Reports, Records...Chapter 10

Reports are required for various situations, such as citizen reports of crime, complaints, requests for service, incidents initiated by officers, and arrests.

Reports should include basic details like the date and time of the incident, the name of the reporting citizen, nature of the incident, and actions taken by the officer.

The content of case reports is confidential and should not be shared with anyone except in specific work-related situations.

All reports created by the NLVPD are assigned unique case numbers by the CAD system.

Case numbers are sequential and prefaced by the year they were assigned, ensuring no duplicates or missing numbers.

During an incident investigation, officers obtain a case number by contacting dispatch through radio or telephone.

CAD (Computer-Aided Dispatch) messages contain basic information about incidents that don't require a full case report.

Supervisors need to approve any exceptions to the rule that reports must be submitted by the end of the officer's shift.

Reports must be filled out truthfully and accurately. They should be submitted through proper channels and reviewed by a supervisor before the end of the officer's shift.

Supervisors are responsible for reviewing reports to ensure they meet departmental standards. They check for correct procedures, grammar, and clear writing.

An officer decides whether to send a case to detectives for further investigation based on the evidence and its potential for solving the crime.

Factors that influence whether a case is sent to detectives for further investigation. These include arrests, witness information, suspect identification, and serious crimes.

The process of accurately recording information about an event, such as a crime or accident, in a formal document used for investigating and documenting the event.

An officer who fills out a report about an incident. They are responsible for ensuring the report is accurate and complete.

A supervisor who reviews reports to ensure they meet departmental standards and make sure the information is accurate and complete.

Information that is not considered strong enough to warrant further investigation by detectives. These cases are typically closed unless new information emerges.

A guide provided to victims describing their rights and options, such as reporting the incident to detectives, seeking support services, or getting updates on the investigation.

The act of sending a case to detectives for further investigation. This is done when the evidence is sufficient, leading to a higher chance of solving the crime.

Information that is specific and helpful in solving a crime. This includes witness statements, physical evidence, and suspect identification.

The procedures followed by police officers when responding to, investigating, and documenting an incident.

A system for organizing and tracking police reports. It helps ensure that reports are properly filed and can be easily retrieved when needed.

A crime that is considered serious and requires specialized investigation. Examples include kidnapping, sexual assault, and child abuse.

All original reports issued a case number through the CAD system or related to a case or MF number are kept by the Records Bureau.

Reports are forwarded to the Records Bureau immediately after supervisory approval.

Records Bureau clerks check daily CAD printouts for discrepancies and account for all new case numbers.

The Records supervisor or on-duty senior clerk is responsible for locating missing reports.

If a report is not located within four working days, the Records supervisor informs the appropriate division commander.

Work card applications, background checks, and internal investigations are retained by the Records Bureau.

Personnel records are maintained by the Chief of Police.

Training records are maintained by the Training Bureau.

Informant files are maintained by the Special Operations Division Commander, Narcotics, and Detective Bureaus.

Specific records concerning NCIC training are kept by the Terminal Agency Coordinator (TAC).

NCIC, NCJIS, and SCOPE records may be scanned to SIRE.

The SIRE Administrator or designee must be NCIC certified and pass a fingerprint background check.

The SIRE Administrator or designee is not allowed to view records.

SCOPE records are retained according to statutory guidelines and final disposition is done securely.

The computerized Property Records Report form now includes a category for seizures/impounds, accepting up to four property codes.

The process of documenting and maintaining records for citations issued within the North Las Vegas Police Department.

Electronic citations are used by patrol officers, while other divisions like Detectives and Marshals use handwritten citations.

Reports regarding lost or stolen license plates are handled according to the circumstances and the number of missing plates.

When a vehicle is held, a follow-up report must be completed by the relevant division and a Vehicle or Property Field Release form must be submitted to the Records Division.

The Records Assistant is responsible for notifying the vehicle owner and tow company when a vehicle hold is released.

Only assigned CSI Bureau personnel are authorized to access files. Other agencies may request copies of information through specific channels.

Security measures are implemented to protect the confidentiality and integrity of the CSI Bureau files, limiting access to assigned personnel.

A form used to request copies of photographs from the CSI Bureau files.

A memorandum submitted through the chain of command to request copies of desired file information from the CSI Bureau.

Requests from other agencies for fingerprints and other records can be submitted via telephone, fax, or on a fingerprint examination request form.

The person receiving a request from another agency will submit the request on the appropriate form if they do not handle it immediately.

Upon verification of identification and ownership, the report is taken. The owner is required to bring in the remaining plate before the report is taken.

If one license plate is missing, the remaining plate is impounded. If both are missing, the report is classified accordingly.

The victim is instructed to take a copy of the report to the DMV for vehicle registration renewal.

Only designated Evidence Vault personnel can access files, while others must submit requests through the chain of command.

Outside agencies requesting evidence vault files must submit a formal written request explaining the need for the information.

Access to the Evidence Vault is restricted to authorized employees only. Other personnel need authorization and must be accompanied by an Evidence Vault employee.

To ensure the confidentiality and integrity of evidence, only Evidence Custodians, the Senior Evidence Custodian, and the Evidence Vault Supervisor are allowed access to physical and database information.

The NLVPD emphasizes partnership with the community, but also the importance of respecting the media's right to information while maintaining appropriate boundaries.

The NLVPD recognizes the media's role in gathering and disseminating information for the public, and aims to provide special access to information about the department.

Media personnel are treated with professionalism and respect, but they do not have a constitutional right to access crime or disaster scenes if the public is excluded.

The Chief of Police appoints personnels to the position of Public Information Officer (PIO), who are responsible for managing the relationship between the NLVPD and the media.

PIOs are responsible for ensuring timely and accurate public information, building relationships with local media, monitoring news coverage, and issuing media releases.

The PIO is responsible for coordinating the appearance of department personnel in news stories that benefit the department, and determines the need for press conferences.

The PIO is the primary contact for all media-related matters, but other department personnel may participate in interviews with prior approval from the PIO.

If a media representative contacts a department personnel directly, the personnel should advise the representative to contact the PIO.

Department personnel should consider a reporter's deadline when fulfilling information requests, and attempt to meet the deadline as much as possible.

Department personnel must avoid seeking publicity or providing information to the media for personal notoriety while acting in their official capacity.

The Chief of Police can designate personnel from other Divisions to act as alternates to the PIO, who can be called upon to perform PIO responsibilities as needed.

The Police Records Division is responsible for clearing all warrants from NCIC. The LEST is responsible for clearing warrants from NCJIS.

The Police Records Division processes all recalled/quashed warrants.

All requests for Municipal Court warrant confirmations are directed to the Warrant Clerks in the Police Records Division.

If a warrant is confirmed, transportation for the subject might be needed. Coordinate the pick-up with PD Dispatch.

The Warrant Clerk will fax a copy of the warrant to the NLVCCC.

The LESTs are responsible for clearing Municipal Court warrants from NCJIS at the time of booking.

Warrants in Scope will be cleared by NLVPD Records Division.

Once a Municipal Court warrant is served, the officer will forward the served warrant to the Police Records Division.

Police officers cannot stop the media from filming or photographing an incident from a public location, except for the protection of evidence or persons involved.

Police officers can only exclude the media from areas where the public is also excluded.

Police officers must secure private buildings or dwellings when an incident occurs inside.

Police officers cannot allow media access inside a private building without permission from the owner.

Upon denial by the owner, the media is prohibited from entering private property outside the established crime scene.

Photographing arrested individuals within the police department is prohibited.

Photographing prisoners outside the police department is permitted, but posing for photographs is prohibited.

Official arrest photographs can only be released by the Public Information Officer (PIO) and only if it won't harm the investigation.

Police officers cannot advise victims or witnesses on how to interact with the media.

Media access to persons in custody is restricted. Contacting detainees requires the Chief of Police's permission.

Police officers cannot allow the media to question detainees in the field after an arrest.

Police officers cannot pose detainees for photographs, videotaping, or filming for media purposes.

Media questioning of detainees is prohibited during trips outside the North Las Vegas Community Correctional Center (NLVCCC).

The Public Information Officer (PIO) is responsible for coordinating with other agencies in the event of a joint agency release.

Public information released on joint agency investigations needs to be mutually agreed upon by all agencies involved.

Information about a victim of a sex offense that could identify them. Examples include their name, exact address, or other identifying details.

The names of people who are critically injured or dead before their families are notified. It's usually the Coroner's office that releases this information.

Anything a suspect says during questioning, including confessions, admissions, or denials. This information is confidential.

The results of any medical or forensic tests on a suspect, even if they refuse to participate.

The name, address, or photo of a suspect under 18 years old, unless they are being sought by the police or are being tried as an adult.

The names of people who might be witnesses in a case, except for the victim of the crime.

Opinions about whether a suspect is guilty or innocent. The court decides this question.

Information received from another law enforcement agency without their permission.

The incident commander at a major incident scene assumes the responsibility for managing the media.

A Public Information Officer (PIO) is responsible for communicating with media representatives and ensuring accurate information is released.

The PIO should be briefed on the incident details as soon as possible, including any information that may be released.

Media representatives are considered agents of the public and are allowed to gather information about police activity.

Media personnel are allowed to go as close to the scene as conditions permit, but they have to follow the same laws and regulations as everyone else.

The PIO decides what information can be released to the public and what needs to be kept confidential.

Police officers should be polite and respectful to media personnel and not ignore them, even if they are busy.

When department personnel are contacted by media for an interview (excluding on-the-scene situations), they should direct the media representative to the PIO and refrain from making statements or participating in the story before the PIO's approval.

Media appearances and interviews are coordinated with the employee's supervisor and the PIO briefs the personnel about the interview's subject, appropriate conduct, and information that can be revealed. All conversations with the media are subject to being quoted, so officers should avoid off-the-record comments.

Media releases are sent out to local media outlets, City Hall officials, NLVPD personnel, and other designated recipients determined by the Chief of Police. The list is managed by the PIO.

For community events or planned law enforcement activities, a media release is generally issued in advance to encourage media coverage. Personnel involved in planning such events submit a draft release to the PIO, who collaborates with the City Manager's office to determine which entity will issue the release. Submit media releases for community events to the PIO at least two weeks before the event.

The media release should explain why the event is newsworthy and provide information like event details, activities, attending units, demonstrations, equipment, how personnel will interact with the community, location, time, date, and event duration.

In most cases, a PIO issues a media release for major incidents, offering sufficient details to meet the public's 'right to know' while being concise, accurate, and adhering to legal constraints. Follow-up releases are provided as needed.

The PIO, in partnership with investigators, decides what information can be released during interviews about incidents and investigations. The PIO arranges all interviews and usually participates in them. The PIO can request a department employee to participate voluntarily, with the PIO typically attending the interview.

It's crucial for the PIO to gather as much information as possible about a case or incident to prevent inaccurate or inappropriate information from being disclosed in the media.

Factual descriptions of incident circumstances that are non-privileged and won't harm a suspect's rights or hinder investigations are generally releasable.

Media releases regarding incidents should include a concise narrative of the situation, providing details like who, what, where, when, why, and how. If specific details are not appropriate for release, use general terms (e.g., 'a 57-year-old North Las Vegas man' instead of the name).

Media releases should include appropriate identification of individuals arrested or involved, details on the incident's impact on public safety, information about public assistance needed regarding the incident, and reward information.

Media releases should include the age, sex, and city of residence of individuals involved, whenever possible. After a deadly force incident, the names of involved officers are withheld for at least three days but may be released if there are no credible threats against them.

When media releases include suspect information or crime details, a copy is saved by the PIO office, and the officer assigned to the case files a copy under the appropriate case number.