Policy Text
University of California, San Francisco
Police Department General Orders
5.1 Criminal Investigations: Organization and Administration
5.1.7 Case File Maintenance (Revised: x/x/xx )
A. A case file is an investigation that is processed by the Emergency Communications
Center (ECC). Case files consist of all pertinent documents relating to a particular case.
After review, the Investigations Unit may assign the case for further investigation. If
further investigation is deemed necessary, the Investigations Unit will record, in the Case
Management System, to which officer/detective a case has been assigned. The Case
Management System shall contain t he case number, complainant’s name, date the crime
occurred, type of crime, officer/detective’s name, date assigned and due date.
B. The Investigati on Unit will review the status of cases entered into the Investigations Unit
log every 30 calendar days at a minimum. A supplemental report updating the status of
the case and detailing the investigation to date will be completed, at minimum, every 30
calendar days.
C. Access to investigation case files will be given by permission of the assigned investigator
or the FSD Captain . Investigation case files should contain a copy of the preliminary
investigative report (all originals to be maintained in ECC), records of statements, results
of examinations of physical evidence, case status reports and other pertinent reports and
records needed for investigative purposes. Evidence will not be kept in the case files.
D. Investigations working case files will be purged upon the completion of a case
investigation. Once a case is fully investigated and a final disposition made by the
assigned investigator as outlined in General Order 5.1.4, “Administrative Designation of
Cases,” the supplemental reports will be processed by the Investigations Lieutenant or
his/her designee and forwarded to the Records Unit for permanent fi ling. For a case to
remain open for more than sixty days, prior supervisory approval must be obtained.
E. The Investigations Unit will update the Case Management System when cases are
disposed of, as outlined in General Order 5.1.4, “Administrative Design ation of Cases.”