Chicago Police DepartmentSpecial Order S09-03-04
Assignment and Processing of Records Division Numbers
Issue Date:20 November 2003Effective Date:21 November 2003
Rescinds:S03-20
Index Category:Information Management
I.Purpose
This directive outlines the procedures for the issuance of Records Division (RD) numbers.
II.Records Division Numbers
  • A.The RD number will consist of a two-letter prefix, followed by six sequential digits, starting at 100001. The two-letter prefix was created to:
    • 1.differentiate from the event number.
    • 2.avoid confusion in retrieving reports from previous years which have the same letter prefix.
  • B.The following prefixes will be used for the years indicated below:
    2003-HJ2004-HK2005-HL2006-HM2007-HN2008-HP
    NOTE:
    The letters I, O, Q, and U will not be used for RD numbers.
  • C.After completing the H series (2016-HZ), the Department will begin the J series with JA and continue alphabetically through to JZ, with the exceptions of those letters listed in the note to Item II-B.
  • D.Generally, RD numbers will be computer-generated and issued sequentially, beginning with the number 100001. The numbers 000001 through 100000 will be reserved for situations in which the manual assignment of RD numbers is necessary.
  • E.An RD number will be issued for all incidents requiring a case report or Traffic Crash Report (CPD-22.110).
  • F.The Office of Emergency Management and Communications (OEMC) will control the issuance of RD numbers. Department members assigned to field duties will continue to receive RD numbers through their radio zone or Portable Data Terminal (PDT).
  • G.Department members who work within units that have city-wide responsibility will request an RD number through their city-wide dispatcher, via PDT, or by contacting the administrative desk of the OEMC.
  • H.All Department members in district / area facilities who need to obtain an RD number may do so through the Police Computer Aided Dispatch (PCAD) terminal or by contacting the administrative desk of the OEMC if the PCAD system is unavailable.
III.Responsibilities
  • A.The OEMC will maintain a database of all electronic radio dispatch records on the PCAD system. All closed events will be maintained on the Police Management Information System in accordance with the existing forms retention requirements.
  • B.The Public Safety Information Technology will:
    • 1.continue to be the Departments repository for all electronic data.
    • 2.establish and generate internal Department data reports, in either paper or electronic format, as needed to meet Department or unit operational needs.
    • 3.review all current data reports and discontinue those that have been made obsolete by new technologies.
    • 4.retain electronic record storage of electronic radio dispatch records according to the existing forms retention requirements.
  • C.The Records Services Division will:
    • 1.continue to be the Departments repository for all non-electronic data.
    • 2.follow established procedures relative to delinquent case reports and Traffic Crash Reports.
    • 3.verify that the RD number of a field-generated case report or Traffic Crash Report matches the RD number issued by OEMC.
    • 4.retain all handwritten case reports and Traffic Crash Reports according to the existing forms retention requirements.
Philip J. Cline
Superintendent of Police
03-043 LMT(PMD)