) will:
1. supervise team members to insure that proper requirements are met in latent searches and identifications;
2. process latents on a daily basis;
3. maintain logs and reports;
4. perform system back-ups and equipment maintenance;
5. perform a peer review on all comparisons and identifications.
4.7.3 The team leader is specifically assigned to AFIS, and he/she will only perform crime scene duties in the event of an emergency or during a major crime scene incident.
4.7.4 The AFIS team leader reports directly to the Unit commander, providing monthly reports and latent identification supplements to the Unit commander.
4.7.5 AFIS Processes consist of:
1. TI (tenprint to ltenprint), LI (latent to tenprint), TLI (tenprint to latent) & LLI (latent to latent) inquiries, verifications and registrations
2. GBI Latent Searches
3. Documentation of Latent Print Files
4. Documenting Latent Print Comparisons
5. Tenprint card scanning
6. Maintaining accuracy of criminal history records in AFIS. 4.8 Documentation of Latent Print Files
4.8.1 When latent prints are received from the field officer or submitted by the Crime Scene Technician, the following procedures should be followed:
4.8.2 The case should be logged in the crime scene logbook. Included in this log should be the victim's name, incident number, address of crime scene, processing technician’s name, date, lead officer or investigator's name, police zone, crime, latent case number, indicate whether or not print is AFIS quality, if evidence was collected, number of latent prints and number of photos taken, and the sequential ID Case number.
4.8.3 Once the latent has been logged in the book, it should then be entered into CJIS using the crime scene screen. All of the information listed above should be included in the crime scene report. Additional information regarding the latent print should include the location where the latent prints were taken from, the method used to develop the latent prints, the disposition of the evidence that the latent prints were recovered from, and any other miscellaneous information regarding the case.
4.8.4 If the latent print was compared to a suspect or if the victim was eliminated, then a notation of these comparisons should be made. The name of the person(s) compared, the technician(s) who did the comparison, the result of the comparison and the person notified of the results should also be documented in the latent print crime scene report.
4.8.5 Each time a comparison is done to the latent case, the crime scene report must be updated with the information listed above.
4.8.6 Once all of the information regarding the latent case has been entered on the crime scene report, then a folder must be made for the latent print(s). Using a red number stamp, stamp each latent print card with the latent case number. Place the latent prints in a manila envelope, and then stamp the envelope with the latent print number. Put the manila envelope and a copy of the crime scene report inside a brown file folder. On the outside of the file folder, in red, stamp the latent case number on the upper right-hand corner so that it is visible when placed on the shelf. When this is complete, put the folder on the latent print file shelf. It will remain on the shelf until it is used for court purposes or sent to archives.
4.9 Processing Unidentified Persons
1. The Crime Scene Technician will only print individuals found in the City of Atlanta. They will then ensure that a release of liability form is completed by the social worker requesting fingerprint identification at Grady Hospital.
2. Upon receiving a request to fingerprint an individual at the hospital, ask if there is a possible name, date of birth, race and sex. Do a name check on the individual to see if a criminal history record can be located.
3. Upon arrival at the hospital, inform the nurse's station of request for fingerprinting and obtain clearance from the attending nurse to fingerprint the patient.
4. The technician is to take precautionary measures using a mask, gloves, and protective clothing if necessary. Ask the nurse to remove any wrist ties or finger monitors that will not endanger the patient, for access to all fingers. If these items cannot be removed from the patient, then make a notation of the fact.
5. Using a porelon or inkless pad, carefully print all fingers.
6. After fingerprinting the patient, return to the office, and using a blank FBI card, fill in (if available): possible name, date of birth, race, and sex. In an empty space on the left side of the card, type STAT Pack # (hospital generated). Tape the fingerprint strips onto the completed FBI card in the appropriate spaces.
7. If a possible name was provided, perform a criminal history check via CJIS. If an APD number is located, the record should be pulled and file fingerprints compared to the unidentified person’s prints.
8. If no possible name is provided, conduct a ten print inquiry (TI) on AFIS. If an APD number is located, the record should be pulled and the file prints compared to the unidentified person’s prints.
9. Complete the APD ID Unit Deceased and Unidentified Fingerprint Report.
10. After all attempts have been made to identify the person, notify the social worker of the results. On the Deceased and Unidentified Fingerprint Report, indicate the name of the person notified, date, time and results reported.
11. Enter the name, if identified, STAT Pack # and any other available information into the crime scene call book. Complete a crime scene call report in CJIS documenting the process in the narrative section.
12. Attach the Deceased and Unidentified Fingerprint report, liability release form and prepared ten print fingerprint card and file in the “GRADY UNIDENTIFIED” folder for the current year.
4.10 Fingerprinting and Processing Deceased Prints
1. Immediately upon arrival at the medical examiner's office (morgue), the Technician must sign appropriate forms relative to the deceased prints generated by the morgue.
2. Request a copy of the "Fingerprint Report" from the medical examiner's office.
3. If the body has not been fingerprinted, use a porelon-inking pad, rolling one legible finger if the victim has a criminal history record (researched via CJIS). With a portable magnifying glass, compare the copy of the fingerprint from the possible criminal history record with the one rolled print of the deceased. If the prints are not the same, continue rolling all ten fingerprints. If no criminal record is located or the deceased is reported unidentified, roll a complete set (10 fingers) of prints.
4. Upon returning to the ID Unit, the Technician will complete a blank FBI card and complete the name, date of birth, race and sex. On the left side of the card, in one of the blank spaces, write "Deceased" along with the toe tag number. Cut the fingerprints into left and right hand strips and attach to the FBI card with tape in the appropriate areas.
5. If a body has been fingerprinted by the morgue attendant, the Technician will obtain a full set of the victim's fingerprints, and follow procedure outlined above. If a possible name has been provided, it should be researched in CJIS or NCIC for a possible APD number or previous record. If an APD number is found, the criminal history record is pulled and compared to the deceased prints for identification.
6. The Deceased and Unidentified Fingerprint Report will be completed and placed into the criminal history folder along with the master fingerprint card stamped in red with the word “DECEASED". The outside of the criminal history folder is also stamped in red with the word “DECEASED”.
7. If an APD number is not located, a ten print search (TI) of the fingerprints should be conducted on AFIS. If by this method, an APD number is found, pull the criminal history record and compare the fingerprints on file to the fingerprints of the deceased. Some fingerprints may be run on AFIS as latent inquiries (LI) when necessary due to the condition of the fingers.
8. If the deceased prints are not identified, obtain an empty brown folder; stamp the word "DECEASED" along with the toe tag number, both in red on the outer cover. Complete the Deceased and Unidentified Fingerprint Report and file it along with the ten print fingerprint card inside the folder and place it in the ID deceased file cabinet.
9. After identification or all attempts to identify the deceased have been made, notify the Medical Examiner's Office investigator of the results. On the Deceased and Unidentified Fingerprint Report, write the name of person notified, date, time, and any other relevant information.
10. Enter the name of the deceased, race, sex, toe tag number, date and the respective county's medical examiner's office (Fulton or DeKalb), the words "deceased printed" and "full set" or one print into the crime scene call book. Complete a crime scene report via CJIS documenting the process completed to identify the deceased.
11. Enter the deceased person's name and relevant information into the ID deceased logbook.
12. If a criminal record was found, return it to file after completion.
4.11 Crime Scene Vehicle Maintenance and Upkeep
4.11.1 Crime Scene Technicians are responsible for inspecting vehicles on a daily basis for new damage, malfunctioning vehicle equipment, sufficient and required crime scene equipment, and for cleanliness and overall appearance.
4.11.2 Crime Scene vehicles assigned to the Crime Scene Unit will carry the equipment to process a crime scene. The equipment will consist of, but is not limited to, equipment for the following purposes:
a. Photography
b. Recovery of latent fingerprints
c. Collection, preservation and documentation of physical evidence
d. Casting and collection of impression evidence
e. Lighting for crime scene area
f. Plastic bags
g. Labels
h. Tags
i. Paper bags
j. Forms
1. Crime Scene vehicles will be sufficiently stocked to allow relocating from scene to scene normally without returning to the station to replenish equipment or supplies. This will ensure effective and timely processing of crime scenes.
2. For major crime scenes that involve nighttime working conditions, the crime scene equipment van is available to provide a portable generator, ladder, lights, and room to perform preliminary procedures on items of evidence that require immediate attention such as wet or damp evidence, loaded weapons, or preservation of body fluids.
3. The Identification Unit supervisor will approve all equipment assigned to unit vehicles. Crime scene technicians will be responsible for replenishing supplies and the proper notification regarding any loss or damage to equipment or vehicles.
4.11.3 Weekly vehicle inspections will be performed by the shift supervisors or their designee on all vehicles assigned to the unit to ascertain their fitness for duty. It will be the responsibility of each member of the unit to maintain the vehicle he or she drives in a presentable condition.
1. Technicians are required to fill out a standard “vehicle inspection checklist" form before his or her tour of duty on a daily basis. The vehicle inspection checklist form identifies the equipment that is located in the crime scene vehicles and all additional information pertaining to its usage. Each Technician is required to inventory their assigned vehicle for sufficient supplies and equipment, replacing any insufficient materials, before the tour of duty begins.
2. The vehicle inspection form should indicate the Technician's name, vehicle number, and date of use, respective watch, beginning and ending mileage and beginning and ending fuel. The condition of the vehicle should be noted as well, along with comments.
3. Each Technician is required to maintain a full tank of fuel in the vehicle that is being used to work crime scenes, before and after use on a daily basis. Each Technician is responsible for making sure that all items are placed securely in the proper drawers and shelves before and after usage.
4. All damage to vehicles must be documented by photographs and an incident report prior to leaving the parking deck or immediately upon incident.
4.11.4 A team who is responsible for the maintenance of all assigned Identification Unit vehicles will be assigned by the unit commander. They are required to maintain, keep clean, shop vehicles for service, and provide supplies every week if needed, and inspect the vehicles for safety. A vehicle inspection report is filled out monthly on each vehicle and one overall report is submitted to the Unit commander every month.
4.11.5 Supervisors are required to review and sign each “damage to vehicle” report and the "equipment check-off" form each day for completeness and accuracy. In addition to reviewing each technician's form, supervisors are required to inspect all crime scene vehicles once a week to insure crime scene readiness and that all procedures have been followed.
4.12.1 The Identification Unit will collect a fee determined by the Atlanta City Council for up to 2 cards printed for the general public. Prints required to be searched through GCIC will be referred to a GAPS (Georgia Applicant Processing Services) facility or captured electronically via live scan using the agencies ORI or OAC code. All others may be printed either electronically or in ink. All cards will be returned to the applicant.
4.12.2 When an applicant requests to be fingerprinted, the technician will verify the customers’ identity through a valid picture identification (ID). A list of demographic information, such as name, race, sex, reason for being printed, number of cards, will be entered onto the applicants list. Valid forms of government issued identification:
Valid drivers’ license or state identification card Valid passport Valid military identification Valid immigration card (green card) Birth certificate
4.12.3 A City of Atlanta Applicant must present valid ID along with a completed APD 764 form with their personal history information, before being fingerprinted. The personal history information will be entered into the live scan database.
4.12.4 All City of Atlanta applicants will be processed using the live scan for electronic transmittal to GCIC.
4.12.5 Two hard copies of the applicant card will be printed out. Once replies are received from the GBI/FBI, the information will be attached to the applicant’s fingerprint cards and put in the appropriate bin in the applicant room for pick up by the respective department.
4.12.6 Canadian applicants will be rolled in inked only. There is a one card limit. The card will be returned to the applicant.
4.13 Recording Arrest Information (CALEA 82.3.7)
1. Photographed
2. Fingerprinted via AFIS Live Scan
3. Criminal History Report is prepared containing descriptive data.
4.13.2 Fingerprint cards from Fulton County and the Atlanta Department of Corrections are automatically forwarded to the Georgia State Criminal Information System and the Atlanta Police Identification Unit via AFIS, along with a criminal history report. A photograph is electronically stored in AFIS for retrieval by the Identification Unit or investigators through Police Central. Criminal history records received from DeKalb County are manually entered into the AFIS system. The hard copy received from the Dekalb County jail is maintained along with a photo.
4.14 Criminal History Information (CALEA 82.1.9)
4.14.1 All criminal history records and computers are maintained in a secure area. Computer history information is disseminated according to the purpose code, (see GCIC manual 7.2 Computerized Criminal History File).
4.14.2 Distributions of records are disseminated according to the purpose it is to be used, (see GCIC manual 7.3 Purpose Codes). All employees disseminating criminal history information must determine the purpose code to enter in the computer and disseminate accordingly. Proper identification is required from the requestor prior to checking criminal history information. A $10 fee will be charged for each record check, payable before receiving the criminal history information.
4.14.3 Criminal history information requested from entities (i.e. potential employers, landlords, etc) other than the individual must have a notarized consent form and it must be completed by the record holder prior to the release of information.
4.14.4 All criminal history paperwork will be reviewed for accuracy and placed in a folder which will be filed in numerical order. Any corrections or changes made to the criminal history record will be made in accordance to the guidelines set forth by the GCIC Computerized Criminal History User Guide via the online CCH interface.
4.14.5 New records will be assembled and fastened in the following order:
1. Palm Prints (bottom)
2. Photo
3. History sheet
4. Tenprint card (top)
5. Any additional information pertaining to the arrest should be placed on the top of the mentioned paperwork with the smallest document on top for visibility.
4.14.6 If the record is a repeater, the Technician will:
1. Check for accuracy
2. Fasten current arrest paperwork on top of previous paperwork
3. Return record to the file.
4. Initial and date the fingerprint after identifying it
Upon receiving notification from the courts of a First Offender satisfying or not satisfying his or her probation, the Customer Service Representative will:
1. Locate the APD number in CJIS and retrieve the criminal history record from the ID Unit files. (CALEA 82.3.6)
2. Locate the charge in CJIS with the same arrest data as the court order of discharge notice.
3. Annotate on the particular charge in the record as to the satisfactory or unsatisfactory completion of probation.
4. If First Offender probation has been satisfied, place the APD rap sheet, FBI rap sheet, palm prints, History sheets, OBTS form, probation card, photos, and order of discharge from the court in a First Offender Act envelope. Any subsequent and/or additional information must be filed behind the First Offender Act envelope. The First Offender Act envelope and all attached information must be returned to the shelf to be filed in numerical order in the ID Unit files.
5. If the probation has not been satisfied, post the unsatisfactory disposition information to the history sheet and rap sheet that pertains to the order of discharge. The record is filed and disseminated upon request.
6. Update the first offender status on the CCH as outlined in the GCIC Computerized Criminal History Users Guide.
4.16 Processing Expungement Requests
4.16.1 There will be a $50 non-refundable charge per application for expungement of criminal history records, payable by cashier’s check or money order only. Only one arrest date per application will be accepted. Payment is to be included with expungement requests received through the mail.
4.16.2 Make sure the following steps have been completed before accepting payment:
1. Make sure the section (1) form is completed with phone number. Perform a criminal history record check on CJIS to ensure that the expungement request is for a City of Atlanta arrest.
2. The applicant must present a certified copy of the disposition for each charge from the appropriate court. The customer service representative will make a copy of the original and return it to the applicant.
3. Pull requestor APD and GCIC record. A copy of GCIC history must be sent with their request to the court.
4. Log all requests received into expungement database.
5. Fill-out the section (2) form and sign.
6. Make a copy of section 1 & 2 and any disposition information received.
7 Match paperwork with each arrest and staple together with the GCIC history and disposition.
8. Separate arrest according to courts and mail request to the appropriate courts:
a. Fulton County State solicitor's office on all Fulton County misdemeanor charges
b. Fulton County District Attorney’s office on all Fulton County felony charges
c. City of Atlanta traffic solicitor's office on all traffic charges
d. City of Atlanta solicitor's office on all city charges
e. DeKalb County District Attorney’s office on all DeKalb County felony arrests.
f. DeKalb County Solicitor's office on all DeKalb County misdemeanor arrests.
9. File copy in expungement “pending files” that is kept in a central location.
10. When the arrest is under a sealed First Offender Act, notify the requestor that the arrest does not meet requirements for expungement.
11. If charges are on INSLAW but not on CJIS, they can still be expunged from the system.
12. Run all GCIC history under purpose code C. Use any of the following in the ARN # field: APD #, Incident # field, Docket # field, Citation # field, Indictment # field. (DO NOT USE THE DATE OF BIRTH OR SSN# IN THE ARN FIELD UNDER PURPOSE CODE C).
4.16.3 Upon receiving a Court Order to Expunge Records from a Superior Court judge in the county where the arrest was made the customer service representative will:
1. Locate the application, APD number and pull the record.
2. Remove all references to that arrest as specified by the “Order to Expunge Records”, from all law enforcement files including APD record, CJIS, Police Central and AFIS.
3. Notify GCIC of the action taken by letter, signed by the Unit commander, with a copy of the order to expunge records. GCIC will forward the information to NCIC.
4. Shred the completed expunged record or the parts affected by the order.
4.16.4 Processing Record Expungement Request Approved by the Court
1. Steps for processing an expungement request that has been approved by the court.
a. Use return date on the approval letters.
b. Pull copy from expungement pending files.
c. Post in expungement database, the approval date located on section (3) form and type approval letter for each arrest.
d. Make a copy of all (3) expungement forms and approval letter and mail to requestor. A fee, determined by the Atlanta City Council, will be collected for additional copies of the approval letter.
e. Make a copy of all (3) expungement forms and mail to Georgia Crime Information Center, requesting the arrest be sealed in their files.
f. Pull criminal record from APD files and purge and shred all paperwork pertaining to expunge arrest date such as: History sheet, rap sheet, photo, fingerprint card, FBI rap sheet etc. If the expunged arrest is the only paperwork on file give the history sheet to a technical supervisor for pulling of the master fingerprint card from the card file.
g. In order to delete the arrest from the CJIS computer system, look up the arrest number on each arrest date. The arrest can only be deleted from the INSLAW side of the CJIS system. If there is only one arrest on file on the Master Name Record screen go to remark and type “Arrest expunged from files”. If more than one arrest, nothing is entered on the Master Name Record screen.
h. File original expungement forms in “approved” files according to date received, last, first and middle name.
4.16.5 Steps for Processing a Declined Expungement Request.
a. Post on expungement log in database
b. Pull copy from pending files
c. Type a decline letter for each arrest date.
d. Make a copy of all (3) expungement forms and declined letter and mail to requestor. There will be a $5 charge for additional copies of the declined letter.
e. File original expungement forms in “declined” files according to date received, last, first and middle name.
4.17 Photo Lab Operating Procedures
4.17.1 Processing Crime Scene Photos
1. Obtain CD’s from the ID Unit.
2. A Photo lab generated “twin check” number is placed on crime scene report and disc.
3. Examine CD and compare images on CD to the crime scene report for accuracy.
4. Crime scene report is logged into the computer and assigned a photo number.
5. Images are downloaded into computer and burned onto a DVD monthly for master file back-up.
6. Envelope is stamped with date and photo number, CD, and crime scene reports are placed in envelope and placed in numerical order in the photo lab files.
4.17.2 Printing Photographs / Copying CD’s
1. Setup printer: Paper size, lens, color balance, CD, or film type.
2. Insert negative or CD.
3. Pull negative up on monitor.
4. Make color and density selection.
5. Copy CD or print photograph.
6. After copying a CD or printing photographs, a label is printed with the photo number, victim name, date, and address of crime scene and placed on the front of the cd or back of the photograph.
7. The photographs are placed back in the photo lab photo files in numerical order by the photo file number.
4.17.3 The photo lab will be responsible for the dissemination of the crime scene photographs to law enforcement, private attorneys and insurance companies. Documentation for the release of photographic images from the lab will be filed inside the case envelope and placed in the original photo file.
4.17.4 Release of Photos to Law Enforcement Personnel
1. The investigating officer requests CD’s or photographs by completing a photo request form with the date of the incident, the victim’s name, the address or location, and the incident number. The investigator or officer signs the photo request log.
2. This information is entered into the computer and the photo file number is retrieved.
3. The photo file is pulled to be copied onto a CD or printed.
4. The investigating officer is given the photo number and a date for pick-up.
4.17.5 Signing Out Crime Scene Photographs
1. CD’s and photographs are signed out to the investigating officer. When actual photographs are issued, the officer will sign the back of each photo.
2. Photo Lab employees will fill out a sign out slip with the photo number, number of photographs released, who released the photographs, the person the photo was released to, department, date and telephone number.
3. The sign out slip is stapled to the crime scene report and placed back into the photo file, in numerical order.
4. The photo lab will charge $10 per image for the reproduction of images in 8x10 photographs or $15 per CD for photo requests from outside agencies. Insurance companies and private attorneys will receive only 8x10 photographs. No images may be released to them on CD.
5. Payment will be made by check or money order and made payable to the City of Atlanta/ Atlanta Police Department. Payments will be logged into the log book and a copy of the check & receipt will be filed in the original photo file.
6. All payments will be turned in to Property daily and entered under the ID Photo Lab.
7. No images of deceased victims will be released without a notarized letter from the deceased victim’s family or a subpoena for documented evidence.
4.18 Confirming Arrestees’ Identities
4.18.1 All arrestee fingerprints will be searched through the AFIS system for identity confirmation. Upon notification by AFIS that a print must be verified, a crime scene technician will pull the image up on screen, compare the search print to all possible candidates, and at that time, make the determination on the identification.
4.18.2 A list of individuals printed at the Fulton County Jail and the Atlanta Bureau of Corrections will be electronically generated and printed out each morning by AFIS. A log book containing these lists will be maintained numerically by year. A list of those printed at the DeKalb County Jail will be typed and maintained in a log book numerically by year.
4.18.4 The history sheet and tenprint card will be stapled together and filed in the criminal history check corresponding to the APD number assigned on the paperwork. This paperwork will be according to arrest date.
4.18.6 A new folder will be created for a subject’s first arrest. The history sheet and tenprint card will be stapled together and filed in the criminal history jacket corresponding to the APD number assigned on the paperwork, according to arrest date. (CALEA 82.1.1a&b)
4.19.1 An Identification employee will fingerprint juveniles. The ID Unit maintains these records separately from adults in accordance with the Georgia Codes, Section 15-11-83 (a).
1. A juvenile must be 13-16 years of age to be treated as an adult. Fingerprints of a child 13 or more years-of-age, who is referred to the court, will be taken and maintained by law enforcement officers investigating the commission of the crimes of murder, voluntary manslaughter, involuntary manslaughter, rape, robbery, armed robbery, aggravated assault, aggravated battery, burglary, and motor vehicle theft.
4.19.2 When an officer brings a juvenile to the ID Unit, an ID unit employee will take the arrest ticket and do the following:
1. Create a Juvenile record via live scan.
a. Log into the pc by clicking on the APD user icon. Log into the live scan application with User ID and password.
b. Click on Create Transaction Button (F3).
c. Click on Georgia: Criminal EFTS Button (F5).
d. Enter all mandatory information: first name, last name, gender, sex, height, weight, eye color, hair color, place of birth (default is Georgia), date of birth (enter in sub-screen on the right and click to insert), address, Originating Agency Case Number (any ten digit number 9999999999), charges (select from sub-screen on the right and click to insert).
e. If a person is under 17 years of age, enter YES in the Treat as Adult box. Also select YES to get a rap sheet returned. Submit transaction.
f. FBI responses will only be returned if there is no hit on the GBI system.
2. Create a mug shot using Police Central
a. Log into the pc with normal APD User ID and password.
b. Double click on “Police Central 3.0 Logon Page” icon.
c. Enter APDID for user name. Enter JUVENILE for password. Click OK and the main full-screen will appear.
d. Click on NEW. Enter all pertinent information: last name, first name, race, sex, height, weight, hair, eyes, address if known, DOB. The ID Unit does not fingerprint juveniles who are not being treated as adults, so the Juvenile box does not need to be checked. Click the ADD button below the charge box to select appropriate charge. Repeat for multiple charges.
e. Add incident number and citation number as Supplemental information.
f. Bring up the mug shot capture screen by clicking on the white “+”. Front and side view photos will be taken. Use the pan and tilt to adjust the camera.
g. Once the person is in the proper alignment click on capture. Enter and then click image type – Mug-Front. Click Done.
h. To take the side view photo, repeat steps and enter then click image type – Mug-Side. Click Done.
3. Downloading image from an external source.
a. Connect the USB device to the pc or insert the CD into the drive.
b. At the top of the screen click on the white “+” to bring up the mug shot capture screen.
c. Click on Browse. Click My Computer. Click the appropriate drive letter.
d. Double click on the .jpg file you want to insert. Enter and then click image type – Mug-Front. Click Done.
e. To download the side view photo, repeat steps and enter and then click image type – Mug-Side. Click Done.
f. Click Save.
g. An error message saying “could not save the CJIS Information file” Click on OK.
h. Finished record will be displayed.
4. Take palm prints of both hands.
5. File a copy of the entire package in the juvenile fingerprint file.
6. Copies of fingerprints known to be those of a child will be maintained in the Identification Unit. O.C.G.A. 15-11-83 requires law enforcement agencies charging juveniles with felony offenses to submit criminal cards to GCIC in the same manner prescribed for adult offenders. The fingerprints of a child will be removed from the file and destroyed if a petition alleging delinquency is not filed or the proceedings are dismissed after either a petition is filed or the case is transferred to the juvenile court, or the child is adjudicated not to be a delinquent child in accordance with the Georgia Codes, section 15-11-83(e).
7. If an officer finds latent fingerprints during the investigation of an offense and has probable cause to believe that they are those of a particular child, he or she may fingerprint the child regardless of age or offense for purposes of immediate comparison with the latent fingerprints. If the comparison is negative or the child is not referred to court, the prints will be destroyed immediately. If the comparison is positive and the child is referred to court, the fingerprint card and other copies of the fingerprints taken will be delivered to the court for disposition.
4.19.3 Assign the juvenile a number with an “X” after it to distinguish it from adult record numbers. Stamp “confidential” on the outside of the folder.
4.19.4 The criminal history folder will contain the history sheet, palm print, and fingerprint cards.
4.19.5 The ID Unit will release juvenile records only on a need to know and right to know basis, as permitted by Georgia Codes Section 15-11-83 (c). Law enforcement officers may inspect fingerprint files of children when necessary for the discharge of their official duties. Other inspections must be authorized by the court.
4.19.6 On receipt of a court order sealing a child's record, an Identification employee will mark the record "sealed," include the fingerprint card and any other identifying records, and place it in the "sealed" file. The employee will also remove all references to this record for the child from electronic and manual files.
4.20.1 Criminal History Records for Archiving and Retention
1. Approximately every five years, an employee of the Identification Unit will examine the criminal history records, beginning with the lowest record numbers. Remove those records for microfilming which meet the following criteria:
a. No arrest in the past twenty years regardless of the person's age, or;
b. The person is at least sixty years of age and has not been arrested in the past ten years, or;
c. The record is marked “deceased.”
2. Expose these records on duplicate rolls of microfilm in numerical order using the rotary microfilm camera unit. Keep a permanent list of each record placed on microfilm on file in the ID Unit.
3. Each roll of exposed film will then be developed by the City's Records Management Division, loaded in a film magazine, and inspected for document clarity and spacing. If the magazine meets the micrographics standards of the State Records Committee, label it with the beginning and ending APD numbers and place it in the microfilm cabinet drawer reserved for this file. The Records Management Division keeps the original roll.
4. The Identification Unit commander will authorize the destruction of the paper records when a satisfactory microfilm record is on file.
4.20.2 Retrieval of Documents on Microfilm
Criminal history record files are filmed in numerical order. To retrieve one, insert the correct film magazine into the microfilm reader. The reader allows for viewing or printing of the records.
(CALEA 82.1.1d)
4.21.1 GCIC regulates the release of all criminal history information (GCIC Rules 140-2-04 through 140-2-.11 and Georgia CJIS Network Policy Manual Part 4). Non-criminal justice agencies must sign a standard user agreement with the Department before submitting requests for record checks. The inquiries clerk will review the agreement.
1. When the ID Unit receives mail inquiries requesting a record check, a Records Maintenance employee must determine if that agency or person is authorized to receive the information and how much. If so authorized, then the employee must identify and locate the record and send the appropriate information.
2. When someone requests criminal history information over the telephone or at the Identification Unit counter, a Records Maintenance employee must determine if the person is authorized to receive any information and how much. The employee must then identify and locate the record and provide the appropriate information.
3. If any information is released, whether in person, by telephone, or by mail, the ID employee who released it must note in the criminal history record to whom the information was given, the agency, the date, and the type of information given (copies, photo, and general information). The employee will initial the record.
4.21.3 Inquiries from Non-Criminal Justice Sources
1. The GCIC Act (GCIC Rules 1402.04) allows local criminal justice agencies to disseminate criminal history records to private persons, businesses, and public agencies. Records protected by the First Offender Act may not be disseminated under this provision.
2. The requestor must provide: a. The fingerprints of the person whose record is requested, or,
b. The signed and notarized consent of the person whose record is requested. The consent statement must include the person’s full name, address, social security number, race, sex, and date of birth.
3. A mailed request for a record check should be sent to:
Atlanta Police Department Identification Unit 3493 Donald Lee Hollowell Pkwy Atlanta, Georgia 30318
4.21.4 An individual may check his or her own record, upon display of identification with a picture, preferably a driver's license.
1. A Records Maintenance employee will allow the person to see only the rap sheet and will not provide any copies.
2. The employee will hold the person’s identification card until the rap sheet is returned.
1. Criminal defendants' attorneys. See Georgia CJIS Network Policy Manual, 4.8.1. The attorney must have notarized consent, signed by the subject, stating that the attorney is authorized to receive any criminal history record information pertaining to the subject which may be in the files of any state or local criminal justice agency in Georgia. The consent must show the subject's name, address, sex, race, date of birth, and social security number.
2. Military law enforcement and court martial. See Georgia CJIS Network Policy Manual, 4.8.2.
3. Certain federal agencies. See Georgia CJIS Network Policy Manual, 4.8.3 and 4.9.
4.21.6 Section 98-45 of the City Code authorizes the Department to collect a fee (by name check only) for furnishing State Criminal History Records. A Records Maintenance employee will give a receipt for the fee (if the fee is paid in person), find the record, type the convictions on form 32-G-115, and give it to the inquirer. Attach a copy of form 32-G-115 and the check or money order to the copy of the receipt and give them to the inquiries clerk. When the record check is complete, money is collected and put in a cash register for remittance to Property Unit.
4.21.7 Processing Incoming Mail
1. Log mail requests into mail log database. Requests received from private attorneys and civilians must have a notarized consent. Civilian requests must also have a copy of a state ID card.
2. A $10 fee payable by cashier’s check or money order must accompany each request from a private attorney or civilian. Process fee received and place in cash register. If payment is not received at the time of the request, return information to the inquirer stating the reason.
3. Perform CCH request with the proper purpose code.
4. Document results in the mail log database. Law Enforcement and Military results may be mailed or faxed back to the requestor. Criminal history check results and copies of the consent form should be mailed back to requesting Attorneys. Original consent forms are filed daily in the ID Unit. Mail back criminal history results made by civilians.
5. Document process in mail log database.
1. The assigned ID Unit employees in the photo lab and at the customer service desk and an Identification Unit supervisor will add up the money orders and checks, log the total in the receipts ledger, turn in funds to the Property Control Unit, and file the Property Control receipt by date order. The original signed receipt is turned over to the unit commander along with any cash money received after business hours. This task will be performed daily.
2. The inquiries clerk will keep the Unit's receipt books, receipts ledger, copies of form 32-G-115, and receipts from Property Control on file for three years.
4.23 Processing Records for Parole and Probation
4.23.1 Upon receiving a request for photos, history sheets, or rap sheets on a parolee from a parole officer, or on a probationer from a probation officer, the Data Entry Clerk will:
1. Verify the identity of the officer or agency requesting the information by picture ID, official letterhead, personal recognition, or calling the requester.
2. Locate the APD number and pull the record.
3. Copy from the actual file or print the information requested from CJIS.
4. Make a note of all disseminated information and to whom it was given on the customer service log and in the record in accordance with the Rules of Georgia Crime Information Center Council 40-2-04.
5. Provide the information to the requester.
5.1 Investigating Officer: The police officer or investigator primarily responsible for an investigation.
5.2 SID State Identification Number: The number that is applied to each criminal history record received by GCIC.
5.3 APD Number: A number assigned to each criminal history record received by the Atlanta Police Department Identification Unit.
APD.SOP.6040 “Identification Unit”, issued July 1, 2004 & revised August 16, 2004.
APD.SOP.3110 “GCIC and NCIC Information” LEXS User’s Guide City of Atlanta AFIS User’s Guide City of Atlanta I GBI Native Mode Operation Manual GCIC Rules 140-2-04 thru 140-2-11 Commission on Accreditation for Law Enforcement Agencies (CALEA), standards 5th Edition, 82.1.1, 82.1.9, 82.3.6, 82.3.7, 82.3.8.
CJIS Network Policy Manual
Georgia Bureau of Investigation, Division of Forensic Sciences, Laboratory Services and Requirements for Submitting Evidence Manual |
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