The Records Division is comprised of the Administrative Services Manager, one Senior Records Specialist and one Records Specialist. The Records Division is a multi functional unit that must interact with patrol and dispatch. The Records Specialists must understand the working process in the other police departments. All, cases, log notes, property reports, and citations are processed by the Records Division.
Some of the functions of the Records Department include:
- Checking all data entry for accuracy and ensuring that all information in a report is entered in the records management system
- Answering inquiries from: other law enforcement agencies, State agencies, insurance companies, Military, and private citizens’ requests
- Fulfilling Discovery requests
- Releasing vehicle impounds
- Tracking subpoenas.
The Records Specialist is responsible for the data entry of all crime in the Oregon Incident Base Reporting System database, known as ONIBRS. This database is tracked by both the State and Federal government for crime statistics and can affect grant funding opportunities. Some of the funding Astoria Police Department has been able to obtain include funding for public assistance programs (such as battered women’s shelters, juvenile programs, domestic violence programs, equipment and technology update and our school resource officer position).