The Records Section is responsible for recording, retrieving, and storing case files. It is composed of the Records Processing Unit and the Quality Control Unit. These two units work together to service law enforcement agencies and public requests.
The Records Processing Unit maintains all incident reports generated by the Sheriff’s Office, and assists the public by locating incident reports and researching past incidents. In addition, personnel within the Records Processing Unit maintain jail inmate files and arrest information for criminal background screening; prepare records for preservation and storage; and process film, print mug shots, and enter photo information into the agency’s computer system. All PCSO records are maintained per the Department of State Records Management Retention Program and can be retrieved to assist with public and law enforcement requests.
The Quality Control Unit’s function is to review all reports generated by the Polk County Sheriff’s Office to ensure that they meet the requirements set forth by the Florida Department of Law Enforcement for reporting purposes. In addition, the Quality Control Unit is responsible for the data entry of citations issued by the Polk County Sheriff’s Office and pawn tickets entered throughout Polk County.
The Technical Services Unit has several areas that include Criminal Records, the Photo Lab, the Micrographics/PCSO Archives, and the Records Public Window Office.
- The Criminal Records office maintains jail inmate files and arrest information for criminal background screening. This unit also prints booking photos and photo packs for suspect identification upon request.
- Duties of photo lab technicians include processing film, printing mug shots, and entering photo information into the computer. The photo technician also handles all requests from the State Attorney's Office, Public Defender, and the public.
- The Micrographics/PCSO Archives office consists of preparing records for preservation on microfilm and records storage. These records include incident reports, criminal records, personnel records, fiscal records, etc. All PCSO records are maintained per the Department of State Records Management Retention Program and can be retrieved to assist with public and law enforcement requests.
- The Records Public Window office accepts payment for public requests. These public requests include copies of incident reports, criminal history/background checks, photos, fingerprint checking, etc.