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HOURS
The records department will service requests Monday through Friday, 8-am to 3pm (excluding holidays), and can reply within 10 business days.
REQUESTS
Typically, most requests we receive are used for insurance claims, pre-employment screening, security clearances, or personal involvements with the police. We are only able to furnish records that are created and maintained by this department, and not those of other municipal, state, or federal agencies, such as:
· circuit court dispositions (CCAP), and
· criminal arrests (CIB).
Using the above links to obtain this information will save you the time and inconvenience of making requests of services to us that we cannot provide.
Department records that are not exempt from general inspection may be viewed or copied upon written or oral request. Requests may be made in person, by mail, fax, phone, or by email to: records@pdmonroe.com.
Requests for record copies or inspection must be reasonably specific. If your request is denied, you must then reduce the request to written form for further review and/or challenge of the refusal. Some of our of fees and costs are listed below.
The Records Custodian may approve copies or inspection of existing records only. This agency will not create records, lists, statistics, reports or other documents that do not already exist.
EMAIL RESPONSES
Police Department records are retained on optical or digital media. Consequently, certain types of requests for records may be replied to using email file attachments. This is often advantageous to insurance companies, claim adjusters, etc., who by shear volume may save on costs and time by choosing this option. An invoice for billing based upon the fee schedule below will be returned with each request.
FEES
Payment is required for all records reproduced, either physically or by electronic format. Fees are subject to change without prior notice. Existing paper files may be viewed by the public in our lobby at no charge. Government agencies and certain public welfare corporations are generally exempted from payment of fees.
PHOTO COPIES: A minimum $2.00 for search fee is required for the first four (4) printed page sides per document produced from any single file. Each additional page is 25 cents per page side.
PHOTOGRAPHS, VIDEO & AUDIO RECORDINGS: A reasonable fee may be charged for the cost of labor and materials to produce these records. The amounts vary depending on the source media and requestor's specifications. Please contact us to determine availability and projected costs. Prepayment is required.
INDIVIDUAL ARREST HISTORY RECORD: This is a summary of our department adult arrest history records only. The department Records Custodian must review these before release. A $10.00 fee per record search is required. Requests must be in writing and contain the subject's full name and birth date to insure the proper record is produced. A signed letter of consent by the person of interest may be required.
EMAIL: Generally, a minimum $2.00 search fee is required per image file, regardless of size and quantity of documents, unless size requires compression. Supplemental reports, citations, and individual statements may considered separate documents if not contained within the source file. An estimate is available by return email, if requested, prior to the record response and invoicing.
SPECIAL REQUESTS: On occasion we receive requests for an official notarized documentation on a resident's record (usu. for the purpose of foreign adoptions). These may be obtained in person and on condition of the applicant furnishing proper identification. Only a department administrative officer may produce these documents. Please call the records department and make arrangements in advance.
FINGERPRINTING: Many professions (i.e. teachers, financial agents, etc.) require persons to submit fingerprint cards with their applications. Time and manpower permitting, we will provide this service upon request. You must bring the information packet provided by the licensing agency, proper identification, and pay a ten ($10.00) dollar fee. As we utilize fingerprint scanning technology, we will furnish images of your prints on paper stock (in compliance with CJIS Departmental Order 556-73).
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