Records Office

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Safeguarding Information and Ensuring Compliance

The Records Office of the Blount County Sheriff’s Office plays a crucial role in maintaining and archiving thousands of records and documents each year. Our dedicated team ensures that all records comply with the stringent requirements set forth by state and federal agencies, such as the Tennessee Bureau of Investigation (TBI) and the FBI, to maintain certification and uphold the highest standards of accuracy and integrity.

Compliance and Audits

Adhering to Standards

To remain compliant with state and federal regulations, the Records Office undergoes annual audits conducted by agencies like the TBI and FBI. These audits ensure that all records are maintained accurately and securely, and that our practices meet the highest standards of law enforcement record-keeping.

Reports

Tennessee Incident Based Reporting System (TIBRS)

The state of Tennessee mandates that all law enforcement agencies adhere to the reporting standards directed by the TBI. The Tennessee Incident Based Reporting System (TIBRS) requires agencies to maintain an error rating of less than four percent for three consecutive months and to sustain this rating each month to remain certified. To achieve this, all data entry clerks in the Records Office must undergo rigorous training provided by TIBRS.

National Crime Information Computer (NCIC)

Managing Critical Information

he Records Office is responsible for managing the National Crime Information Computer (NCIC). This includes ensuring that all operators re-certify every two years. Our NCIC clerks are tasked with:

• Record Validation: Regularly validating records to ensure accuracy.
• Training Personnel: Providing comprehensive training to ensure all operators are proficient in using the NCIC system.
• Data Entry: Entering information about stolen property, wanted persons, and other critical data into the NCIC system.
• Driver’s License Checks: Conducting checks on driver’s licenses as part of routine and investigative processes.

Additional Responsibilities

Comprehensive Record Management

Beyond managing incident reports and the NCIC, the Records Office handles a variety of other essential functions, including:

• Personnel Records: Maintaining up-to-date records for all Sheriff’s Office personnel.
• Payroll Management: Overseeing payroll processes to ensure timely and accurate payment of employees.
• Purchasing and Accounts Payable/Receivable: Managing financial transactions related to purchasing and accounts.
• Detention Facility Records: Keeping detailed records of all activities and individuals within the detention facilities.
• Adult Criminal Histories: Maintaining comprehensive criminal history records for adults.

Contact Us

For more information about the services provided by the Records Office or to request records, please contact the Blount County Sheriff’s Office at 865-273-5000. Our team is committed to ensuring that all records are maintained with the highest level of accuracy and confidentiality.