Standard Operating Procedure

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THE CRIMINAL RECORDS OFFICE

Standard Operating Procedure

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Standard Operating Procedure

The management of Police Records comprises three major processes in which applicants must: i) pay for the required service type; ii) complete an online application; and iii) attend the selected location on the scheduled date and time for fingerprinting and further process.

01

Payment

The applicant pays for appropriate service at the Tax Administration Jamaica (TAJ) or other prescribed location/facility. For overseas applicants, payments may be made via bank draft or international money order to the Commissioner of Police.

02

Online Application

Applicant completes an online process which includes inter alia scheduling appointment. This includes selecting available date, time, and location for service.

03

Police Certificate Application Unit

This unit is the first point of contact with the applicant or his/her bearer and is responsible for the assessment of documents, Fingerprinting, and preliminary search. This is critical in commencing the processing of Police Records.

Applicant in Person

The Customer service representative shall:
1. Verify that the applicant has the same documents that were uploaded during the online application process. These documents are; a) passport-sized photograph, b) receipt of payment, and c) valid government-issued identification. where the application is for overseas purposes, the applicant’s passport must also be presented; and
2. Use the receipt number or other information provided on the application to record the arrival of the applicant on the PCAMS then direct him/her to the designated fingerprint technician.

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Privacy Policy Overview

This Privacy Policy outlines how the Criminal Records Office of the Jamaica Constabulary Force handles personal information on their website. Here's a revised version with some adjustments and a link to the relevant data protection act:

Privacy Policy

This Privacy Policy governs the collection, use, and disclosure of personal information by the Criminal Records Office of the Jamaica Constabulary Force, operator of the website "https://cro.jcfcorporatespecialservices.org" (referred to as "we," "us," or "our").

Information Collection and Use

We may collect personal information such as names, addresses, contact details, and other identifiers necessary for processing police record-related services. Information may be collected through online forms, emails, or other communication channels.

Use of Information

We use collected information for the following purposes:

  • Facilitating the processing and retrieval of police records.
  • Communicating with users regarding requests or inquiries.
  • Improving our services and user experience.
  • Complying with legal obligations and regulations.

Information Sharing and Disclosure

We may share personal information with:

  • Law enforcement agencies or government authorities as required by law.
  • Service providers assisting in providing our services, subject to applicable laws and procedures.
  • Legal advisors for compliance or defense purposes.

Data Security

We implement security measures to protect personal information from unauthorized access, disclosure, alteration, or destruction. However, we cannot guarantee absolute security over the internet or electronic storage.

Retention of Information

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law.

Your Rights

You have the right to request access, correction, updating, or deletion of your personal information held by us. You can exercise these rights by contacting us using the details provided on our website.

Changes to this Privacy Policy

We reserve the right to update or modify this privacy policy at any time. We will notify users of any material changes by posting the updated Privacy Policy on our website.

Contact Us

If you have questions or concerns about this Privacy Policy or our practices regarding personal information, please contact us at:

Consent

By using our website and services, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy.

For more information on data protection, please refer to the Data Protection Act.

✅ Standard Procedure:

  1. Initial Review:
    Upon receiving a PCAMS application:

    • Verify that all mandatory fields have been completed.

    • Check for inconsistencies (e.g. mismatched names, incorrect dates, incomplete addresses).

    • If the application is complete and accurate, proceed with standard processing.

  2. Identifying Discrepancies:
    If errors or omissions are found:

    • Flag the application in the system.

    • Note specific issues clearly in the internal comments section.

    • Prepare to reach out to the applicant for clarification or correction.

  3. Communication with the Applicant complains:

    • (3CX):

      • Make initial contact if urgent clarification is needed.

      • Use a polite, clear, and professional tone.

      • Document the summary and close out on 3cx, including time, date, and outcome.

    • Email:

      • Use CRO email when written clarification is preferable or if the applicant cannot be reached via phone.

      • Ensure the message is respectful, specific about the issue, and provides clear instructions on what is required.

      • Use approved templates where applicable.