(a) Public reports kept by the Police and Fire Departments with regard to their official activities shall be released only to parties specifically describing such reports and requesting their retrieval and reproduction on a request form to be provided by the Chief of each Department or on any other form satisfactory to the Chief of each Department. Upon the filing of such application with a deposit of four dollars ($4.00) for each page to be retrieved, reproduced and released, the Chief of the Department shall comply with such request, if it falls within the guidelines specified in this section, within seven days from the receipt of such request.
(b) Only documents which are required to be kept for the ordinary performance of the business of the Fire Department or the Police Department, either as part of their necessary routine or as required by the laws of the State, shall be considered to be public documents. Any document, such as the statement of a witness, supplemental reports prepared for use in prosecution by the City or defense of the City in potential litigation, an officer's notes prepared for his use in the handling of the case and documents of a similar nature, shall not be considered to be a public record and shall not be released without specific authorization of the Director of Law or of the Prosecutor except under specific court order obtained pursuant to the criminal or civil rules of evidence or procedure applicable to such matter.
(Res. 38-76. Passed 5-11-76.)