The Records Unit operates 24 hours a day, every day of the year with a staff of 12 Records Specialists and three Supervisors. The Records Unit has four main functions: process, maintain, and release police reports; provide radio support to patrol officers; provide support to all Department personnel; and to assist the public.
The Records Unit processes the crime reports written by police officers and ensures that the reports are routed to appropriate locations such as the Bureau for further investigation and the District Attorney's Office for prosecution. It is not uncommon for the Records Unit to process 15,000 police reports and 8,000 traffic citations annually. The Records Unit processes requests for police reports or other crime data from a wide variety of requestors including other law enforcement agencies, insurance companies, crime victims, the press, and members of the public. In 2012, the Records Unit responded to approximately 7,000 requests for information.
Every day from 7:00 a.m. to 6:00 p.m., the Santa Clara Police Department’s lobby opens. During this period, the Records Unit assists the public at the front counter and over the phone. Employees also support Department personnel by conducting prisoner searches on female prisoners. The Records Specialists utilize radios to provide officers with information necessary to affect an arrest or conduct an investigation. The Records Specialists must use a number of different databases to search for information on vehicles and persons stopped by law enforcement. Records personnel provide officers with valuable information on subjects, vehicles, and property to assist officers in determining if a person is wanted or if property is stolen. Their responsibilities require them to have the ability to do several tasks at once in a quick and efficient manner.
If you would like a copy of a police report, please use the Information Request Form available here (PDF). You can return the form to the Santa Clara Police Department by fax, mail or in person.
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