010. NUMBERING SYSTEM USED IN VOLUME 5.
The modified decimal system is used in Volume 5. In addition, numbering of each section in each chapter of Volume 5 is accomplished by using form title numbers in numerical sequence. To illustrate, the Personal Summary, Form 01.02.00, will be found in Volume 5, Chapter 1.
020. INDEXING OF FORM TITLES. Each form title is listed alphabetically in the Department Manual Appendix.
030. REPORT PROCEDURE.
030.05 DUTY OF EMPLOYEE.
General. An employee shall complete all reports necessary to the efficient performance of his/her job.
Felony Crimes. Appropriate reports shall be completed when there is reasonable cause to believe a felony has occurred, regardless of whether complete information pertaining to each element of the crime is initially available.
Courtesy Reports. Courtesy reports shall only be completed when the following conditions exist:
Note: Courtesy reports shall not be taken telephonically.
030.10 OBTAINING PRIVATE PERSON'S SIGNATURE. The signature of the person reporting the crime or making the complaint is desirable on the original of all crime reports. When officers complete reports using forms in the Officer's Field Book, the person reporting the crime or incident or making the complaint should read and sign the report. When the person is unable to sign or place a "mark" on the report, the reporting officer shall make the notation that the person is unable to sign. When a handwritten copy is attached and distributed, it shall be considered the original.
Exception: The reporting person's signature is not required on a Combined Crime and Arrest Report.
Note: The above exception does not affect the requirement to obtain the signature of an arresting private person in the body of an Arrest Report (Manual Section 4/216.33).
030.15 RECORD CLERK NOT AVAILABLE. An employee desiring to make a report when the record clerk is not available shall write the report upon the proper form, sign it, and secure the approval of a supervisor. The record clerk typing the report from the handwritten copy shall type in signatures as they appear on the handwritten copy. When the reporting employee does not sign the typed original, the record clerk shall staple the handwritten copy to the typed original and distribute the two as provided for the original copy of the form.
030.20 EMPLOYEE'S NAME WITHIN BODY OF REPORT. An employee who refers to another employee of the Department in a report shall use the name of that employee as it appears on the payroll roster, complete with rank and serial number.
030.25 DETERMINING AREA OF OCCURRENCE. The area of occurrence is the Area in which the incident occurred, except:
When it is not known definitely in what Area the crime occurred, the Area of occurrence shall be determined by the following, in the order given:
030.26 GEOGRAPHIC AREA STATION REPORTING DISTRICT DESIGNATIONS. The reporting district number of a geographic Area station shall be composed of the geographic Area numerical designation, followed by two zeros.
Exception: The reporting district designation for Central Area station is 110.
The only non‑geographic Area facility bearing a reporting district designation is Police Administration Building. The reporting district designation for Police Administration Building is 100.
030.28 INVESTIGATING DIVISION ON CRIME REPORTS. Employees completing crime reports shall record the investigating division in the space provided.
If an investigating division is changed after the crime report has been distributed, the commanding officer of the investigating division from which the case is being reassigned shall ensure completion of a Follow‑up Investigation, Form 03.14.00, indicating such change.
030.30 USE OF "X" BOX ON FORM. The box beside the Phone No. box on Department forms shall be marked to indicate where the individual may be contacted during the day.
030.35 PROPERTY DESCRIPTION. Clothing. Give name of article to be described. Indicate size, color, maker's label, laundry or cleaner's marks, kind of materials. Give valuation.
Firearms. The description of a firearm shall include the serial number, maker's name, model, caliber or gauge, color of metal, barrel length, type of grips or stocks, any marks or inscriptions. The type of firearm shall be described by the following appropriate categories; automatic, bolt action, carbine, derringer, double barreled, flare gun, gas or air gun, flintlock, semiautomatic, jet propulsion, blank pistol, lever action, machine, launcher, over and under, pump action, antique, revolver, single shot, recoilless, percussion, three barrels, or four or more barrels. State whether revolver, automatic pistol, pump gun, rifle, or shotgun. If shotgun, give number of barrels. Under description of guns may be shown holsters, cartridge belts, cartridges, etc.
Tires. List size, maker's name, color, tread, serial numbers and if mounted alone or on rim with wheel and tube.
Drugs. List actual amount and/or weight in grams or pounds (state whether gross or net), kind, valuation, and any other description.
Cash Registers, Adding Machines, Typewriters, Bookkeeping Machines, Calculators, Check Protectors, and Other Office Machines. Give maker's name, size, model number, serial number, color, and any other marks or inscriptions.
Cameras and Equipment-Projectors and Cases. List maker's name, model number, serial number, lens numbers, and names. Type of camera (movie, Graphlex, box, folding), film size. On projectors, give bulb size and type of cooling system. State kind of material (wood, metal, or leather) of camera projector and case.
Electrical Equipment. List kind of material, size, color, model and serial numbers, wattage, voltage, maker's name, and any initials or other marks or inscriptions.
Jewelry. After listing name of the article to be described, include the following when it is part of the description:
Household Articles: Give the name of the article being described.
Building Equipment. List size, color, maker's name, number, or amount of articles lost or stolen, and any serial numbers.
Books. List name of book, publisher's name, author's name, color and kind of material of binding, approximate size of book, as well as any written inscriptions, such as owner's name, bookplates, or author's signature.
Optical Goods. List maker's name, color, material of article and case; serial and model numbers (power number or size of binoculars and telescopes), and initials or other marks of identification.
Doctor's and Dentist's Instruments. Give maker's name, size, serial numbers, model numbers, material, color and marks of identification. Show case size and color.
Musical Instruments. Give color, material, maker's name, number or other marks of identification. Describe carrying cases.
Knives (Other Than Table). Hunting, pocket, butcher. Give color, material of handles; numbers, maker's name, inscriptions. Describe carrying cases.
Pens and Pencils. Give maker's name, color, size, whether man's or woman's, numbers, initials or other marks of identification.
Smoking Equipment. Give color and size of pipes; amount of tobacco; number of cigars or cigarettes (box or package or humidor jar); maker's name.
Sewing Machines. Give maker's name, brand name, serial number of both machine and motor (if electric); whether wood or metal; table, desk, portable, treadle type, and any marks or inscriptions.
Sporting Goods. Give maker's name, numbers, color, kind of material, initials or other inscriptions.
Groceries. Give kind of article; brand label, number of kind lost or stolen, and any other general description available.
Toilet Articles and Cosmetics. Give size, color, material, maker's or brand name, initials, numbers or other marks of identification.
Tools. Give kind of tool, size, serial number, maker or brand name, initials or other identification, and number of tools lost or stolen.
Animals. State kind of animal, size, color, name, age, license number, and any other description available.
Automobile Supplies and Equipment (Other Than Tires). Give size, color, maker's name, serial numbers, number of articles, and other marks of identification.
Leather Goods. List size, color, maker's name, serial numbers, initials, or other marks of identification.
Bicycles. The make, frame number, serial number, gender, and speed of the bicycle must be included on the report. Additional descriptors may include: Color, wheel and tire size, condition, and any other special equipment or marks.
When recovering, impounding, or booking a bicycle, officers shall query the Automated Property System to determine if a bicycle is stolen and document the results of the query on the appropriate report. If a bicycle does not have a make or frame number, that fact shall be included in the report.
Coin and Stamp Collections. Indicate type, date, mint or issue, and condition of individual coins and stamps. Indicate how they are packaged or contained, if applicable. However, when a collection of one type of coin is involved, indicate the type and number of coins in the collection; e.g., "1 set Jefferson nickels, 1940 through 1971, containing coins (show number)." Itemize each coin in the collection, indicating date, mint, and condition, if known. The estimated market value shall be included with the description of the coin(s) or stamp(s). The face value of the coin(s) or stamp(s) shall be indicated in the value column. In the case of foreign coins, currency, or stamps, face value shall not be indicated in the value column but shall be indicated with the description.
Paper money of collection value shall be described in the same manner as coins, including the serial number, if known.
Note: On all articles listed, the maker's or brand name, serial and model numbers, size and color, and valuation shall be shown. Initials or other marks of identification which may have been added after purchase of articles shall be shown.
030.40 LISTING PROPERTY. General. Employees conducting a preliminary investigation where property is taken or lost shall mark the appropriate check box of the Investigative Report, Form 03.01.00, indicating whether or not the property was marked with an owner applied identification number. If the property was marked, the reporting employee shall explain how the property was marked in the narrative portion of the Investigative Report. All items, including items in suitcases or other containers, shall be listed on the appropriate report. Each item listed shall be numbered.
Initial Reports. Items of property, listed on the following reports, bearing the same DR number, shall be numbered consecutively, beginning with No. 1:
Note: The number used to identify an item on a crime or lost report is not required to correspond with the number assigned to the article on an evidence or property report.
Additional Reports. Items of property listed on the following additional reports, bearing the same DR number, shall continue the sequence of numbers used on the previous report:
Note: When using the Follow‑up Report, Form 03.14.00, the correct name of the item and the item number shall be obtained from the Crime and Traffic Reports Unit, Records and Identification Division, when such information is not otherwise available. Both the name of the item and the item number shall be listed in the body of the report.
Reports Requiring Identical Item Numbers. On the following reports, the item number used to identify an article shall be identical to the number assigned to the article on the related report:
Property Sequence. Property shall be listed on all reports in the following sequence:
Note: When it is impossible to estimate the value, "Value Unk" shall be placed in the value column of concerned reports. If all items have an unknown value, the words "Value Unk" shall be placed where the total figure would normally appear.
1 1- wrist watch-#J6986- "Omega" -#5557-men's yel/met with Roman numeral dial numbers and the initials "R.M.H." on the back-$250.00
When narcotics are taken, they shall be listed first, followed by money, firearms, identifiable property, and other items.
Note: For the purposes of this section, identifiable property shall be that property marked with serial numbers and/or other inscription.
Exception: No value shall be shown on the Property Report, Form 10.01.00.
030.45 DESCRIPTION OF SUSPECTS. The following shall be used for all types of reports:
Suspects: This is used as a general classification. If a juvenile is involved, indicate by "Juv."
Number: Exact number of suspects; if over 9, use "Gang."
Sex: Male or female.
Vehicle Used: If obtainable, describe year, make, body type, color(s), license number, and identifying characteristics.
Individual Description of Suspect:
Identifying Marks and Characteristics:
Clothing: Type and color (Manual Section 5/030.35).
Occupation: State if known.
Witness: Statement of witness relating to the crime.
030.48 ABBREVIATION OF ROADWAY TYPES. Two‑letter abbreviations of roadway types shall be limited to the following:
030.50 ABBREVIATIONS. The following abbreviations will be used to indicate the working details of concerned personnel on arrest and identification reports and other reports requiring that information:
030.55 HOW TO SIGN REPORTS. An officer completing a report which directly relates to field activities or which might result in the issuance of subpoenas shall print his or her first and middle initials, last name, serial number, unit of assignment, and unit designation or detail in the signature box.
Example: A. B. Smith 12345 CENT. A.
030.57 HANDWRITTEN REPORTS. Only pencils or ball‑point pens containing black ink shall be used to complete handwritten crime or traffic reports.
Exception: Offset master forms which are completed by hand shall be printed with a ballpoint pen containing black or blue offset reproducing ink.
030.60 APPROVAL OF REPORTS. All reports which require approval shall be checked and approved by a concerned supervisor for propriety, essential information, clarity, and legibility. When available, or in complex arrests requiring additional review, the investigative supervisor giving booking advice shall review all related reports for required content and place his/her initials and serial number at the conclusion of the narrative portion of each report.
Duplicated or typed copies of original reports shall be checked and approved by a supervisor prior to distribution.
The supervisor who checks the copies shall indicate his/her approval by placing his/her initials on one copy, in the margin below the original approval signature. This copy shall be used as the divisional file copy.
Responsibility for compliance with this procedure shall rest with the watch commander in the division where the copies are made.
030.61 EXTRA COPY DESIGNATION. Prior to approval of a Investigative Report, Form 03.01.00, an Arrest Report, Form 05.02.00, or a Property Report, Form 10.01.00, the approving supervisor shall indicate appropriate extra copy distribution in the space provided on the form. (Manual Section 5/030.66)
030.63 OUT‑OF‑AREA CRIME REPORTS. When a crime report is completed in other than the Area of occurrence, the concerned officer shall place the words "Copies to (Area of occurrence)" in the left margin and circle the reporting district.
030.65 COURTESY REPORTS. A DR number shall be obtained and used on all reports where the location of occurrence is outside the jurisdiction of the Los Angeles Police Department.
Distribution. The distribution of courtesy reports, except vehicle reports (CHP Form 180), shall be as follows:
030.66 DISTRIBUTION GUIDE-FOR REPORTING EMPLOYEES/SUPERVISORS-IR, ARREST, AND PROPERTY REPORTS.
- EXTRA COPIES -
ABC licensed premises, any arrest on - ABC
Alcohol, untaxed - United States Department of Treasury
Aircraft, Operating under‑the‑influence of alcohol or drugs - ASD
Airline tickets or validation equipment involved - CCD (Not required if forgery arrest)
Air Support assists with arrest - ASD
Altercation, Department employment a factor - Check box or print ALTERCATION
Asian involved as suspect or victim - Asian Crime Unit, GND
Attack on police officer, firefighter, or public building - MCD
Badge or ID card, Department, Involved - Personnel Division (PCU)
Badge, Special Officer's, involved - CID
Bank involved - Specialized Report Distribution Unit FBI
Bullet or cartridge case, discharged, booked as evidence - FSD
Checks, checkwriting equipment, credit card involved - (Not required if forgery arrest)
Counterfeiting (IR or Property Report with no arrest) - Secret Service
County property stolen - LASD
Consular officers and property - COS, CTSOB, MCD, Media Relations and Community Affairs Group‑OCOP
Crimes involving property in the care of an OPG - CID
Cruelty to animals - DSVD
Department property lost/stolen/recovered - Supply Section, FOD
Destructive devices (illegal), possession of bombs, incendiary devices, etc. - MCD
Disturbing peace of public meetings or schools - MCD
DUI, refused chemical tests - Traffic Auditor
Failing to register (290PC) - Registration Enforcement and Compliance Team Coordinator for 290 PC; and, Custody Services Division for 11590 H& S
Firearms (illegal), possession of - MCD
Firearms, lost/stolen/booked - R&I Division, Automated Vehicle and Property Section
Supervisor, and DSVD, Gun Unit. If Department issued, also indicate copy for Armory, Training Division.
Five thousand dollars, property in excess of involved - FBI
Gypsy involved as suspect or victim - CCD
Hatred or prejudice crime or incident - DSVD,CCS-MCD, CRD
Identifiable property lost/stolen - CCD
Impersonating an officer involved - CCD
Labor dispute/strike involved - Labor Relations Unit - EOD
Los Angeles County Metropolitan Transportation Authority-involved, report taken by LAPD-MTA
Lost Report where pickpocket is probable crime - CCD
Lottery‑related crimes - Area vice unit
Metropolitan Division, any arrest & related reports - Metro
Narcotics, stolen or booked - Area Narcotics Enforcement Detail (NED)
Police Commission permittee arrested or premises involved (pay parking lot, pawn shop, second hand dealer, etc.) - CID
Prescription forms, blank, lost/stolen/recovered - (Same as Checks)
Public Utilities Driver (include taxi) arrested for any charge (on or off-duty) - Department of Transportation
Racial, religious, ethnic overtones - MCD
Reserve Officer arrested - Personnel Division (with Department equipment)
Sex crime with juvenile victim or suspect - Juvenile Division (SECU)
Sex involved, adult or juvenile (not prostitution) - RHD
Shots Fired - Check box or print SHOTS FIRED
Special Officer arrested - CID (with ID)
Threats against California State public officials - California Highway Patrol
Workplace Violence reports (IR or Arrest report) - Threat Management Unit - DSVD and SECSD
Youth serving agency employee (school teacher, scout leader, etc.) involved in sex crime, or involved in any crime with juvenile victim - Juvenile Division
INVESTIGATIVE UNITS other than geographic detectives. These units handle both adults & juveniles, unless otherwise indicated. GTA/10851 VC arrests are handled by detectives in Area stolen; juvenile runaways are handled by detectives in Area of residence.
SPECIALIZED DETECTIVE DIVISION
Copy to employee's commanding officer, employee's bureau commanding officer, and Commanding Officer, Training Division. If Special Officer involved, also send copy to Police Commission.
Copy to Detective Division, Area of Occurrence; Commanding Officer, Training, PLUS:
Forward one copy as designated in left margin; except:
030.67 USE OF XEROX MACHINE. An employee operating a Xerox machine shall determine if the copies reproduced are legible; illegible copies shall not be submitted for distribution.
Xerox machine malfunctions which cannot be corrected by the operator shall be reported to the division watch commander, who shall notify the Xerox service center that is responsible for the geographic area in which the copiers are located.
If vendor service is inadequate or unsatisfactory, the division watch commander shall notify, or cause to be notified, during normal business hours, the Xerox Coordinator, Supply Section, Fiscal Operations Division.
When the repairs cannot be made within a reasonable time, the reports shall be reproduced at the nearest location where a Xerox machine is available.
030.68 DEPARTMENT NOTICES AND BULLETINS-REPRODUCTION FOR DISTRIBUTION. For all notices, bulletins, and other items reproduced by the Mail Unit, Records and Identification Division, that require a distribution of over 200 copies, but not more than 1,000, two masters shall be forwarded to the Mail Unit, Records and Identification Division.
030.69 COMPUTER‑GENERATED DEPARTMENT FORMS. When an official Department form is generated on a computer or word processor, the concerned commanding officer shall ensure the following:
Note: Commanding officers shall periodically audit the computer‑generated forms used within their commands to ensure consistency with form revisions.
030.70 USE OF RECORDING MACHINES. The use of recording machines for traffic collision reports shall be confined to officers assigned to accident investigation units.
030.75 TRANSCRIBING REPORTS. Record clerks shall transcribe reports at the earliest opportunity and in any case, within twelve hours after recording.
030.80 MISSING JUVENILE BROADCASTS. Before a record clerk teletypes a Missing Juvenile Broadcast, the employee shall ascertain whether a previous teletype has been published. If not, the record unit employee accepting the report shall teletype the information.
If information is received by the divisional record unit that the juvenile has returned, the record unit employee receiving such information shall transmit it to the Missing Juveniles Unit for teletype broadcast cancellations.
030.85 REQUESTS BY EMPLOYEES FOR PERSONAL USE. Under no circumstances shall any employee be given a copy of any report, photograph, or fingerprint card for his/her own personal use.
030.90 REQUESTS BY PRIVATE PERSONS. Carbon copies of Department forms, other than the Traffic Collision Report, Form 4.1, shall not be given to persons making reports to this Department.
Blank forms shall not be furnished to any outside person or agency except those specifically noted in various sections of the Department Manual.
040. DIVISION OF RECORDS NUMBERS.
040.14 GENERAL INFORMATION. The Division of Records (DR) number is the official file number of the Department, and may be referred to as a DR number. Division of Records numbers shall consist of the last two digits of the year followed by a seven digit number. The first two digits of the seven digit number shall indicate the Area of occurrence identification number followed by five numbers arranged consecutively and issued in numerical order. The Network Communications System (NECS) will automatically generate a DR number based on the Consolidated Crime Analysis Database (CCAD) data input by the records unit. When issuing DR numbers, the Area of occurrence identification number will be determined by the Reporting District (RD) of the location of occurrence.
Note: Courtesy Reports for outside law enforcement agencies shall contain the digits “99” within the Area of occurrence DR identification number and the digits “9999” within the Area of occurrence RD identification number.
Division of Records numbers are also generated by Records and Identification Division personnel assigned to the Special Records Distribution Unit and the Vehicle Warrant Section.
The Special Enforcement Section, Detective Support & Vice Division, maintains a register of Vice Report, Form 03.18.00, DR numbers, for manual issuance, allocated for vice.
040.28 EMPLOYEE RESPONSIBILITIES FOR OBTAINING DIVISION OF RECORDS NUMBERS. Each Department employee completing a report requiring the use of a DR number shall secure and record that number upon the report and any related report.
Exception: When a DR number cannot be obtained through the Consolidated Crime Analysis Database (CCAD), DR numbers may be manually issued by the Area of occurrence Records Unit. Area Records Units shall determine, on an individual basis, the necessity for manually issuing DR numbers and shall maintain a log of numbers issued. When the CCAS becomes available, DR numbers shall be inputted by the Area Records Unit and Records and Identification Division personnel.
Manually issued DR numbers shall be issued from the sequential series of Area DR numbers. The set of numbers to be issued manually shall be determined annually by Information Technology Bureau. This set of numbers shall normally be a block of numbers assigned to the Area's sequential series.
If the situation does not involve an arrest, multiple DR numbers, or the need for the services of Forensic Science Division and/or Technical Investigation Division, a supervisor may, at the supervisor's discretion, approve a completed report without an assigned DR number.
040.30 ACCESS TO THE CONSOLIDATED CRIME ANALYSIS DATABASE. Only those employees authorized by their commanding officer shall be allowed access to the Consolidated Crime Analysis Database (CCAD) for data input.
040.42 PROCEDURE FOR OBTAINING. When a Division of Records (DR) number is requested, the requesting employee, upon receiving the DR number, must write the DR number in the designated space on the concerned report and repeat the number to the issuing employee to ensure no error has been made in transcription. When a DR number is obtained for a Vehicle Investigation or a report concerning a lost, stolen or found license plate, the requesting employee must obtain the name or serial number of the issuing employee and the time of the request for inclusion in the report.
Note: At the time a DR number is obtained all required information must be entered into the Consolidated Crime Analysis Database (CCAD).
DR Number-Non‑Booked Arrestees. A DR number in lieu of a booking number must be obtained for the following types of arrests:
A separate DR number must be obtained for connecting crime, property or traffic reports and placed in the appropriate DR number boxes.
Officer's Responsibilities. An officer processing a non‑booked arrestee must obtain a DR number for the arrestee. The number must be entered as follows:
Area Records Unit Responsibility. Whenever an RFC Report is involved, records personnel issuing any type of DR number must be responsible for entering the following information into the CCAD:
DR Number-484 Penal Code RFC-Related. When processing Penal Code (PC) Section 484 RFC-related reports, Area Records Unit personnel must do the following (if applicable):
040.56 ISSUANCE OF DIVISION OF RECORDS NUMBERS. Division of Records (DR) numbers will be issued automatically in sequential order by Area of occurrence. When a report of any type has been assigned a DR number and other reports of related incidents are made, they shall bear the DR number of the initial report.
040.60 LOCATION FOR OBTAINING DIVISION OR RECORDS NUMBERS. Division of Records (DR) numbers shall be obtained from the following locations:
040.65 DR NUMBERS-SUBSEQUENT REVISION. Data which has been incorrectly inputted into the ADRIS shall be corrected by clerical personnel assigned to the concerned geographic Area or division as soon as practical.
040.70 ASSIGNING DIVISION OF RECORDS NUMBERS TO REPORTS. The following report forms require an assigned Division of Records (DR) number:
The following report forms shall bear the DR number of the report to which they relate:
040.84 CROSS‑REFERENCING IN REPORTS. Connecting reports shall be cross‑referenced by DR number and type of report.
050. RECORDS RETENTION PROGRAMS.
050.08 SUPERVISING. Commanding officers and section officers in charge shall be responsible for supervising the proper maintenance and disposal of division records by the division record unit, in accordance with Division 12 of the Los Angeles Administrative Code and the Department Records Retention Program.
Obsolete records shall be placed in cardboard cartons, under the direction of an officer, and fastened securely with twine. Each carton shall be marked or tagged, "To be Destroyed," and turned over to the supply truck which delivers division supplies.
Records Retention Representatives. Commanding officers and section officers in charge shall designate a Records Retention Representative within their command who shall:
050.40 POLICE BULLETINS. Police Bulletins shall be transferred at the end of each month from the monthly file to the yearly file and retained for two years.
050.48 POLICE SERVICE LOG, FORM 15.27.00. Police Service Log, Form 15.27.00, shall be stored at the end of the month and retained for two years.
050.56 TELETYPE BROADCASTS. Teletype broadcasts not otherwise filed shall be destroyed after five days.
050.72 DAILY FIELD ACTIVITIES REPORTS. The Daily Field Activities Report, Form 15.52.00, and the Traffic Daily Field Activities Report, Form 15.52.01, shall be retained for two years.
050.80 DAILY WORKSHEET, FORM 15.26.00. Daily Worksheet, Form 15.26.00, shall be retained for two years.
050.88 DIVISION FILE FOLDER HEADINGS. The main headings of subject matter to be filed shall be printed in the upper‑left corner of the folder. Following are some of the headings to be used: (Additional headings may be used at the discretion of the record unit supervisor):
060. INDEXING OF REPORTS.
060.33 PROCEDURE. Preparation of index cards for division files shall be at the discretion of the commanding officer.
060.66 DIVISIONAL EMPLOYEE CARD FILES. Each commanding officer shall maintain an alphabetical card file containing addresses and phone numbers of employees under his/her command. This file shall be controlled by the commanding officer or watch commander and updated by use of the Employee Record Form, Form 01.38.00.
Note: The home address, telephone number, and other personal information concerning Department employees may be released, to persons both within and outside the Department, only with the approval of the watch commander or officer in charge.
065. TIME RECORDATION. The "24‑Hour Clock" system (military time) shall be used for time recordation on all reports requiring time‑of‑day entries. All time entries shall consist of four digits.
070. FILING OF REPORTS.
070.14 INSTRUCTIONS. Filing shall be done in sequence with the most recent subject to the rear of the file. All reports and records shall be kept in folders in file cabinets, with the exception of teletype reports, which shall be placed on the teletype board located next to the teletype machine.
070.28 CORRESPONDENCE. All correspondence shall be filed according to reference number or subject matter.
070.70 MONTHLY REPORT FOLDERS. A list of required monthly reports shall be placed on the front flap of the folder, indicating the number of copies required and the distribution. A space shall be provided for checking off reports each month as they are made. Each report shall be stapled to the corresponding report for the previous month.
080.08 GENERAL. All correspondence pertaining to Department matters shall be handled in the manner outlined herein. Under no circumstances shall any employee of this Department communicate relative to such matters other than through the commanding officer of the division or detail to which the employee is assigned.
080.12 CORRESPONDENCE RECEIVED AND FORWARDED BY THE MAIL UNIT. The Mail Unit, Records and Identification Division, as required, may open U.S. mail addressed to the Department, the Chief of Police (unless marked "personal" or "confidential"), Records and Identification Division, or investigative divisions (unless addressed to the commanding officers). Correspondence shall be forwarded as follows:
080.16 ADULT CRIMINAL CORRESPONDENCE. Letters concerning adult criminal matters to be forwarded to a detective division shall be processed as follows:
Criminal Records Section, Records and Identification Division. The LA number shall be entered in the right margin of the letter if the person referred to has a local arrest record. The letter shall be photocopied, the original letter filed, and the photostatic copy forwarded to the concerned detective division.
Detective Divisions. Upon receipt of the photostatic copy, the detective division commanding officer shall institute any necessary investigation and prepare a reply, if indicated.
Provision for the signature shall be as follows:
The original and one copy of the reply shall be attached to an addressed, unsealed envelope and forwarded to the Commanding Officer, Detective Bureau.
Commanding Officer, Detective Bureau. The Commanding Officer, Detective Bureau, shall sign the original of the answer and cause it to be mailed. The copy of the answer shall be forwarded to the Criminal Records Section, Records and Identification Division.
080.24 JUVENILE CRIMINAL CORRESPONDENCE. Letters and warrants that concern juvenile criminal matters shall be forwarded to the Commanding Officer, Juvenile Division.
The Commanding Officer, Juvenile Division, upon receiving such correspondence, shall:
Provision for signature shall be as follows:
080.32 CORRESPONDENCE RECEIVED DIRECTLY BY DIVISION. Criminal correspondence received directly by a division shall be forwarded to the Criminal Records Section, Records and Identification Division, for processing.
Exception: In urgent matters, which normally would be handled by that division, a copy shall be made prior to forwarding the original and an immediate investigation instituted. The original shall bear a notation that the forwarding division is handling.
When a division receives a letter directly from the initiator which concerns personnel commendations, suspected narcotic activities, organized criminal activities, or which needs to be translated, the letter shall be forwarded to the Office of the Chief of Police.
080.40 NON‑CRIMINAL CORRESPONDENCE. Unless otherwise directed, replies to non‑criminal correspondence shall be signed by the bureau, area, or division commanding officer beneath the typewritten signature of the Chief of Police as follows:
080.45 SUBROGATED PROPERTY CORRESPONDENCE. A notice of subrogation received by the Department shall be forwarded to the Crime and Miscellaneous Reports Section, Records and Identification Division.
080.64 TRAFFIC CORRESPONDENCE. All correspondence pertaining to traffic, originating within the Department and directed to an addressee outside the Department, shall be signed as follows:
The original and one copy shall be forwarded to the Commanding Officer, Counter Terrorism and Special Operations Bureau, for his/her signature.
Correspondence addressed to the City Traffic Engineer, Traffic Department, or the Bureau of Street Maintenance, Department of Public Works, shall be signed by the issuing commanding officer with a provision for approval by the Commanding Officer, Counter Terrorism and Special Operations Bureau, as follows:
Correspondence directed outside the Department, which does not propose to interpret Department policy, shall be considered "information only" and shall be signed "Chief of Police" by the concerned division commanding officer. One copy shall be forwarded to Counter Terrorism and Special Operations Bureau.
Traffic Correspondence Received Directly by Commanding Officer. All correspondence pertaining to traffic matters within his/her jurisdiction shall be answered by the concerned commanding officer indicating the action taken. When the correspondence contains an interpretation of Department policy, it shall be signed "Chief of Police" by "Commanding Officer, Counter Terrorism and Special Operations Bureau," and forwarded to the Commanding Officer, Counter Terrorism and Special Operations Bureau, for his/her signature. The correspondence shall include:
When the correspondence contains information only and does not propose to interpret Department policy, it shall be signed as follows:
One copy of the reply shall be forwarded to the Commanding Officer, Counter Terrorism and Special Operations Bureau, for review. The original letter shall be filed in the divisional correspondence file.
Traffic Correspondence Forwarded to Commanding Officers. Correspondence forwarded to commanding officers for action shall indicate the following:
Intradepartmental Traffic Correspondence. All correspondence developed within the Department pertaining to traffic shall be sent to the Commanding Officer, Counter Terrorism and Special Operations Bureau, for approval and forwarding to the addressee. Such correspondence shall be on Intradepartmental Correspondence, Form 15.02.00, addressed to the concerned person and signed by the concerned commanding officer with a provision for the approval of the Commanding Officer, Counter Terrorism and Special Operations Bureau. The original and one copy shall be delivered to the Commanding Officer, Counter Terrorism and Special Operations Bureau.
Exception: Correspondence developed within the Department pertaining to traffic and containing information only shall be signed by the concerned division commanding officer and forwarded to the addressee. One copy shall be forwarded to the Commanding Officer, Counter Terrorism and Special Operations Bureau.
Restrictions. No member of the Department shall engage in any correspondence pertaining to traffic representing such correspondence to be official except through the prescribed routine.
Traffic Correspondence-Special Instructions. The following special instructions shall regulate correspondence pertaining to traffic received by, or originated within, Counter Terrorism and Special Operations Bureau:
Exception: Communications to persons outside the Department which contain information only, except those declared official, shall be signed "Chief of Police" by the concerned commanding officer.
Restrictions. No Department employee shall engage in any correspondence pertaining to any Department activity representing such correspondence to be official except through the prescribed Department routine.
080.72 INTRADEPARTMENTAL CORRESPONDENCE. All correspondence between the different divisions and units of the Department shall be written on Intradepartmental Correspondence, Form 15.02.00. Copies of such communications shall always be made and filed in the office of issuance.
Such communications shall always be subscribed by the division commanding officer or one acting in such capacity. An officer of a lesser position may initiate the form; however, his/her division commanding officer must appear as correspondent. Commanding officers shall write all intradepartmental communications pertaining to their post of command and divisions within their jurisdiction. Division commanding officers shall forward such correspondence to the commanding officer of the concerned bureau, who, in turn, shall forward it to the commanding officer of the concerned division within his or her jurisdiction.
An Intradepartmental Correspondence, Form 15.02.00, shall be used for correspondence addressed to the Police Commission. The original shall be forwarded to the Office of the Chief of Police. One copy shall be filed in the division initiating the correspondence.
The block style format and the following components shall be used;
080.88 DEPARTMENT LETTERHEADS. The official letterhead of the Department is the letterhead stationery bearing the Department Seal, surmounted by the words "Los Angeles Police Department."
This letterhead shall be used by all employees when corresponding with other government agencies, other City departments, and the general public. It shall not be used for corresponding within the Police Department. (Intradepartmental Correspondence, Form 15.1 or 15.02.00, shall be used.)
080.90 LETTER FORMAT. The following procedure shall be used when writing any communication except intradepartmental communications:
Letters to Persons Outside of the Department. The block style format and the following components shall be used on all letters sent to persons outside of the Department:
Note: When the signature block is for the Chief of Police it shall be five lines below the complimentary closing. The name and title of the Chief of Police shall be typed at the left margin as follows:
080.92 CORRESPONDENCE WITH COUNTY, STATE, OR FEDERAL OFFICES. All Department correspondence shall be prepared for the signature of the Chief of Police when it is directed to the following:
A copy of the correspondence for the Office of the Mayor shall accompany the original when it is submitted for signature.
080.96 CORRESPONDENCE REFERENCE NUMBERS. Request for additional numbers will be in writing and addressed to the Commanding Officer, Policies and Procedures Division, who will consider the request and make recommendations to the Executive Officer for determination, subject to approval by the Chief of Police.
090. DISTRIBUTION OF REPORTS COMPLETED BY OUTSIDE POLICE AGENCY OFFICERS. Reports completed by an outside police agency's officers shall be distributed in accordance with the normal distribution plus one copy to the outside agency.
Exception: Community college report forms shall be distributed as follows:
092. ADDITIONAL DISTRIBUTION OF REPORTS RELATED TO EMPLOYEE‑INVOLVED USE OF FORCE INCIDENTS. Additional distribution of reports marked "use of force" shall include:
EXTRA COPY DISTRIBUTION
Note: Reports marked "use of force" shall not be placed in the employee's Division Employee Folder, Form 01.01.00, or personnel package, unless contained in the addenda to a sustained personnel complaint.
095. DISTRIBUTION OF REPORTS RELATED TO INCIDENTS INVOLVING RETIRED PEACE OFFICERS. Reports completed concerning incidents involving retired peace officers shall be distributed as follows: