Policy Text
Ref: CALEA
Standard 82.2.5
DEPARTMENTAL
GENERAL
ORDER
M-2
Rev.
22 Dec 00
Index as:
Citizen’s Crime Reports
Duplication and Detailing of Reports Report Processing and Detailing
Page 1 of 6
REPORT PROCESSING AND DETAILING
The purpose of this order is to set forth procedures for the collection, processing,
and detailing of reports and to assign responsibility for maintaining the Report
Detail Guide.
I.I. REPORT COLLECTION
A. Traffic Investigations Unit
The Traffic Investigations Unit shall empty the traffic compartments of the basement report receptacle no later than 0700 hours, Monday
through Friday.
B. Records Division, Report Reproducing Desk
1. The Report Reproducing Unit shall empty the non-traffic
compartments of the basement receptacle and collect reports
from the Jail Division and the Patrol Desk in accordance with
the following schedule:
0130 hours 0730 hours 1530 hours
0300 hours 0900 hours 1700 hours
2. The Report Reproducing Desk sh all maintain a report tray
within the unit’s work area where reports needing more
immediate attention may be deposited between scheduled
pick-up hours of the basement report receptacle.
DEPARTMENTAL GENERAL ORDER M-2 Rev.
OAKLAND POLICE DEPARTMENT 22 Dec 00
Page 2 of 6 C. Citizen’s Crime Reports
1. When a Citizen’s Crime Report is completed, it may be submitted to the Department’s Crime Analysis Section:
a. Via Fax
b. Through Inter-Office mail from the Patrol Desk
c. Via U.S. Mail
2. Upon receipt, Crime Analysis personnel shall review the
report for completeness and to ensure that a crime and code is listed. If one is not listed, personnel shall specify a crime and code which most closely describes the incident.
3. Personnel shall then forward the Citizen’s Crime Report to the Records Section for report processing.
4. Records Division personnel shall complete the Citizen’s Crime Report in accordance with the provisions of Part II, C of this order.
II.II. REPORT DUPLICATION AND DETAILING
A. Traffic Reports
The Traffic Investigations Unit shall duplicate and detail traffic
reports and file the original reports in unit files.
B. In-Custody Juvenile Reports
1. When a juvenile is taken into custody, the Youth Services
Section receiving officer shall obtain the offense and arrest
reports (Juvenile Record, 336-606) from the transporting officer. The receiving officer sh all obtain an RD number via
the Department’s RMS system and make the initial copies as needed for the Juvenile Probation Department.
DEPARTMENTAL GENERAL ORDER M-2 Rev.
OAKLAND POLICE DEPARTMENT 22 Dec 00
Page 3 of 6 2. The Youth Services Section sha ll deliver the original reports
to the Records Division, Report Reproducing Desk at the end
of each shift.
C. Records Division, Report Reproducing Desk
1. The Report Reproducing Desk shall assign the investigative
unit according to the Report Detailing Guide, verify the CP
Beat for each incident location, and obtain an RD number via the Department’s RMS system.
2. The Report Reproducing Desk shall duplicate and distribute
reports in accordance with instructions in the Report Detail
Guide.
3. Report copies made for the Crime Analysis Section shall
receive the highest priority.
4. Reports concerning in-custody adults shall receive the next highest priority in duplication and detailing.
a. If the arrest and offense reports are collected during
the same watch, they shall be processed before non-
custody reports and placed immediately in the investigating unit’s pick-up compartment.
b. If the offense report is collected before the arrest
report is available, the Report Reproducing Desk shall:
1) Duplicate the offense report and place a single
white copy in the alphabe tical holding file. Mark
the pink copy “C.A.R. NOT AVAILABLE AT
TIME OF REPORT PROCESSING,” and place
it, with all appropriate in-custody copy sets, in
the investigator’s pick-up compartment.
DEPARTMENTAL GENERAL ORDER M-2 Rev.
OAKLAND POLICE DEPARTMENT 22 Dec 00
Page 4 of 6 2) When the arrest report is collected, assign it the
offense report RD number, duplicate the arrest report, and place the completed set of copies in the pickup compartment. These report copies
shall receive the same priority as in Part II, C,
4, a, of this order.
c. If the arrest report is collected before the offense
report is deposited in the report receptacle, the Report Reproducing Unit shall:
1) Place the arrest report and all attachments in the alphabetic holding file until the offense report is
collected.
2) Duplicate the package as soon as the offense report is collected and place all copies in the
pick-up compartment.
3) If the offense report is not received within 24
hours of the arrest, the Records Division Supervisor shall investigate and contact the
responsible follow-up unit and provide an
advance arrest report, as necessary.
5. After processing the reports, the Report Reproducing Desk
shall place all originals in the permanent file.
D. Investigating Units
1. Investigating units shall be responsible for picking up
processed reports from the file compartments in the Report Reproducing Desk.
2. The responsible investigating un it shall locate missing reports
when the arrest/offense report package has not been received regarding a prisoner listed on the daily detail, upon receiving
an incomplete report indicating that either the arrest or offense report was not available during report processing. Comment [CW1]: What is this
word or phrase?
DEPARTMENTAL GENERAL ORDER M-2 Rev