Records Unit

recordfileThis 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.


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


The public may obtain accident/incident reports and pistol license applications from this location.

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.


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.