Records

Staff

Cottonwood Police Department employs three full-time records clerks and one part-time records clerk. Records is also assisted by volunteers. We are very appreciative of their service. Our full-time clerks are Nadine Flores, Dean Gardiner and Ely Bayne. Nadine began working for CPD in 2003, Dean and Ely joined the department in 2022. Our part-time clerk, Jamie was a Citizen on Patrol for 6 years before joining Records.

Responsibilities

The Police Records Section serves as the central repository for incident, arrest and traffic records prepared by department personnel. The Records personnel assist the general public, department personnel and representatives from other agencies in obtaining police related information. They provide copies of police reports to citizens, insurance companies, lawyers, city prosecutor, county attorney, victim witness, etc.

Records clerks review and enter data from police reports into the computerized records management system; handle warrants, subpoenas, summons and related paperwork. They are required to complete mandated state and federal monthly validations of all police department entries into state and federal databases; ensures proper disposal of confidential materials and reports that have met state purge criteria and images records for retention purposes.

Clerks must be certified on the Arizona Criminal Justice Information System and National Crime Information System.