Skip to main content

322 - Report Preparation

322.1 PURPOSE AND SCOPE

Report preparation is a major part of each deputy's job. The purpose of reports is to document sufficient information to refresh the deputy’s memory and to provide sufficient information for follow-up investigation and successful prosecution. Report writing is the subject of substantial formalized training and on-the-job training.

322.1.1 REPORT PREPARATION

Employees should ensure that reports are sufficiently detailed for their purpose and free from errors prior to submission. It is the responsibility of the assigned employee to complete and submit all reports taken during the shift before the end of their normal scheduled work week unless permission to hold the report has been approved by a supervisor. Generally, reports on high profile incidents, reports requiring prompt follow-up action on active leads, missing person reports, and arrest reports where the suspect remains in custody should not be allowed to remain pending. Supervisors and/or Administrators have the ability to require that a specific report be completed by the end of the shift, based on needs of the agency and the totality of circumstances.

All reports shall accurately reflect the identity of the persons involved, all pertinent information seen, heard or assimilated by any other sense, and any actions taken.

Employees shall not suppress, conceal or distort the facts of any reported incident, nor shall any employee make a false report orally or in writing. Generally, the reporting employee's opinions should not be included in reports unless specifically identified as such.

322.2 REQUIRED REPORTING

Written reports are required in all of the following situations on the appropriate office approved form unless otherwise approved by a supervisor.

322.2.1 CRIMINAL ACTIVITY

When a member responds to a call for service, or as a result of self-initiated activity becomes aware of any activity where a crime has occurred, the member shall document the incident regardless of whether a victim desires prosecution. Activity to be documented in a written report includes:

  • All arrests
  • All felony crimes
  • Non-Felony incidents involving threats or stalking behavior (d) Situations covered by separate policy. These include:
  1. Use of Force Policy
  2. Domestic Violence Policy
  3. Child Abuse Policy
  4. Senior and Disability Victimization Policy
  5. Hate Crimes Policy
  6. Suspicious Activity Reporting Policy
  • All misdemeanor crimes where the victim desires a report Misdemeanor crimes where the victim does not desire a report shall be documented using the office-approved alternative reporting method (e.g., dispatch log).

322.2.2 NON-CRIMINAL ACTIVITY

The following incidents shall be documented using the appropriate approved report:

  • Anytime a deputy points a firearm at any person
  • Any use of force against any person by a member of this office (see the Use of Force Policy)
  • Any firearm discharge (see the Firearms Policy)
  • Anytime a person is reported missing, regardless of jurisdiction (see the Missing Persons Policy)
  • Any found property or found evidence
  • Any traffic collisions above the minimum reporting level (see Traffic Collision Reporting Policy)
  • Suspicious incidents that may indicate a potential for crimes against children or that a child’s safety is in jeopardy
  • All protective custody detentions
  • Suspicious incidents that may place the public or others at risk
  • Whenever the employee believes the circumstances should be documented or at the direction of a supervisor

322.2.3 DEATH CASES

Death investigations require specific investigation methods depending on circumstances and should be handled in accordance with the Death Investigations Policy. The handling deputy should notify and apprise a supervisor of the circumstances surrounding the incident to determine how to proceed. The following cases shall be appropriately investigated and documented using the approved report:

  • Sudden or accidental deaths.
  • Suicides.
  • Homicide or suspected homicide.
  • Unattended deaths (No physician or qualified hospice care in the 20 days preceding death).
  • Found dead bodies or body parts.

322.2.4 INJURY OR DAMAGE BY COUNTY PERSONNEL

Reports shall be taken if an injury occurs that is a result of an act of a County employee. Additionally, reports shall be taken involving damage to County property or County equipment.

322.2.5 MISCELLANEOUS INJURIES

Any injury that is reported to this office shall require a report when:

  • The injury is a result of drug overdose
  • Attempted suicide
  • The injury is major/serious, whereas death could result
  • The circumstances surrounding the incident are suspicious in nature and it is desirable to record the event The above reporting requirements are not intended to be all-inclusive. A supervisor may direct an employee to document any incident he/she deems necessary.

322.2.6 MANDATORY REPORTING OF JUVENILE GUNSHOT INJURIES

A report shall be taken when any incident in which a child 18 years or younger suffered an unintentional or self-inflicted gunshot wound. The Records Division shall notify the California Department of Public Health (CDPH) of the incident as required by CDPH (Penal Code § 23685).

322.2.7 ALTERNATE REPORTING FOR VICTIMS

Reports that may be submitted by the public via online or other self-completed reporting processes include:

  • Lost property.
  • Misdemeanor thefts of property, other than firearms or materials that threaten public safety, when there is no suspect information, serial number or ability to trace the item.
  1. Misdemeanor thefts of cellular telephones may be reported even though they have a serial number.
  • Misdemeanor vandalism with no suspect information and no hate crime implications.
  • Vehicle burglaries with no suspect information or evidence.
  • Stolen vehicle attempts with no suspect information or evidence.
  • Annoying telephone calls with no suspect information.
  • Identity theft without an identifiable suspect.
  • Online or email fraud solicitations without an identifiable suspect and if the financial loss classifies the crime as a misdemeanor.
  • Hit-and-run vehicle collisions with no suspect or suspect vehicle.
  • Supplemental property lists.

Members at the scene of one of the above incidents should not refer the reporting party to an alternate means of reporting without authorization from a supervisor. Members may refer victims to online victim assistance programs (e.g., Federal Communications Commission (FCC) website for identity theft, Internet Crime Complaint Center (IC3) website for computer crimes).

322.3 GENERAL POLICY OF EXPEDITIOUS REPORTING

In general, all deputies and supervisors shall act with promptness and efficiency in the preparation and processing of all reports. An incomplete report, unorganized reports or reports delayed without supervisory approval are not acceptable. Reports shall be processed according to established priorities or according to special priority necessary under exceptional circumstances.

322.3.1 GENERAL USE OF OTHER HANDWRITTEN FORMS

County, state and federal agency forms may be block printed as appropriate. In general, the form itself may make the requirement for typing apparent.

322.4 REPORT CORRECTIONS

Supervisors shall review reports for content and accuracy. If a correction is necessary, the reviewing supervisor should take the appropriate steps in the RIMS database. It shall be the responsibility of the originating deputy to ensure that any report returned for correction is processed in a timely manner.

322.5 REPORT CHANGES OR ALTERATIONS

Reports that have been approved by a supervisor and submitted to the Records Division for filing and distribution shall not be modified or altered except by way of a supplemental report. Reviewed reports that have not yet been submitted to the Records Division may be corrected or modified by the authoring deputy only with the knowledge and authorization of the reviewing supervisor.

322.6 ELECTRONIC SIGNATURES

The Hartwell County Sheriff’s Department has established an electronic signature procedure for use by all employees of the Hartwell County Sheriff’s Department. The Patrol Operations Lieutenant shall be responsible for maintaining the electronic signature system and ensuring that each employee creates a unique, confidential password for his/her electronic signature.

  • Employees may only use their electronic signature for official reports or other official communications.
  • Each employee shall be responsible for the security and use of his/her electronic signature and shall promptly notify a supervisor if the electronic signature has or may have been compromised or misused.

322.7 USE OF ARTIFICIAL INTELLIGENCE IN PREPARATION OF REPORTS

Official reports that are generated using artificial intelligence (AI) either fully or partially shall contain the following (Penal Code § 13663)

  • On each page of an official report, or within the body of the text, identify every specific AI program used in a manner that makes such identification readily apparent to the reader and prominently state the following: "This report was written either fully or in part using artificial intelligence."
  • The signature of the member who is preparing the official report, either in physical or electronic form, verifying that they reviewed the contents of the report and that the facts contained in the official report are true and correct. Except for the official report, a draft of any report created with the use of AI shall not constitute a member's statement.

For purposes of this section artificial intelligence means an engineered or machine-based system that varies in its level of autonomy and that can, for explicit or implicit objectives, infer from the input it receives how to generate outputs that can influence physical or virtual environments. AI as used in this section applies to AI systems that automatically draft police report narratives based upon an analysis of in-car or dash-mounted cameras, or body-worn camera audio or video, and AI systems that analyze a law enforcement officer's dictated report to generate a police report narrative automatically enhanced by generative AI (Penal Code § 13663).

See the Generative Artificial Intelligence Use policy for additional guidance on generative AI.

322.7.1 ARTIFICIAL INTELLIGENCE AUDIT TRAIL

The Office shall maintain an audit trail for AI generated first drafts or official reports for as long as the official report is retained that, at a minimum, identifies both of the following (Penal Code § 13663):

  • The name of the person who used AI to create the report.
  • The video and audio footage that is used to create a report, if any.

Media Relations

Back to top