Chicago Police DepartmentGeneral Order G09-03
City of Chicago Law Department Access to Department Facilities to Inspect and Copy Records
Issue Date:13 June 2016Effective Date:13 June 2016
Rescinds:
Index Category:Information Management
I.Purpose
This directive:
  • A.establishes procedures for the City of Chicago Department of Law to inspect and copy records at Department facilities to the extent that providing the records is not prohibited by law.
  • B.introduces the use of the following forms:
    • 1.CPD Certification of Record Search [CPD-12.132 (5/16)]; and
    • 2.Receipt for Original Chicago Police Department Records [CPD-12.133 (5/16)].
II.General Information
  • A.Members of the City of Chicago Law Department (DOL) have been granted access to Chicago Police Department facilities to review and copy records for use in the defense of City and Department members named in civil lawsuits.
    :
    The Illinois Juvenile Court Act (705 ILCS 405/5- 905) restricts the release of law enforcement juvenile records to limited circumstances. With regard to this directive, Department members are advised to contact OLA prior to providing any record that contains information of an individual who has not reached his or her 18th birthday.
  • B.DOL personnel will coordinate on-site visits to Department facilities with the Office of Legal Affairs (OLA) before arriving at a facility to inspect and copy records.
    NOTE:
    The General Counsel to the Superintendent will designate a member of OLA to review requests and coordinate visits of DOL personnel to Department facilities.
  • C.Commanding officers will ensure full cooperation with DOL personnel.
    NOTE:
    Upon notification by OLA, unit commanding officers will designate a member under their command to assist DOL personnel in on-site record inspection.
  • D.Upon arrival at a Department facility, DOL personnel will present their City of Chicago identification cards to the designated member of the facility.
III.Responsibilities and Procedures
  • A.Personnel assigned to DOL requesting access to records at a Department facility will:
    • 1.complete the Request Section of the CPD Certification of Record Search form, indicating the following:
      • a.the specific facility they are requesting to visit;
      • b. the specific records they are requesting to review and copy;
      • c.the requested date and time of the visit to the Department facility;
      • d.the names of DOL personnel who will review and copy the requested records at the Department facility; and
      • e.the name of the requesting attorney.
    • 2.forward the completed CPD Certification of Record Search form as an attachment to the Office of Legal Affairs using the following email address: 114lawaccess@chicagopolice.org.
      NOTE:
      DOL personnel will provide 72-hour notification to OLA prior to the date of the site inspection.
  • B.The designated member of the Office of Legal Affairs will:
    • 1.review all DOL requests for access to records at a Department facility;
    • 2.contact the commanding officer of the requested facility and:
      • a.inform him or her of the specific records requested, the names of the DOL personnel who will respond to the facility, and the requested date and time of the visit.
      • b.coordinate a mutual date and time for the on-site inspection of the requested records by DOL personnel.
  • C.The designated member of the Department facility will:
    • 1.fully cooperate with DOL personnel in obtaining, inspecting, and copying the specified on-site Department records; and
    • 2.complete and sign the Certification Section of the CPD Certification of Record Search form.
      NOTE:
      The member who actually retrieved the requested records must complete and sign the form.
    • 3.participate in discussions with DOL personnel regarding the search process for the requested records.
  • D.If unable to copy the records at the Department facility or the records are voluminous, the following procedures apply:
    • 1.The personnel assigned to DOL will complete the appropriate section of a Receipt for Original Chicago Police Department Records form;
    • 2.The designated member of the Department facility will complete the List of Original Records section and sign the form as a witness; and
    • 3.The personnel assigned to DOL will:
      • a. take possession of the original records and copy them at a DOL facility; or
      • b.arrange for the original records to be picked up by courier and taken to an approved City of Chicago document management company for duplication.
      NOTE:
      The original records will be returned to the designated member of the Department facility within fourteen calendar days unless other arrangements are made between DOL and OLA.
    • 4.The Receipt for the Original Chicago Police Department Records form will be distributed as follows: original to be stored in place of the original record; a copy to be given to the DOL personnel; and a copy to be faxed to OLA (Attention: Police Litigation Unit) at 745-6995.
      NOTE:
      In every additional location where an original record is removed, copies of the Receipt for Original Chicago Police Department Records form will be inserted in place of that original record.
    • 5.If a legitimate law enforcement purpose exists as to why the original records should not be removed from Department custody, the unit commanding officer will contact OLA for guidance.
    • 6.Upon return of the original documents, the designated member will retrieve the original Receipt for Original Chicago Police Department Records form, sign the form in the designated field, and distribute it consistent with Item III-D-4 of this directive.
Eddie T. Johnson
Superintendent of Police
16-043 DK