Records - Patrol

The Records Unit of the Law Enforcement Division maintains all paperwork generated and received by division personnel. The paperwork includes investigative reports, statements, depositions, accident reports, traffic summons, arrest paperwork, court orders, domestic incident reports, patrol activity reports, and foil requests. The information from all paperwork received by the Records Unit is manually keyed into an applicable database, which is then accessible to division personnel for research and statistical purposes. Complaint, accident, and arrest data, from 1988 until the present, is available.

After report and paperwork data is entered in a database, the paperwork or report is copied, distributed, and filed by the Records Unit staff. Copies of reports are mailed daily to the NYS Department of Motor Vehicles, Oneida County Department of Public Works, NYS Dept. of Environmental Conservation, NYS Division of Criminal Justice Services, and the Oneida County District Attorney’s Office.

The Records Unit maintains copies of Law Enforcement Division equipment certifications such as RADAR and Breathalyzer calibrations and certifications. Certified copies of these records are routinely sent to the District Attorney’s Office in preparation for traffic and criminal case prosecution.

When available, Records Unit staff handles “walk-in” complaints and motor vehicle equipment checks. The unit stores, tracks, and delivers to DMV, vehicle license plates that have been taken from vehicles by Patrol Deputies or that have been turned in as found property. The Unit maintains emergency contact information for Oneida County businesses and listings for the numerous courts and justices of the county.

Most records and reports; motor vehicle accidents, complaints, and domestic incident reports, are stored and accessible for twenty years or longer. Traffic summonses are only stored for two years. Report information that has been entered into an electronic database is intended to be accessible indefinitely. If the Unit receives a request for a record that is not stored locally (records older than five years are stored off-site) the record can be provided, but it will take a little extra time.

Statistical information is not routinely available unless it is information generated in the normal course of “business.” Uniform Crime Reports (UCRs) are prepared monthly and annually. The UCRs consist of crime and complaint statistics that we compile as a normal course of business. Copies of the UCR can be obtained by foil request. The New York State Committee on Open Government maintains a website that may more fully explain the specifics of Foil.

To obtain a copy of a police report:

• Faxed requests for copies of reports are preferred, but phone calls and walk-in requests are also accepted; on a first-come, first-serve basis.
• A report must be in the records office before we can provide you with a copy. Deputies and supervisors need time to complete their paperwork and its movement into the records office, and this process can take seven to ten days. If you fax your request to the records office, we will fax the report back to you as soon as it arrives in the office. If you prefer to call or appear at the office, we can only provide you with the report if it is completed and filed in the office. If the report has not reached the office, you will have to contact the investigating Deputy to ascertain when the report will be complete.
• We will provide you or your insurance company with one copy of "your" police report at no cost. We are allowed to charge $0.25 (New York State law) per page, but we determined that it costs us more than that to receive and reconcile the quarter. You save money, we save money. Freedom of Information Law (Foil) response copies of reports cost $0.25 per page.
• Anyone can make a Foil request and receive a copy of a Complaint Report (CR-1) or Accident Report (MV-104a). Only the initial report is available (usually the first page) to the public. If you are the originator of a complaint, you may also request a copy of any depositions you made.
• Non-public reports, including Deputies’ investigative reports, arrest information, and statements given by other than the requestor, are only provided when ordered by a subpoena. The subpoena must be issued and signed by a judge or justice.
• Accident and crime scene photographs and images (excluding autopsy images) may be available, at a cost of $20.00 per sheet. Photo and image copies are acquired through the Forensic Identification Section by Foil request through the Oneida County Clerk's Office.
• Questions concerning the steps to take to acquire photographs and images should be directed to the Forensic Identification Unit at (315) 765-2260.
  Criminal history searches are handled by the Pistol Permit / ID Card Unit. See the ID Card page of this site for contact information.