Chicago Police DepartmentSpecial Order S09-03-02
Forms Management System
Issue Date:17 August 2015Effective Date:17 August 2015
Rescinds:06 May 2009 version
Index Category:Information Management
I.Purpose
  • A.This directive outlines responsibilities and procedures for the administration of the Chicago Police Department's forms management system.
  • B.This directive complies with CALEA Standard Chapter 11.
II.Definitions
  • A.Form - A document with blank spaces or fields to be completed with information.
    NOTE:
    The exception to this definition are CPD forms that are merely informational. An example is the Chicago Police Operations Calendar (CPD-11.000).
  • B.New CPD Form - An additional Chicago Police Department form that is created and issued an official CPD form number from the Research and Development Division.
  • C.Revised CPD Form - A Chicago Police Department form that is changed in content, size, shape, or description and discontinues the previous version of said form.
  • D.Discontinued CPD Form - A Chicago Police Department form that is no longer used, designated inactive, and excluded from the list of active CPD forms.
  • E.Automated CPD Form - A Chicago Police Department form that is placed on the Department’s intranet at the Department Directives System under its title and CPD form number. Automated CPD forms are in PDF format and give the user the ability to complete and print or just print the form electronically.
  • F.Print Shop - The Reproduction and Graphic Arts Section’s printing area located on the first floor of the Public Safety Headquarters Building.
III.Responsibilities
The Research and Development Division has the responsibility for:
  • A.creating new CPD forms from a prototype.
    NOTE:
    It is the requester’s responsibility for developing the concept of a new form and supplying a draft to the Research and Development Division.
  • B.revising existing CPD forms.
  • C.discontinuing CPD forms.
  • D.automating (read / write PDF format) CPD forms.
  • E.managing the CPD forms numbering system consistent with the bureau/unit/section numbering series.
  • F.coordinating the printing of CPD forms.
    NOTE:
    The Reproduction and Graphic Arts Section will not honor requests for duplication of CPD forms unless the Reproduction & Graphic Arts Service Requisition (CPD-34.705) has been approved by the Research and Development Division.
  • G.maintaining CPD form files which include history, printing specifications, copies of print requests, annual usage, samples, and any other related information.
  • H.requesting retention periods for new CPD forms through the Local Records Commission and the Illinois State Archives.
  • I.maintaining the CPD Forms Retention Schedule (CPD-11.717) consistent with the Department directive entitled ”Records Management.”
IV.Procedures
  • A.Requests for a New CPD Form
    • 1.The requesting member will complete a Request For New CPD Form (CPD-15.272), receive approval from the appropriate supervisor, attach a draft, and send it directly to the Research and Development Division.
    • 2.The Research and Development Division will:
      • a.upon receipt of the Request For New CPD Form (CPD-15.272), review for design and non-duplication, create the new CPD form, and submit it to the requester for approval.
      • b.once the new form is approved, prepare and submit the appropriate printing request to the Reproduction and Graphic Arts Section (Print Shop), City of Chicago - Reproduction and Graphics Center, or a commercial printer. If requested, the form will also be placed on the Department’s intranet at the Department Directives System.
  • B.Requests for a Revised CPD Form
    • 1.The requesting member will complete a Request For Revised CPD Form (CPD-15.273), receive approval from the appropriate supervisor, attach a draft, and send it directly to the Research and Development Division.
    • 2.The Research and Development Division will:
      • a.upon receipt of the Request For Revised CPD Form (CPD-15.273), review and revise the CPD form and submit it to the requester for approval.
      • b.once the revised form is approved, prepare and submit the appropriate printing request to the Reproduction and Graphic Arts Section (Print Shop), City of Chicago - Reproduction and Graphics Center, or a commercial printer. If requested, the form will also be placed on the Department’s intranet at the Department Directives System.
  • C.Requests to Automate an Existing CPD Form
    • 1.The requesting member will complete a Request To Automate An Existing CPD Form (CPD-15.274), receive approval from the appropriate supervisor, and send it directly to the Research and Development Division.
    • 2.The Research and Development Division will:
      • a.upon receipt of the Request To Automate An Existing CPD Form (CPD-15.274), review and determine feasibility of automation for the CPD form.
      • b.inform the requester if automation is feasible and, if feasible, the date the form is placed on the Department’s intranet at the Department Directives System.
    • 3.Not all forms are able to be automated and requests for automation will be completed, as appropriate. Multiple-part forms are usually not automated.
  • D.Requests to Discontinue an Existing CPD Form
    • 1.The requesting member will complete a Request To Discontinue CPD Form (CPD-15.271), receive approval from the appropriate supervisor, attach the said form, and send it directly to the Research and Development Division.
    • 2.The Research and Development Division will:
      • a.upon receipt of the Request To Discontinue CPD Form (CPD-15.271), review and discontinue the CPD form.
      • b.delete the discontinued form from the list of active forms and place into the discontinued form files.
  • E.Requests for Printing of CPD Forms
    • 1.The requesting member will:
      • a.submit a Material Requisition (CPD-34.622) directly to the Equipment and Supply Section, if the form is stored at the Equipment and Supply Section.
      • b.if the form is stored in the requesting unit and not at the Equipment and Supply Section, contact the Research and Development Division to request printing of the CPD form.
    • 2.The Research and Development Division will:
      • a.evaluate the request for printing.
      • b.prepare a Reproduction and Graphic Arts Service Requisition (CPD-34.705) to have the form printed.
    • 3.When printing is completed, the requester will be notified by the Reproduction and Graphic Arts Section (Print Shop) or the City of Chicago - Graphics and Reproduction Center to retrieve the CPD forms. The requester will retrieve the printed forms in a timely manner due to storage constraints.
    • 4.If a form cannot be printed by the Reproduction and Graphic Arts Section (Print Shop) or City of Chicago - Graphics and Reproduction Center, the Research and Development Division will confer with the requesting member about commercial printing services.
      NOTE:
      Several months are required for commercial printing services due to normal procurement procedures between the city and vendors.
  • F.Searching for an Automated CPD Form via the Department Directives System
    • 1.The member will:
      • a.access the Department Intranet at the Department Directives System application.
      • b.either:
        • (1)at the Department Directives System site, select the “Contents” tab. Select “Resources” then select ”Department Forms”. Select the series of the form number. (Example, (CPD-11.143) would be in the 11.000 series).
        • (2)at the Department Directives System site, enter the form name or number in the “Basic Search” box. Select “Search”. If automated, the document containing the series of the form number will display on the results list under “Resources”. Select the series of the form number.
      • c.select the CPD form needed and click to open the form. The member may now complete and/or print the form.
    • 2.If the CPD form does not appear in the listing, it is not available online.
      NOTE:
      Not all CPD forms are automated and available online.
  • G.Cross-referencing a CPD Form with a Directive via the Department Directives System
    The member will:
    • 1.access the Department’s intranet at the Department Directives System application.
    • 2.at the Department Directives System site, enter the CPD form number (e.g., CPD-11.143) in the “Basic Search” box, and select “Search.” The directives that reference the form will appear. Click on the directives to open.
      NOTE:
      Not all CPD forms have a related directive.
  • H.Additional CPD Form Information
    • 1.When requesting services of the Research and Development Division relative to Department forms, timelines for completion will be determined by the Research and Development Division on the particular service needed.
      NOTE:
      Ample time should be allowed for all services, noting that additional time may be needed for some printing requests, particularly contractual commercial printing. Frequently, several months are needed to print a new form through a commercial printing contract.
    • 2.All requests must have the appropriate approvals before a service is provided by the Research and Development Division relative to CPD forms. An appropriate approval is obtained from the Department member of the appropriate Bureau/Division/Unit/Section relative to the subject matter of the form, unit of origination or ownership of the form, and who is authorized to approve the form.
    • 3.The CPD Forms Retention Schedule (CPD-11.717) is a listing of CPD forms, retention periods, and current CPD form revision dates. It is available on the Department’s intranet at the Department Directives System and is updated as feasible.
    • 4.Questions relating to the creation, revision, automation, retention, printing, storage, and history of Department forms will be referred to the Research and Development Division. However, questions concerning the usage of the form will be resolved by referring to related directives and the form instructions or consulting with the unit of ownership or the member’s supervisor.
Authenticated by: KC
Garry F. McCarthy
Superintendent of Police
15-109 JB