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Processing - Record Management

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1. Purpose

This SOP outlines the proper procedures for collecting, updating, and managing fingerprints, DNA records, and individual profiles within the MDT system.

All records must be handled accurately and professionally to ensure investigative integrity.

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2. Fingerprint Collection

Fingerprints may be collected using one of the following methods:

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Portable Scanner

  • Use the portable fingerprint scanner while in the field or during processing.

  • Ensure the scan is completed successfully before clearing the individual.

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Processing Terminal (-2)

  • Fingerprints can also be taken using the terminal located in Processing on Floor -2.

  • Confirm the scan is correctly linked to the individual’s profile.

All fingerprint records must be verified for accuracy before finalising.

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3. DNA Collection

DNA may be collected using approved swab kits.

Procedure:

  • Collect the DNA sample using a swab.

  • Place the swab into an evidence bag immediately after collection.

  • Label and process the evidence in accordance with the Evidence SOP.

DNA evidence must always be properly bagged and documented.

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4. Updating Records

All record updates must be completed using the terminals located in Processing (-2).

From these terminals, officers may:

  • Update an individual’s record.

  • Add relevant case information.

  • Input investigative notes.

Once submitted:

  • The information will update in the Read-Only section of the MDT.

  • The details will also be added to the Notes section of the individual’s profile.

Ensure all information entered is factual, professional, and free from personal opinion.

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5. Searching Records

Updated records can be accessed by:

  • Searching the individual’s name or profile within the MDT.

  • Reviewing the Read-Only section for official entries.

  • Checking the Notes section for additional details.

Officers must ensure they are reviewing the correct profile before taking action based on stored information.

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6. Compliance & Data Integrity

  • All record entries must be accurate and evidence-based.

  • False, misleading, or incomplete record entries are strictly prohibited.

  • Only authorised personnel may update official records.

  • Records must not be altered without lawful and procedural justification.

Failure to follow record management procedures may result in disciplinary action.

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