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Members shall not surreptitiously record another department member without a court order unless lawfully authorized by the Chief of Police or the authorized designee. 30-8 REVIEW OF RECORDED MEDIA FILES When preparing written reports, members are permitted to review their recordings as a resource (See the Officer-Involved Shootings and Deaths Policy 9-28 for guidance in those cases). However, members shall not retain personal copies of recordings. Members should not use the fact that a recording was made as a reason to write a less detailed report. Supervisors are authorized to review relevant recordings any time they are investigating alleged misconduct or reports of meritorious conduct or whenever such recordings would be beneficial in reviewing the member’s performance. Recorded files may also be reviewed: (a) Upon approval by a supervisor, by any member of the Department who is participating in an official investigation, such as a personnel complaint, administrative investigation or criminal investigation. (b) Pursuant to lawful process or by court personnel who are otherwise authorized to review evidence in a related case. (c) In compliance with the Minnesota Data Practices Act request, if permitted or required by the Act, including pursuant to Minn. Stat. § 13.82, Subd. 15, and in accordance with the Records Maintenance and Release Policy 8-1. Officers shall document in the Post Note field of the Back End Client software the purpose for accessing any recorded file. This documentation is to clarify the reason for viewing the recording when developing the audit trail. All recordings should be reviewed by the Custodian of Records (Records Supervisor) prior to public release (See the Records Maintenance and Release Policy 8-1). Recordings that are clearly offensive to common sensibilities should not be publicly released unless disclosure is required by law or order of the court (Minn. Stat. § 13.82, Subd. 7). 30-9 RECORDING MEDIA STORAGE AND INTEGRITY At the end of their shift, officers shall place the portable audio/video recorder into the docking station. This will allow the data to be transferred from the audio/video recorder through the docking station to Arbitrator Back End Client. The data is considered impounded at this point and the portable audio/video recorder is cleared of existing data. The portable audio/video recorder should not be removed from the docking station until the data has been uploaded and the battery has been fully recharged. 30-9-1 COPIES OF RECORDING MEDIA Evidentiary copies of digital recordings will be accessed and copied from the Back End Client software for official law enforcement purposes only. Access rights may be given to the Hennepin County Attorney, Ramsey County Attorney, St. Anthony, Lauderdale and Falcon Heights City Attorney’s, or other prosecutorial agencies associated with any future prosecution arising from an incident in which the portable audio/video recorder was utilized. 33