DETECTIVE GUIDE
Section: Personnel

Procedure No:

512-05

SEALED RECORDS PROGRAM
DATE ISSUED:

12-09-13

DEFINITIONS

DATE EFFECTIVE:

REVISION NUMBER:

PAGE:

12-09-13

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SEALED RECORDS – includes sealed adult, juvenile offender and juvenile
delinquent arrest records and confidential youthful offender arrest records.
SEALED RECORDS PROGRAM – program that ensures authorized Detective
Bureau personnel have access to Sealed Records.

PROCEDURE

The Sealed Records Program will be managed in compliance with the following
procedure:

DETECTIVE
BOROUGH
AND
DETECTIVE
DIVISION
EXECUTIVE
OFFICER

1.

2.

3.
4.

5.
6.

Confer and coordinate with Commanding Officer, Central Investigation
and Resource Division (CO CIRD) regarding Sealed Records Program
policies and procedures.
Manage the Sealed Records Program and ensure:
a.
Only authorized personnel access Sealed Records
b.
Sealed Records are only accessed regarding a criminal
investigation involving a felony or serious crime
c.
The determination whether a misdemeanor constitutes a serious
crime is only made by a person designated a Squad / Unit
Commander
d.
Sealed Records are not improperly printed, copied or disseminated
e.
Information documented in a sealed record is not included in a
Detective Bureau Unusual Occurrence Report or Detective Bureau
Preliminary Investigation Worksheet
f.
All personnel comply with the policies contained in the
“Certification - Guidelines for Access to and Use of Sealed Adult,
Juvenile Offender and Juvenile Delinquent Arrest Records and
Confidential Youthful Offender Arrest Records” form (Appendix
A)
g.
There are no violations of the Sealed Records Program procedures
h.
Appropriate corrective action is taken if there is a violation of the
Sealed Records Program procedures.
Designate Captain to assist regarding management of Sealed Records
Program.
Designate appropriate Detective Bureau supervisors and a limited number
of essential non-supervisory Detective Bureau personnel who will be
authorized to access Sealed Records.
Ensure each person who will be authorized to access Sealed Records
receives mandatory Sealed Records Program training.
Ensure each person who will be authorized to access Sealed Records
examines, prepares and signs “Certification - Guidelines for Access to
and Use of Sealed Adult, Juvenile Offender and Juvenile Delinquent
Arrest Records and Confidential Youthful Offender Arrest Records”
form.

NEW  YORK  CITY  POLICE  DEPARTMENT

 DETECTIVE GUIDE
PROCEDURE NUMBER:

DATE EFFECTIVE:

512-05

DETECTIVE
BOROUGH
AND
DETECTIVE
DIVISION
EXECUTIVE
OFFICER
(continued)

REVISION NUMBER:

PAGE:

12-09-13

7.

8.

9.

10.

11.

12.

13.

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Examine and sign “Certification - Guidelines for Access to and Use of
Sealed Adult, Juvenile Offender and Juvenile Delinquent Arrest Records
and Confidential Youthful Offender Arrest Records” form regarding each
person who will be authorized to access Sealed Records.
Prepare and sign Typed Letterhead addressed to the Commanding
Officer, CIRD requesting access to Sealed Records for authorized
personnel.
a.
The “Subject” is: REQUEST ACCESS TO SEALED RECORDS
b.
Provide the rank, last name, first name, tax #, command and
command code regarding each person who is authorized to access
Sealed Records
c.
List the rank, last name, first name, tax #, command and telephone
number of person who provided the Sealed Records Program
training.
Ensure signed Typed Letterhead and all original “Certification Guidelines for Access to and Use of Sealed Adult, Juvenile Offender and
Juvenile Delinquent Arrest Records and Confidential Youthful Offender
Arrest Records” forms are delivered to the CO CIRD.
Direct Detective Borough / Division Integrity Control Officer to file at
the Detective Borough / Division a copy of all Sealed Records Program
related documents for each person who is authorized to access Sealed
Records.
By the 10th day of each month, confer with CO CIRD and implement
required actions in order to remove or add personnel authorized to access
Sealed Records (e.g., transferees, promotees, retirees).
Ensure the Sealed Records Program management control program is
properly implemented and frequently evaluate results of management
control program audits.
a.
Ensure appropriate corrective action is taken if there is a violation
of the Sealed Records Program procedures.
On July 10th of each year reevaluate the Sealed Records Program and
make recommendations to the CO CIRD regarding Sealed Records
Program documentation, policies, procedures, etc.

NEW  YORK  CITY  POLICE  DEPARTMENT

 DETECTIVE GUIDE
PROCEDURE NUMBER:

512-05

DATE EFFECTIVE:

REVISION NUMBER:

PAGE:

12-09-13

NEW  YORK  CITY  POLICE  DEPARTMENT

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