Chicago Police DepartmentSpecial Order S04-07-08
Processing Illinois Traffic Crash Reports
Issue Date:25 March 2013Effective Date:25 March 2013
Rescinds:23 February 2012 Version
Index Category:Preliminary Investigations
I.Purpose
This directive:
  • A.defines the responsibilities of members assigned to process the Illinois Traffic Crash Report SR1050C (January 2013).
  • B.continues the:
    • 1.Chicago Police Department Records Processing Section Document Pouch.
    • 2.requirement to utilize Records Processing Section Document Pouches when forwarding completed Illinois Traffic Crash Reports from the district / unit to the Records Division.
    • 3.Records Processing Section Document Pouch Receipt (CPD-31.631).
    • 4.Transfer List - Traffic Crash Reports (CPD-31.660).
II.Transmittal - Traffic Crash Reports
  • A.A Transfer List - Traffic Crash Reports (CPD-31.660) is used for the control and transmittal of Illinois Traffic Crash Reports and related statements.
    • 1.The original and one photocopy of the transfer list, along with the associated Illinois Traffic Crash Reports and related statements, will be forwarded to the Records Division, Unit 163, in a Records Processing Section Document Pouch.
    • 2.One photocopy of the transfer list will be retained in the originating unit’s file until the yellow copy is returned by the Records Division. The unit copy will then be destroyed in accordance with existing record-retention requirements.
  • B.The Transfer List - Traffic Crash Reports will indicate the Records Division (RD) numbers and locations of the reported crashes separated into two categories:
    • 1.Illinois Department of Transportation (IDOT) Standard Traffic Crashes, which are defined as all traffic crashes:
      • a.designated as a hit and run, or
      • b.that do not meet the criteria of a nonstandard traffic crash.
    • 2.Nonstandard Traffic Crashes, which are defined as all traffic crashes, excluding crashes designated as a hit and run:
      • a.with less than $1,500 worth of damage, or
      • b.occurring on private property.


III.Records Processing Section Document Pouch and Document Pouch Receipt
  • A.The Records Processing Section Document Pouch will be used to securely transport the Transfer List - Traffic Crash Reports, associated Illinois Traffic Crash Reports, and related statements.
  • B.The Records Processing Section Document Pouch Receipt, prepared in triplicate, will be used to verify the specific pouch(es) that are picked up from the originating district / unit by the Police Documents Section courier.
    • 1.The white (original) and yellow receipt copy will be placed in the plastic insert on the outside of the Records Processing Section Document Pouch.
    • 2.The pink receipt copy will be retained in the originating unit’s file until the yellow copy is returned by the Records Division. The pink copy will then be destroyed in accordance with existing record-retention requirements.
IV.District Personnel Responsibilities
  • A.Approved Illinois Traffic Crash Reports will be gathered at the end of each tour of duty by desk personnel.
  • B.The first watch station supervisor will ensure:
    • 1.transfer lists are prepared for all Illinois Traffic Crash Reports submitted during the previous day.
    • 2.the member assigned to prepare the Transfer List - Traffic Crash Reports:
      • a.numerically lists traffic crashes submitted during the previous day separated into two categories:
        • (1)IDOT Standard Traffic Crashes.
        • (2)Nonstandard Traffic Crashes.
      • b.records all other information required on the transfer list, including whether the crash was a hit and run.
      • c.records the pouch number(s) that will be used to send the Illinois Traffic Crash Reports and the transfer list to the Records Division.
      • d.signs the transfer list.
      • e.copies of both sides of all Illinois Traffic Crash Reports are listed on the transfer list and submit one copy of the completed transfer list along with photocopies of the crash reports to the District Review Office.
    • 3.the Illinois Traffic Crash Reports are approved, properly entered on the transfer list, and are attached to the original copy of the transfer list.
    • 4.he or she signs the Transfer List - Traffic Crash Reports form indicating the approved Illinois Traffic Crash Reports, related statements, and the transfer lists are placed and securely locked in the Records Processing Section Document Pouch.
    • 5.the Records Processing Section Document Pouch Receipt is prepared.
      NOTE:
      Only one Document Pouch Receipt is needed when sending multiple pouches. The pouch number for all pouches sent will be recorded in the “Pouch number(s)” section on the Records Processing Section Document Pouch Receipt.
    • 6.upon their signature and the signature of the Police Documents Section courier, the white (original) and yellow copy of the Document Pouch Receipt is placed into the plastic insert on the outside of the Records Processing Section Document Pouch.
      NOTE:
      It will be the responsibility of each watch’s station supervisor to inform the on-coming station supervisor of any Records Processing Section Document Pouches from the previous watch that need to be sent to the Records Division.
  • C.The station supervisor will ensure that immediate action is taken to correct errors and/or locate Illinois Traffic Crash Reports which are reported missing by the Records Division.
  • D.Photocopies of each Illinois Traffic Crash Report will be retained in the review office for sixty days after the transfer list has been submitted. The Records Division will verify receipt of the original crash report by returning a receipted copy of the transfer list to the originating unit. District review officers will destroy the copies of the Illinois Traffic Crash Reports only after receiving the verified receipt and the sixty-day time frame has expired.
    NOTE:
    District members will not distribute copies of Illinois Traffic Crash Reports to non-Department members but will direct them to the Records Inquiry Section, Records Division, to obtain copies.
  • E.Originating units will retain the receipted copies of the Transfer List - Traffic Crash Reports and the Records Processing Section Document Pouch Receipts in accordance with existing records-retention requirements.
V.Police Documents Section Personnel Responsibilities
  • A.The Police Documents Section will maintain:
    • 1.a ledger book which will be used to record the information on the receipted Records Processing Section Document Pouches.
    • 2.the Records Processing Section Document Pouches in a secured repository designated for that purpose.
  • B.The Police Documents Section courier will:
    • 1.upon receipt of the Records Processing Section Document Pouch(es) from the originating district / unit, sign the Records Processing Section Document Pouch Receipt to verify the specific pouch(es) received.
    • 2.upon delivery of the Records Processing Section Document Pouch(es) to the Police Documents Section, complete the ledger book, recording all information before placing the document pouch(es) into the designated secured repository.
VI.Records Division Responsibilities
  • A.The Director, Records Division, will ensure the Records Processing Section Document Pouches are retrieved from the Police Documents Section on a daily basis.
  • B.Upon receipt of the Illinois Traffic Crash Reports and the Transfer List - Traffic Crash Reports, the Director, Records Division, will ensure that:
    • 1.RD numbers on the transfer list match the RD number on each of the listed Illinois Traffic Crash Reports.
    • 2.the station supervisor of the originating unit is immediately notified if any documents are missing.
    • 3.a copy of the transfer list is time-stamped, signed by the member who checked the list, and returned to the originating unit with notations indicating any reports not received.
    • 4.the yellow copy of the Records Processing Section Document Pouch Receipt is time-stamped and returned to the originating unit.
    • 5.Records Processing Section Document Pouches are immediately returned to the Police Documents Section.
    • 6.photocopies of the transfer lists documenting Illinois Traffic Crash Reports identified as hit and run crashes are forwarded to the Major Accident Investigation Unit.
    • 7.the appropriate information and scanned images from the received Illinois Traffic Crash Reports are data-entered and retained.
    • 8.the Illinois Traffic Crash Reports, original Transfer List - Traffic Crash Reports, and the Records Processing Section Document Pouch Receipts are retained in accordance with existing records-retention requirements.
    • 9.the keys to the Records Processing Section Document Pouches are maintained and secured.
Items indicated by italic/double underline were added or revised.
Authenticated by: JKH
Garry F. McCarthy
Superintendent of Police
12-135 RDR