The University of North Carolina at Greensboro Police Department
	General Order 3-3.2	Records Management

The department's records management system (RMS), is a collaborative database that, when used properly, ensures compliance with all federal, state, local, and departmental requirements. The department expects all personnel working within the RMS to make every effort to utilize the system properly and follow departmental directives.

1. Report Writing Requirements
   
   Officers will submit a report for incidents, when dispatched or self initiated, in which there is a(n):
   • Crime reported;
   • Complaint filed;
   • Student Referral;
   • Serious incidents involving medical, mental health, or concerning behaviors; or
   • Enforcement action resulting in an arrest, arrestable offense citation, seizure, a response to resistance, or a no probable cause finding by a magistrate.
   Although the report may be brief, it should explain and provide enough factual information to understand what transpired. All reports will be evaluated and investigated as needed. Reports are required to be completed and submitted by the end of the shift unless the on-duty supervisor authorizes an extension. If such an extension is granted the reporting officer must enter the offenses and dispatch zone for Clery purposes along with a note in the reporting officer field indicating the date the report will be completed. The supervisor will notify the Field Operations and Support Services Commanders of all outstanding reports.
2. Computer Aided Dispatch Call Notes
   
   Whether a report is written or not, never leave the call notes blank in the Computer Aided Dispatch System (CAD). At a minimum, we must include enough information to explain the call. The call notes should reflect a narrative of the incident.
3. Information Subject to Disclosure
   
   In light of the requirements outlined in G.S. §15A-903(a)(1), which addresses the information subject to disclosure by the state, officers are required to attach all defendant's statements, the co-defendants' statements, witness statements, investigating officers' notes, results of tests and examinations, or any other matter or evidence obtained during the investigation to the case file in RMS. When any matter or evidence is submitted for testing or examination, in addition to any test or examination results, all other data, calculations, or writings of any kind shall be made available to the defendant, including, but not limited to, preliminary test or screening results and bench notes.
   
   On a timely basis, law enforcement and investigatory agencies shall make available to the prosecutor's office a complete copy of the complete files related to the investigation of the crimes committed or the prosecution of the defendant for compliance with this section and any disclosure under G.S. §15A-902(a). Investigatory agencies that obtain information and materials listed in subdivision (1) of subsection (a) of this section shall ensure that such information and materials are fully disclosed to the prosecutor's office on a timely basis for disclosure to the defendant. All information released to the defendant, will be made available exclusively through the district attorney’s office.
4. Conducting an Investigation
   
   The Preliminary Investigation section of the General Orders Manual outlines the initial process of an investigation by a patrol officer. Preliminary investigations should continue until all leads are exhausted and all pertinent information is gathered. Victims, complainants, and witnesses often leave bits and pieces of information out of what they tell the reporting officer(s). You must ask questions, make observations, gather evidence, confront suspects, and connect the less than obvious facts.
   
   If a report contains incorrect dates, times, locations, or other information, it will delay the investigative process. It is critical that correct contact information for people involved is acquired; it is difficult to conduct a follow-up investigation without good contact information. The decision to move forward with an investigation is based solely on the solvability factors presented by the reporting officer.
5. Campus Partner Notifications
   
   Campus Partner Notifications will be made in accordance with departmental directives. Document all notifications, including who specifically was contacted, in the CAD notes and reports. All phone calls should be on a recorded line. Detectives will also follow-up with the appropriate campus partner(s) when investigating an incident.
6. Departmental Forms
   
   All forms outside of RMS will be available in PowerDMS. Command staff will be responsible for the development or modification of all departmental forms. The Chief or designee will have final approval for all departmental forms.
7. Case Numbering System
   
   Case and arrest numbers are assigned sequentially and correspond with the calendar year. The year and month prefix is followed by a six digit sequential number that is automatically assigned by CAD. Every call is assigned a unique number, regardless of the nature, and the arrest numbers will have one additional digit to reflect the arrestee. Case and arrest numbers are the primary means of indexing reports and the fastest and easiest way to find and reference a particular case file. All documentation affiliated with a given case must have the case number in the upper right corner.
8. Entering Information
   
   There are some basic data entry rules that we all must follow in order to have a structured database. The following rules are universal for all report writing.
   • Do not use ALL CAPS for any part of the report.
   • All corrections must be made on a supplemental report. Do not change the original case report.
   • Ensure all information is accurate.
9. Online Reports
   
   The online report was intended to help keep officers in the field ready to respond when needed. In some cases, an online report is not an option, and the officer is required to write the report. However, when used properly, the online report can save time and maximize the department's resources. The department encourages the use of the online report whenever the circumstances permit. The following guidelines should be used when referring complainants to the online report option.
   • Communications or the referring officer will make an entry in the CAD notes indicating the online referral. Officers should ensure their supervisor is aware of any online referrals they make.
   • Do not refer any felonies or serious misdemeanors to the online report. Any and all serious incidents must be thoroughly investigated by an officer.
   • Give the victim the option of having an officer take the report if they don't feel comfortable with the online report.
   • Misdemeanor larcenies or damage to personal property with limited suspect information or no solvability factors may also be referred to an online report (e.g. no serial number available).
   • Vehicle accidents, hit and runs, or personal injury should not use the online report.
   The online reporting system is not a means of deferring reports back to the reporting party if an investigation is needed. If an officer is assigned to a call for service and responds in person, an online report should not be used to avoid writing a report.
10. Tort Claims
    
    If an officer responds to a civil matter involving the University, refer the complainant to the University Counsel's Office.
    
    Remember that on any report, it is the officer's job to list facts, not draw conclusions. Police employees should never indicate liability on behalf of the university or make promises to pay any damages.
11. Traffic Citation Maintenance
    
    The issuing and accounting for traffic citations is strictly controlled. Traffic citation books are issued by supervisory personnel and stored in the Operations Resource Unit (ORU) office. When a citation book is issued, the issuing official will complete the Citation Sign-Out Log. ORU will be responsible for ordering citation books from the Clerk of Court and for maintaining a logbook for accountability purposes. Information from the department copy will be entered by records personnel into the citation module of the RMS. The pink copy will be delivered to the violator and the yellow copy will be left in the citation book. The issuing officer will make a copy of the original and place it in the records box. The original (White) copy from the citation book will be turned into the Clerk of Court's Office. All copies of voided citations will be left in the citation book for audit purposes.
    
    ORU will conduct an audit of each completed citation book comparing the citation book with the entry in the RMS. If the audit reveals an incomplete citation book, an investigation will be conducted to locate the missing citation(s). If not reconciled, the book will be returned to the officer for completion or explanation. If the audit reveals a complete citation book, a notation will be made on the Court Assignment of Traffic Citations Record and the citation book will be returned to the Clerk of Court's Office.
12. Operational Component Record
    
    Generally, the Records Unit is the central repository for original copies of all reports. After report data is entered into the RMS, the report is retained in the database and the record is paperless. Copies of cases are available to detectives and officers 24 hours a day through the RMS; including any residual hard copy file attachments. Communications maintains the "hot files" of certain cases for additional security and control. The Criminal Investigations Unit will maintain secured files regarding the department's intelligence information, vice, and informant activities.