[PDF]Seattle Police Department (SPD) Archives Guide and Inventory

04/29/03


Municipal Court Study Implementation Plan


October 03, 1990


Contains recommendations on:

Case Preparation and Case Screening

- Transfer of Subpoena, Charging Document, and Discovery Preparation

- Field Service of Warrants
Transportation of Fugitives

- Alternative Collection Strategies

- Transfer Non-Criminal Collections to Treasurer’s Office
. Automated Case Management System

- Courtroom Security and Prisoner Transportation Within the Court


Cost Summary of the above functions and Detailed Work Program.








04/29/03


i of Seattle Domestic Violence Task Force Workplan April 1993

DV Task Force Preliminary Report and Recommendations

(Summarizes the recommendations reached by the City’s Violence
Task Force (“Task Force”) after its first year of work. The Task Force was
formed as a result of the “Seeking Justice” training conducted by the Office for
Women’s Rights (OWR) in 1992 and the City Council’s budget review of
domestic violence coordination within City’s criminal justice system. The
purpose of the Task force is to improve victim safety and to increase successful
prosecution of batterers through better coordination of the City’s own domestic
violence response system

Task Force 1994 Work Plan

The Task Force drafted a 1994 work plan and a mission statement that reads:

(The Seattle Domestic Violence Task Force is created in order to expand the
City’s efforts to implement comprehensive policies for intervention in domestic
violence)

Attachments:

Task Force Membership List
o Seattle Police Department
o Law Department
o Municipal Department
o Department of Housing & Human Services

Task Force Work Program

- Sample Task Force Work Products:

Victim Questionnaire
Coordination Report

- Statements of Legislative Intent Regarding Domestic Violence from the Council ’
1993-1994 Budget Deliberations




A GUIDE AND INVENTORY
TO THE

ARCHIVES AND HISTORICAL COLLECTION

OF THE

SEATTLE POLICE DEPARTMENT


by

Peter M. McLellan


MAY, 1999









5-7-99


GUIDE AND INVENTORY
TO THE

ARCHIVES AND HISTORICAL COLLECTION

OF THE

SEATTLE POLICE DEPARTMENT


INTRODUCTION

The Archives and Historical Collection of the Seattle Police Department are
based on initial collections developed by Judy deMello, Acting Commander of
the Records, Evidence & Identification Section, Assistant Chief Michael D.
Brasfield, Retired, and the identification of archival records in the Department’s
State of Washington Records Retention Schedules.

THE COLLECTION

The collection is divided between The Paper Records and the objects, such as
badges, guns, and other solid objects, called The Artifacts.

The Paper Records


Volume in


File Name

Date Span

Cubic Feet

Academy File

1938-72

2

Annual Reports File

1909-on

6

Budget & Salary Ordinances File

1927-52

1

Chief of Police Unit File

1978-94

10

Finance & Planning Section File

1988-94

7

Grant File

1969-93

6

Industrial Relations Unit File

1969-84

1

ISD Job File

1974-94

95

Inspections Reports File

1972-94

5

Jail Unit File

1962-78

1

Manual File

1941-92

12


1Q1R-RR

2

Newspaper Clippings File

1920-96

2

People File

1861-95

3

-Pnrt Warden Report? File-

1909-21



4













9-2-98


Paper Records cont’d.


Public Information Unit File 1923-95 3

Records & Evidence Unit File 1969-90 5

Seattle Police Employees Charity Fund File 1964-83, 1987-89 1

Subject File 1888-1996 27

Water & Air Unit File 1968-79 1


The most useful files are the :

Subject File
People File

The most significant files from all aspects of department operation are the :

Chief of Police Unit File
Finance & Planning Section File
ISD Job File

Each of the above files are preceeded by a Guide and Inventory,

All photos of individuals identified with the Police Department are contained in
the People File. All formal Group photos are identified in Watches in the Subject
File.

Small quantities of newspaper dippings may be found in the various files. Large
collections and scrapbooks will be found in the Newspaper Clipping File.

The Artifacts


The artifacts have not yet been inventoried. However, the following caategories
have been established:


Artifacts Collection Inventory

Awards & Plaques Collection Inventory

Drill Team Box Inventory

Film on Reels Inventory_


Flat File for Oversized Photos Inventory
Historical Collection of Framed Photos Inventory

Inv ent o ry


- 2 -














5-7-99


The Artifacts (cont.)

The Historical Collection of Framed Photos inventory includes an 8 x 10 inch
inventory photo of each of the framed photos in sequentially numbered file
folders with any additional pertinent information regarding the photo and a
sequentially filed compilation of each photo for ready reference or browsing.

In May, 1999, the collection included 101 numbered items; 100 photos and one
painting of Chief Fitzsimons. The collections of framed photos will be added to
as budget for framing photos is made available.

Badges and other uniform parts and police hardware items have been partially
identified and stored as appropriate, but have not yet been formally inventoried.

In time, other records and artifacts will be included in this Guide and Inventory.
Lastly, all Archives contained in the Records Retention Schedules will be
included in this Guide and Inventory as time permits.

LOCATION

The SPD Archives and Historical collection is located in a 13th floor room and
vault and a basement vault in the Public Safety Building.

ACCESS

The collection is under the direct supervision and control of the SPD Acting
Commander of the Records, Evidence and Identification Section, Judy deMello.


a;guidearc












5-15-98


ACADEMY FILE

Box 1 of 2

Academy (Photos & negatives) 1964-72

Academy (Photos & negatives) 1964-72

Academy, Aerial Photos. Negatives & Positives
See: SUBJECT FILE

Academy, Basic Law Enforcement Academy,

Rules & Regulations 1991

Academy, Cadets 1973

Academy, Class Photos 1969-72

Academy, Class Photo Album 1938-72

Academy, Class Rosters 1938-77

Class #1, Photo etc. 1938

Class #2 1938

Class #3 1939

Class #4 1940

Class #5 1940

Class #6 1940

Class #7 1941

Class #8 1941

Class #9 1942

- Clooo -—

Class #11 1942


4









5 - 15-98

ACADEMY FILE

Box 1 of 2 (continued)


Class #12 1943

Class #13 1943

Class schedule, syllabus, and notes of D.B. Packard 1943

Class #14 1944

Class #15 1946

Class #16 1947

Class #17 1947

Class #17 - F. W. Ottersbach

Class schedule, syllabus, notes and exams, Vol.1 1947

Class schedule, syllabus, notes and exams, Vol. 2 1947

Class schedule, syllabus, notes and exams, Vol. 3 1947

Class schedule, syllabus, notes and exams, Vol. 4 1947


a:academy1











ACADEMY FILE


5 - 13-96


Box 2 of 2

Academy (Continued)


Class #18 1948

Class #19 I 948

Class #20 1949

Class #21 1949

Class #22 1950

Class #23 1950

Class #24 1950

Class #25 1951

Class #26 1952


Binder containing detailed notes of Howard E. Hartsfield,
#1296, with commendation from F. C. Ramon, Acting Chief


of Police 1

Class #27 1952

Class #28 1953

Class #29 1953

Class #30 1954

Class #31 1954

Class #32 1954

Class #33 1955


Class #34


1956





ACADEMY FILE


5 - 13-96


Box 2 of 2 (continued).


Class #36

1957

Class #37

1957

Class #38

1958

Class #39

1959

Class #40

1959

Class #41

1960

Class #42

1960

Class #43

1961

Class #44

1962

Class #45

1963

Class #46

1963

Clalss #47

1963

Class #48

1964

Class #49

1965

Class #50

1966

Class #51

1966

Class #52

1967

Class #53

1967

Class #54

1968


Cldbb #5 5-


+ 966 -







ACADEMY FILE


5 - 13-96


Box 2 of 2 (continued)

Class #56
Class #57
Class #58
Class #59
Class #60
Class #61
Class #62

Class #63
Class #64
Class #65
Class #66
Class #67
Class #68
Class #69
Class #70
Class #71
Class #72


1968

1969
1969

1969

1970
1970
1970

1970

1970

1970

1970

.1971

1972

1972

1972

1972

1973


*




ACADEMY FILE


9 - 22-98


Box 2 of 2 (continued)


Academy. Driver Instruction
Academy. Explosives Course
Academy. Facility


Academy. Facility. Proposed Police Training Center
Academy. Facility. Proposed Regional Training Center
Academy. Facility. Providence Heights
Academy. Facility. Seattle Police Training School
Academy. Patrol Inservice Training
Academy. Physical Training (Negatives)

Academy. Range (Negatives)

Academy. Range (Negatives)

Academy. Staff (Prints & Negatives)

Academy. Supervisor's Class (Negatives)

Academy. Traffic Operations (Negatives)

Academy. Training (Photos & Negatives)


1952-55

1955


1970's


Academy. Facility. Architectural Drawings Photo Negatives 1972-73


1971


1972


1969-70


1 950’s-1 960's
1 950s-1 970s


1951-73


1971-73


1972
1 950’s
1970-74, 80


a:academy2







/


5 - 13-96

ANNUAL REPORTS FILE



1909-1948


Box 1 of 6

1909

1930 (2 copies)

1910-11

1931

1912

1932 (2 copies)

1913

1933 (2 copies)

1914

1934 (3 copies)

1915

1935 (3 copies)

1916

1936 (3 copies)

1917

1937 (2 copies)

•1918

1938 (2 copies)

1919 (2 copies)

1939 (3 copies)

1920

1940

1921

1941

1922

1942 (2 copies)

1923

1943 (2 copies)

1924

1944 (3 copies)

1925

1945 (3 copies) '

1926

1946 (4 copies)

1927

1947 Jan-Jun (6 copies)



1929

1948 (2 copies)












ANNUAL REPORTS FILE
1948-1956

Box 2 of 6


1948 (3 copies)

1949 (6 copies)

1950 ( 8 copies)

1951 (7 copies)

1952 (5 copies)

1953 (5 copies)

1954 (3 copies)

1955 (5 copies)

1956 (4 copies)






ANNUAL REPORTS FILE


1956-1961

Box 3 of 6

1956 (3 copies)

1957 (9 copies)

1958 (7 copies)

1959 (8 copies)

1960 (9 copies)

1961 (7 copies)







5 - 13-96


ANNUAL REPORTS FILE
1962-1971

Box 4 of 6

•

1962 (5 copies)

1963 (8 copies)

1964 (7 copies)

1965 (6 copies)

1966 (5 copies)

1967 (6 copies)

1968 (2 copies)

1969 (3 copies)

1970 (6 copies)


1970 Statistical Report (6 copies)

1971 (11 copies)

1971 Statistical Report









ANNUAL REPORTS FILE


1971-1979

Box 5 of 6

1971 Statistical Report (7 copies)

1972 Statistical Report (4 copies)

1973 Statistical Report (8 copies)

1974 Statistical Report (2 copies)

1975 Statistical Report (3 copies)

1976 Statistical Report (9 copies)

1977 Statistical Report (5 copies)

1978 Statistical Report (4 copies)

1979 (8 copies)








9-23-98


ANNUAL REPORTS FILE
1980 & ON
Box 6 of 6

1980 (7 copies)

1981 (8 copies)

1982 (4 copies)

1983

1984

1985 (3 copies)

1986

1987

1988

1990

1991

1992

1993

1994

1995

1996

1997


annulrpt6.doc


- 6 -














ARTIFACTS COLLECTION INVENTORY








3 - 20-95


AWARDS & PLAQUES COLLECTION INVENTORY


Air Force Recruiting Salutes SPD Records Section

11" x 14"

n.d.

USAF Recruiting Service, SPD Records Section

12" x 15"

n.d.

Kiwanis Policemans Day Award

10 1/2" x 12 1/2"

n.d.

Seattle Civic Unity Committee salutes

George D. Eastman (Chief)

10 1/2" x 8 1/2"

12-14-49

Moose #211 SPD Service Award

10 1/2" x 13 1/2”

9-24-68

SPD Award of Merit to Records Files Records

13" x 10"

8-21-87

Crime Stoppers Certificate of Recognition Award
to Seattle Police Records Section

14" x 11"

10-3-89

SPD Records & Evidence Thanks Northgate
Elementary

7" x 5”

1991








9 - 22-98


*


BUDGET & SALARY ORDINANCES FILE

Box 1 of 1

Ordinances re: Positions, Grades, & Compensation


Budget 10-4-26 for

1927


Ordinance 52136 12-17-26 for

1927


Budget 10-3-27 for

1928


Ordinance 54278 12-13-27 for

1928


Budget 10-1-28 for

1929


Ordinance 56545 12-3-28 for

1929


Budget 10-7-29 for

1930


Ordinance 58671 12-12-29

1930


Budget 10-6-30 for

1931


Ordinance 60263 11-13-30

1931


Budget 10-5-31

1932


Ordinance 61908 11-25-31

1932


Budget 10-3-32

1933


Ordinance 63196 11-15-32

1933


Budget 10-2-33

1 934 (2 copies)


Ordinance 64220 12-1-33

1934


Budget 10-2-34

1 935 (3 copies)


Ordinance 65082 11-28-34

1 935 (2 copies)


Rudn pt 10-7-3R



Ordinance 65844 11-26-35

1936




- 1 -






9-22-98


BUDGET & SALARY ORDINANCES FILE

Box 1 of 1 cont'd.


Budget 10-5-36

1 937 (3 copies)

Ordinance 66979 12-16-36

1937

Budget 10-4-37

1 938 (2 copies)

Ordinance 67842 11-17-37

1938

Budget 10-3-38

1 939 (4 copies)

Ordinance 68852 12-9-38

1939

Budget 10-2-39

1 940 (3 copies)

Ordinance 69640 12-5-39

1 940 (2 copies)

Budget 10-2-40

1 941 (2 copies)

Ordinance 70462 12-5-40

1941

Budget 10-6-41

1942

Ordinance 71480 12-5-41

1942

Budget 1 9-5-42

1 943 (3 copies)

Ordinance 72323 12-15-42

1943

Budget 10-4-43

1 944 (2 copies)

Ordinance 73009 12-22-43

1 944 (2 copies)

Budget 10-2-44

1 945 (3 copies)

Ordinance 73660 12-28-44

1 945 (2 copies)

Budget 10-1-45

1 946 (3 copies)


urainance /44bo iz-iu- 40 'I 84b (Z copies)




-2









BUDGET & SALARY ORDINANCE FILE

Box 1 of 1 cont'd.


9-22-98


Budget 10-7-46
Ordinance 75600 12-11-46
Budget 9-29-47
Ordinance 76460 11-12-47
Budget 9-27-48
Ordinance 77550 12-1-48
Budget 9-26-49

Ordinance 78440 11-16-49
Budget 10-2-50
Ordinance 79440 11-22-50
Budget 10-1-51
Ordinance 80550 12-5-51
Budget

(Fiscal ledger file from Chief of Police
(In flat file, 18" x 12", Miscellaneous


1 947 (2 copies)

1 947 (3 copies)

1 948 (3 copies)
1 948 (3 copies)
1 949 (3 copies)
1 949 (2 copies)
1 950 (3 copies)

1 950 (2 copies)
1951 (3 copies)
1951

1 952 (3 copies)
1 952 (4 copies)
1962

to Mayor 1960-68)

)






04-29-03


Departmental Budget Summary


1975 Budget/

1976 Proposed
Budget (2 copies)










1 - 23-96




SEATTLE POLICE EMPLOYEES' CHARITY FUND

■Box 1 of 1


Financial Statements

1964-68

Financial Records

1969

Financial Records, etc.

1970

Financial Records, etc.

1971

Financial Records, etc.

1972

Financial Records, etc.

1973

Financial Records, etc

1974

Financial Records, etc.

1975

Financial Records, etc.

1976

Financial Records, etc.

1977

Financial Records, etc.

1978

Financial Records, etc.

1979

Financial Records, etc.

1980

Financial Records, etc.

1981

Financial Records, etc.

1982

Financial Records, etc.

1983

Financial Records, etc.

1987


Financial Records, etc.


1988








6-19-97


GUIDE AND INVENTORY TO THE
CHRONOLOGICAL OR "SIGNATURE FILE"

OF THE

CHIEF OF POLICE
1978 - 1994

THE COLLECTION

The Chronological or "Signature File" of the Chief of Police represents a
copy of each document signed by the Chief, or Acting Chief, in the absence
of the Chief at the time of signing. Generally, attachments or enclosures are
not included in this file.

The file represnets a major window into the Department through the actions
of the longest tenured Chief of Police since 1861. Chief Fitzsimons term ran
from 2-5-79 through 2-15-94, 15 years, 10 days. The file specifically
includes records from:

R. L. Hanson, Temporary COP Jan-Mar 1978

R. G. Schoener, Acting COP Apr 3 -17, 1978

H. A. VandenWyer, Interim COP Apr 18, 1978 - Feb 5, 1994

P. S. Fitzsimons, COP Feb 5, 1979 -= Feb 15, 1994

N. H. Stamper, COP Feb 16 - Apr 1994

Chief Fitzsimons was additionally an Attorney and the records represent his
attention to detail and thorough documentation of detail. The records are
currently filed purely by date. Recurring themes or potential records series
include the following examples:

Accident Review Board Findings
Advisories relating to the release of things
Agreements

Applications to Courses

Authorized Signatory Representatives

Automatic Weapons Checkout Authorizations

Certificates of many kinds

Check Lists for Special Police Commissions

- C i v il Abotomont of -N u i sanc e s -

Civil Service Test Validations
Claims for Expenses


- 1 -








THE COLLECTION (cont.)


Commendations
Disciplinary Actions
Employee Service Records
Expenses

Firearms Review Boards

Letters of Appreciation

Letters of Recommendation

Letters to Representatives re: Positions on Bills

Letters of Response to Criticism of Officers and Employees

Letters of Response to OMB re: Budget, Staffing, etc.

Letters of Response to Praise of Officers and Employees

Manual Revisions

Oaths of Office, Appointments and

Ordinances

Personnel Orders

Police Officer Summary Sheets

Records Checks re: Employee applicants

Reimbursement Requests

Requests for and Receipt of Investigative Funds

Requests for Concurrence

Requests for Leave of Absence

Requests for State Legislative Action

Retired Officers Requests to be Continued

Student Recommendations

Travel Vouchers

Unlawful Drug Activity Letters

Vehicle Use Logs

Weekly Reports to the Mayor


ACCESS

Actual box contents are listed on the following pages. It must be
recognized that files relating to certain controversial matters and all
disciplinary actions are confidential and may be released only through the

T te p a i t iii e r it Anhiv r s t , Lega l A d v i s ors , or Pers o nne l Depoftmont, as -

appropriate.




FUTURE REORGANIZATION AND WEEDING


As time permits it is anticipated that these records may be reorganized into
Series as suggested above. Each series would be further arranged to
corporate entity, i.e., letters to the City Council, Mayor, other City Offices
and Departments, specified County, State, and Federal entities, by date.
The goal of such a reorganization would be to create a name index of
personnel and organizations included in the file.

Some of the Records Series may be moved into a more appropriate location
in the Department Archives. This would include Personnel Orders which
would aggregate them with earlier Personnel Orders in the Subject File.
Items relating to certain Police Department personnel may be placed in the
People File which pertains to specific individuals. Certain financial
documents, such as, expenses, travel vouchers and certificates to non¬
employees may be purged.


DISPOSITION

It is noted here that these ore the only remaining organized files of the Chief
of Police. In 1980 a few file folders were provided to the Inspectional
Services Division for their possible historical content. These files have been
incorporated into the Subject File. All other COP files have been destroyed
in accordance with the Departments Records Retention Schedule.




a\guidechi.doc


- 3 -






6 - 19-97


CHIEF OF POLICE UNIT FILE

Chronological or "Signature File"

1978-1994

Box 1 of 10

R. L. Hanson - COP Jan - Mar 1978

R. G. Schoener - Acting COP Apr 3-17, 1978

H. A. VandenWyer - Interim COP Apr 18, 1978 - Feb 5, 1979

P. S. Fitzsimons - COP Feb 5 - Aug 1979

Box 2 of 10

P. S. Fitzsimons - COP Sep 1979 - Apr 1981

Box 3 of 10

P. S. Fitzsimons - COP May 1981 - Apr 1983

Box 4 of 10

P. S. Fitzsimons - COP May 1983 - Apr 1985

Box 5 of 10

P. S. Fitzsimons - COP May 1985 - Feb 1987

Box 6 of 10

P. S. Fitzsimons - COP Mar 1987 - Dec 1988

Box 7 of 10

P. S. Fitzsimons - COP Jan 1989 - May 1990

Box 8 of 10

P. S. Fitzsimons - COP Jun 1990 -Dec 1991

Box 9 of 10

P. S. Fitzsimons - COP Jan 1992 - May 1993

Bon 10 of 10

P. S. Fitzsimons - COP Jun 1993 - Feb 1994




DRILL TEAM BOX INVENTORY












7 - 5-95


FILM ON REELS INVENTORY

Box 1 of 1


1. 16mm sound film. 10 1/2 inch diameter reel. Evidence No. 35645 3A
State vs. Olds filed 1 2-1-61. KOMO interview?

2. 16mm sound film. 10 1/2 inch diameter reel. Evidence No. 35645 4
State vs. Olds filed 12-1-61.

3. 16mm sound film. 3 1/2 inch diameter reel. 4-5-61 KIRO 6 p.m.
L5506.

4. 16mm sound film. 3 1/2" diamater reel. 4-10-61 KIRO 6 p.m.

5. 16mm sound film. 3 1/2" diameter reel 10-4-62 Lonay Case

R. Noble, 14332, Madison, WA, Alderwood Manor, Case #62-32178,
Evidence #58724, Roll #1.







5-7-99

GUIDE AND INVENTORY TO THE
FINANCE & PLANNING SECTION FILE
1988 - 1994

The Finance & Planning Section of the Professional Responsibility Bureau is a
continuation of the Finance and Planning Unit of the Inspectional Services
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