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3.8.1 - General Standard

Department records shall be truthful, objective, and sufficiently detailed to explain the incident and the officer’s actions. Reports must distinguish observations from statements, assumptions, and information obtained from other sources.

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3.8.2 - Report Responsibility

The primary officer is responsible for ensuring that required incident documentation is completed or affirmatively assigned to another authorized officer. Assisting personnel shall complete any supplemental documentation required for their own material actions, observations, evidence, or use of force.

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3.8.3 - Minimum Documentation Principles

As applicable to the event, document:
  • Date, location, participating units, and incident type.
  • Reason for the initial police contact and relevant legal grounds.
  • A factual sequence of material events and observations.
  • Identifying information for involved persons and vehicles when available.
  • Relevant statements, evidence, property, or media references.
  • Enforcement actions, charges, citations, towing, and custody decisions.
  • Any required supervisor notifications and final disposition.
These are general documentation principles; required MDT fields and special incident reports remain governed by their dedicated policies.

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3.8.4 - Accuracy, Corrections & Integrity

Officers shall not fabricate, conceal, backdate, or materially distort reports. Material errors discovered after submission should be corrected through the authorized record-amendment process, preserving the integrity of the original record and any audit trail.

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3.8.5 - Evidence & Restricted Information

Record evidence through authorized channels and respect applicable chain-of-custody rules. MDT records, protected personal information, and restricted investigative materials may only be accessed or shared for legitimate Department purposes.

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3.8.6 - Timeliness & Shift Handoffs

Reports should be completed as promptly as practical and in accordance with any specific deadlines established elsewhere in DPS policy. An officer going off duty shall not silently abandon a time-sensitive report, evidence obligation, or unresolved custodial matter; the responsibility must be completed or properly transferred.

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3.8.7 - Additional Reporting Requirements

Incidents involving force, officer-involved shootings, pursuits, collisions, impounds, or other specially regulated events may require separate reports, notifications, or supervisory review. Those dedicated policies control when additional documentation is required.