The Records Unit, managed by records supervisor James Sersain, is an integral part of the Support Services Division of the Police Department. Responsibilities include providing customer service to the residents of Mentor and surrounding cities as well as internal support to all other units of the police department and various city departments. The Records Unit is the central repository for original copies of citations, reports, and numerous other police-related documents.

All Records Unit employees are trained in the public records laws and recent changes effective with HB-9 (public records and Sunshine laws). They have also attended training on records laws and development of destruction and retention schedules.

Some of the duties and responsibilities of the records unit are:

• Prepare and accomplish the annual document destruction as defined in departmental records retention schedule RC-2.

• Administering the employee ID card distribution city wide to accommodate the new door access system.

• Processing between 275 – 300 requests per month for reports to be faxed or mailed. This does not include report requests made at the public access window by walk in citizens.

• Maintaining a centralized records department e-mail ID and calendar for easier communication both internally to the Records Unit as well as with our customers.

• Conducting all departmental payroll processing including FSLA hours accumulated for finance.

• Tracking all employee leave taken by category as well as all regular and overtime hours worked.

• Using the Data Analysis inquiry tool for the AS-400 computer server to develop ad hoc queries and maps.

• Entering city ward data into system so reports could be produced by ward.

• Streamlining the monthly report process to allow the monthly reports to be created in less time using Data Analysis.

• Filing all incoming crime and complaint reports, investigative reports, accident reports, citations and warnings.

• Processing all arrest reports to prosecutor’s office and Mentor Municipal Court.

• Expunging criminal records when court ordered.

• Processing and issuing solicitor permits with photo ID.

In addition, all records personnel continually work to upgrade their skills in use of the latest technology with an overall goal of increased efficiency to the public and the City.

The Records Unit is open to serve the public Monday through Friday, 8:00 A.M. to 5:00 P.M. The direct phone number is 440-974-5762, and the fax is 440-205-3614. They can also be reached via e-mail at policerecords@cityofmentor.com.