Why Police Officers Should Keep Their Personnel Files Updated and Accurate

Police officers in New Hampshire, as in many other states, face increasing public scrutiny and demands for transparency regarding their conduct and performance, and rightfully so. If you haven't been following recent developments, a NH Supreme Court decision (American Civil Liberties Union of New Hampshire v. New Hampshire Division of State Police) has expanded the public’s right to access police personnel files, which may contain information about complaints, investigations, disciplinary actions, commendations, training, and other aspects of an officer’s career. While some officers may see this as an invasion of their privacy, I encourage those in law enforcement to see this as an opportunity to showcase their professionalism, integrity, education, and achievements. Additionally, it is just as important for the public to understand that law enforcement officers will inevitably make mistakes during the course of the career.

As with anything in life, mistakes happen and this is an important fact of life; mistakes that occur create an opportunity to learn and grow professionally. I use the word mistake here as the word indicates that these incidents are unintentional and inadvertent. This distinction is important as intentional violations of policies and procedures, or willful negligence, should be assessed, investigated, and handled much differently than a misstep that is unintentional, inadvertent, or occurs due to a lack of experience. These internal investigations, along with any documentation of corrections by superior officers, are documented within the police personnel file.

One of the benefits of keeping an updated and accurate personnel file is that it can actually help an officer defend against false or frivolous allegations of misconduct. By documenting praised interactions with the public, community service assignments, awards, and recognitions, an officer can demonstrate a pattern of exemplary performance, which only bolsters their credibility. Additionally, by recording training, education, and certifications, an officer can show that he or she has the necessary skills and qualifications to adequately perform their duties.

Another benefit of maintaining a comprehensive personnel file is that it can help an officer advance his or her career. By highlighting accomplishments, goals, and feedback, an officer can showcase his or her potential and readiness for promotion, special assignments, or leadership positions. Furthermore, by keeping track of performance evaluations, an officer can measure areas of improvement and identify opportunities for professional development.

A well-kept personnel file can help an officer foster positive relationships with his or her employer and the public. By being transparent and accountable, an officer can build trust and confidence, both within their agency and the community as a whole. By being respectful and courteous, along with being articulate and thorough in documenting difficult interactions which otherwise don't go so well (i.e. the negative interactions or complaints we all will inevitably face), an officer can enhance a positive image and reputation of their agency and of the law enforcement profession as a whole. (Note: NH RSA 275:56 II allows for employees to submit written statements or supporting evidence within their personnel file to provide clarification or contest derogatory remarks)

What it all comes down to is this, police officers in New Hampshire have a compelling reason to keep their personnel files updated and accurate. Don't wait for your administration or superiors to sign you up and send you to the training, seek out training opportunities available to you and submit supplemental evidence and written statements into your personnel file when required. Keep your file up to date with accurate and relevant information showcasing the achievements of your career. Doing so can help officers exercise their rights as employees, build on their credibility, advance their careers, and serve the public with transparency, honor, and dignity.

Want a bit more context on ACLU Vs. NHSP, check out the oral arguments made to the NH Supreme Court below!