Policy Text
University of California, San Francisco
Police Department General Orders
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8.4 Records: Administration
8.4.6 Distribution of Reports (Revised: 5/10/23 )
All approved arrest reports will be forwarded to the Evidence and Records Technicians for
processing and distribution . All items of evidence, such as fingerprints, photos, undeveloped film,
checks , etc., shall be processed and handled as evidence, pursuant to General Order 9.2.2 ,
“Evidence Processing and Submitting Procedures.”
A. All reports shall be completed and submitted prio r to the end of watch, unless a s upervisor
or the Watch Commander authorizes an extension.
B. Officer s shall submit report s electronically , via RIMS, for a supervisor’s review.
C. Before the end of watch, Patrol Sergeants shall review all reports, paying attention to
applicable legal codes, elements of crime, attachments, photographs, spelling and
grammar . If the on-duty Patrol S ergeant is not available, the next on -duty Patrol Sergeant
shall review the reports. The reviewing Sergeant shall either approve or reject the report
electronically in RIMS .
D. When a report is rejected, the reporting officer will correct the report and resubmit it for
review via RIMS .
E. Upon completion of the report review process, the reviewing Sergeant shall update RIMS
to reflect “Supervisor Approved” review status.
F. Random report reviews by Captains and Lieutenants may be conducted. Captains and /or
Lieutenants or their designee will also approve or reject reports as necessary. Reports
rejected by Captains and/or Lieutenants or their designee will need to be reassigned by the
approving Sergeant for further follow up and/or corrections.
G. After an officer corrects a report rejected by Captain s and/or Lieutenant s or designee ,
he/she shall electronically resubmit the report for review in RIMS . The reviewing Sergeant
will then follow the procedures outlined in Section E in above.
H. The Evidence and Records Technicians serve as the De partment’s initial liaison to
authorized agencies and is responsible for the control and distribution of police reports and
other documents , as provided by law and policy.
1. A copy of each police arrest report will be distributed to the Investigations Uni t and
other authorized agencies ( e.g., SF District Attorney, SFPD).
2. Reports that have been designated for other entities (e.g., EHS, Housing, Risk
Management, Central Utility Plant, Legal Affairs ) will be forwarded t o the Records
Manager or designated custodian for release .
University of California, San Francisco
Police Department General Orders
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3. California Penal Code § 11107 identifies the report s local agencies are required to
send to the DOJ. California Highway Patrol (CHP) Vehicle Code § 20008 identifies
the traffic accident reports that must be sent to the CHP.
4. Other Federal and State Distribution
a. All incidents involving explosive devices or acts of terrorism and all bank
robbery investigations shall be forwarded to the FBI by the Investigations
Unit.
b. All incidents of counterfeiting shall be forwa rded to the U.S. Treasury
Department /Secret Service by the reporting officer.
c. Certain alcohol -related incidents shall be forwarded to the Department of
Motor Vehicles and/or Alcoholic Beverage Control by the ECC .
I. Officers may request that an incident report be distributed to a specific Division/ Unit within
the Department or an agency outside of the Department for further follow -up and
investigation, provided that the distribution falls within the appropriate record s release of
information requirement. The following distribution list is to serve as an example only:
1. Arson Report – DOJ and State Fire Marshall
2. Crime Reports – Investigations Unit
3. Arrest Reports – Investigations Unit
4. Oleoresin Capsicum – Calif ornia DOJ and Office of the Chief
5. Verbal Notice by Peace Officer – DMV and ECC
6. Traffic Collision Report s – CHP (once per month) and Records Custodian
7. State Vehicle Accident – UCSF Risk Management and Reporting Officer/Records
Custodian
8. Employee Injury Accident – UCSF Risk Management and Disability Management
and Reporting Officer/Supervisor.
J. The reporting officer shall rout e copies of the arrest report and attachments as follows :
1. Adults
a. In Custody Booked at County Jail (Felony or Misdemeanor)
The reporting officer must send a copy of the report to San Francisco Own
Recognizance − Pretrial Diversion Project (SF Sherriff’s Office) within 8
hours of booking, via email to sfsd.pretrial@sfgov.org or fax to 415 -431-
3658; otherwise, a Dec laration for Extension of Time form must be filed.
[See General Order 4.23.6 , “Pre-arraignment Requirements (Buffin )” for
details.]
b. In Custody or Cite and Release Misdemeanors
1. The reporting officer must fax the completed report to SFPD
Misdemeanor Rebooking Office at (415) 553 -9876 and attach the
fax confirmation page to the report.
University of California, San Francisco
Police Department General Orders
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2. All video evidence and audio files shall be saved to a DVD -ROM
disc or USB flash drive. One c opy will be booked into evidence and
one attached to the report.
3. The reporting officer will assemble a packet containing the initial
report, supplemental reports, photographs, criminal history