This unit is responsible for the safekeeping of records. It is divided into three areas: Data Management, Alarm Enforcement, and Custody Records.

Data Management: Duties include the following:

• Reviewing all submitted reports and entering the appropriate data into the CHAIRS system
• Ensuring that all records are filed properly
• Making records available to authorized persons in accordance with established laws and procedures
• Ensuring that all court sealing orders are completed and in compliance
• Ensuring that the entire Sheriff's Office is in compliance with the State Education Department New York State Archives Records Retention and Disposition CO-2
• Responsible for Freedom of Information Law Requests to include personal criminal background checks and accident/incident reports

Alarm Enforcement: Duties include the following:

• Handling applications and fees for alarm system permits
• Issuing alarm system permits and O.L.E.I.S. numbers to alarm system subscribers and keeping them on file
• Enforcing and processing false alarm fees
• Maintaining financial records of fees collected
• Investigating false alarm appeals and making a final determination of responsibility

Custody Records: Primary duties include:

• Collecting, recording and maintaining all paper and computer records relating to an inmate's incarceration at the Justice Center along with the recorded release or transfer of inmates from custody
• Filing of all pertinent records
• Acting as a liaison between the courts, attorneys, and the public with regard to furnishing information.

LOCATIONS:

The main Records Unit is located at the Sheriff's Headquarters building at 407 South State Street in Syracuse, New York. Hours of Operation are: 8:00am to 4:00pm. Phone (315)435-3010.

Records services are also provided at our three Community Police Stations which are open from 9:00am to 5:00pm.

1.) North Community Police Station - 7120 Henry Clay Boulevard, Liverpool, New York 13088. Phone (315)435-2962.

2.) South Community Police Station - 5020 Ball Road Syracuse, New York 13215. Phone (315)435-2940.

3.) Clay Community Police Station - 4483 Route 31 Clay, New York 13041. Phone (315)652-3847.

The public may obtain a criminal background check, accident/incident reports, and pistol license applications from any of these locations. (map & directions)

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FOIL (Freedom Of Information Law): Records requested under FOIL are made available through the Sheriff's Information Management Section. An appeal of denial of access to records may be made through the Onondaga County Attorney, Onondaga County Department of Law, John H. Mulroy Civic Center, 10th floor, 421 Montgomery Street, Syracuse, New York 13202. If there are any questions, the Records Access Officer can be contacted at (315) 435-3010.

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You can request a report through the Records Unit in person, by mail, or online. (There is a nominal fee for the report.)

NOTE: If a specific case is considered open, you will not be able to obtain any paperwork until the proper authorization is given.

Request in person: If you come in person, you must be directly involved with the incident and show the proper photo identification. You will be asked to pay the fee for the report at this time.

Request by mail: If you are requesting a report by mail, you must include the DR# or Case# along with the fee, and a self-addressed stamped envelope. There may be an instance when you are required to come to the Records office to display proper photo identification before the release of paperwork.

Request online:    NOT YET AVAILABLE - COMING SOON!

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A criminal background check will only list an arrest record; it will not include the disposition of the charges. (This may be obtained through the courts.) The fee for a background check is $10*. A background check may be obtained by an individual or by an employer.

Individual: For a background check on yourself, you must show proper photo identification (which must include your birth date) at the time of the request. The proper form will be given to you which must be filled out and notarized. After the form is completed, it must be turned into the Records Unit to obtain the background check.

Employer: For a background check on a prospective employee, you will need the proper form (which must be filled out by the individual being checked). Once the form is filled out by the individual, it must be notarized. After the form is completed, it must be turned into the Records Unit to obtain the background check.

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Onondaga County Alarm Law, Local Law 6-83: (Section 1.10) The purpose of this Local Law is to set forth regulations governing burglary and robbery alarm/security systems, businesses, agents, and subscribers within the County of Onondaga, excluding the City of Syracuse, require permits thereof, establish fees, and provide for penalties of violations of this Local Law.

Alarm System Permit: (Section 4.20) It shall be a violation of the Local Law for any subscriber to maintain an alarm/security system at his/her residence or business premises without first obtaining an alarm/security permit pursuant to the provisions of this Local Law. Further, it shall be a violation of this Local Law for any alarm business or agent to render operational any alarm/security system until such time that the subscriber has been issued a valid permit by the licensing authority.

When you get an alarm system, it is the responsibility of the alarm company to forward the appropriate application along with a one-time only $30* payment for your alarm system permit. If your alarm company does not provide this service, please call Alarm Enforcement at (315) 435-3041 and an explanation can be provided on how to do this yourself.

Once this is accomplished, you will receive a packet which will include your permit along with your O.L.E.I.S. number. It is your responsibility to obtain your O.L.E.I.S. plaque, unless it is provided by your alarm company. (A list of engravers is include in your packet for your convenience.) Any changes in your information should be made through your alarm system company.

False Alarms/Fees: (Section 7.00) Any subscriber, including exempt agencies, aged, and handicapped persons, whose alarm/security system activates a false alarm, as defined in Local Law 6-83, within any 365-day period, shall be subject to the following fee schedule:

False alarm fees are payable by check or charge (Mastercard or VISA).
* NOTE: Any fees listed are subject to change.

Check out these tips on False Alarm Prevention.

Revocation: (Section 7.10) Failure to pay any false alarm fee within 21 calendar days will result in termination of automatic law enforcement response to an alarm/security system activation.

Appeal: (Section 7.20) Any subscriber may appeal the false alarm fee by filing a written objection within 10 calendar days of the issuance of the fee notice. The licensing authority shall respond, in writing, accepting or rejecting the appeal. Only verifiable emergency conditions will result in acceptance of appeal.

Enforcement: (Section 7.30) An action may be commenced by the County Attorney in any court of competent jurisdiction for the amount of any fee assessed herein.