Policy Text
Page 1 of 8 - General Order 7 -2 (11/30/23)
CASE FILE PREPARATION PROCEDURES
RICHMOND POLICE DEPARTMENT
GENERAL ORDER
Subject: CASE FILE PREPARATION
Chapter
7 Number
2 # Pages
8
References:
CALEA : 42.1.3a, 42.1.3b, 42.1.3c,
42.1.3d, 42.1.3e
Related Orders: 07-03 & 09-06 Effective Date: 11/030/2023
Revised By: Review
Prv. Re v. Date: 05/12/2020
Chief of Police :
I. PURPOSE
The purpose of this directive is to establish the policy and procedure for the management and
control of the Department’s Case File s.
II. SUMMARY OF CHANGE
This document is due for review . All changes are bol d and italicized throughout the
document.
III. POLICY
It is the policy of the Richmond Police Department to work very closely and in full cooperation
with the Commonwealth’s Attorney’s Office. Both agencies’ general purpose is to ensure that
justice is serve d in the criminal justice system. The Department’s goal is to have uniformity in
the process of creating case file. In order to accomplish this goal, the Department shall provide
complete, detailed and fully prepared case file to assist the Commonwealth’s Attorney’s Office
in prosecuting suspects. All reports and other documents that are placed within case
management will be organized in a standard format using the guidelines set forth in this
General Order . [CALEA 42.1. 3a]
III. ACCOUNTABILITY STATEMENT
All employees are expected to fully comply with the guidelines and timelines set forth in this
general order. Failure to comply will result in appropriate corrective action. Responsibility
rests with the Division Commander to ensure that any violations of policy are investigated
and appropriate training, counseling and/ or disciplinary action is initiated.
This directive is for internal use only, and does not enlarge an employee’s civil liability in
any way. It sh ould not be construed as the creation of a higher standard of safety or case in
an evidentiary sense, with respect to third party claims. Violation of this directive, if proven,
can only form the basis of a complaint by this Department, and then only in a non-judicial
administrative setting.
Page 2 of 8 - General Order 7 -2 (11/30/23)
CASE FILE PREPARATION PROCEDURES
IV. DEFINITION
EXILE – Cases adopted for prosecution involving an arrest for possession of a
firearm/ammunition by a convicted felon under Code of Virginia §18.2 -308.2 , wherein the
arrested party is (a) an adult w ith a felony conviction as an adult; (b) a juvenile who has been
adjudicated as a delinquent for murder, kidnapping, robbery or rape; or (c) an adult, under the
age of 29, who has been adjudicated as delinquent for any felony as a juvenile .
V. PROCEDURE
A. Case File s– Officers and detectives assigned to investigate criminal offenses are
responsible for all pertinent documentation and will submit this information to their
respective supervisors in a timely manner . Assigned detectives shall ensure that each
case file contains, at the very minimum, the detective ’s name and code number
assigned to the case, date assigned, case number an d follow -up history. Detective
Sergeants shall also assign an initial screening to each case based upon established
criteria a nd reclassify each case as significant circumstances change.
[CALEA 42.1.3 b, 42.1.3 c]
NOTE: All case files, including officer or detective’s personal files, are the property
of the Richmond Police D epartment and are subject to policy and procedures noted in
this directive for maintenance, dissemination, retention, and destruction.
Case File s shall be prepared and an electronic and/or hard copy shall be maintained by
the arresting officer to ensur e that confidentiality is maintained and carefully
disseminated to the public for the following types of arrests:
1. All felony cases;
2. Narcotics;
3. Domestic assaults;
4. DUI/DUID; and,
5. Project EXILE cases.
B. When completing Case File for Project EXILE cas es, the following procedures must be
followed:
1. Each officer making or significantly participating in ( i.e. taking a statement,
entering into the chain of evidence, etc.) an arrest that requires a Case File will
be required to compile the appropriate repo rts. These reports will be provided
to the assigned office r/detective for each arrest. Personnel shall refer to General
Order 7-3, Crime Scene Protection , regarding the guidelines, procedures and
responsibilities for handling Crime Scene Integrity Roster s.
2. The assigned officer/detective will be required to compile the Case File.
Page 3 of 8 - General Order 7-2 (11 /30/23)
CASE FILE PREPARATION PROCEDURES
3. The assigned officer/detective must complete the Case File within four (4)
working days of the date of arrest, unless circumstances justify a delay. A
supervisor must authorize the delay.
4. The assigned officer/detective will submit all Case File s to a supervisor.
5. The supervisor will review the Case File with the officer and sign the Case File
Folder Checklist ( PD-136). The supervisor will make one