Chicago Police DepartmentSpecial Order S04-13-13
Automated Information Report System
Issue Date:28 December 2012Effective Date:28 December 2012
Rescinds:16 December 2011 Version
Index Category:Preliminary Investigations
I.Purpose
This directive:
  • A.continues the Automated Information Report System.
  • B.defines the responsibilities for the collection and reporting of information.
  • C.outlines unit processing, dissemination, follow-up, and retention of Automated Information Reports.
II.General Information
  • A.The Automated Information Report System provides Department members with an electronic means of bringing information on various police concerns such as organized and general criminal activities, terrorism, gangs, racial, ethnic, and religious incidents to the attention of the Department.
    NOTE:
    When verifying sex offender registration information or notifying a sex offender of their duty to register as provided by the requirements of the Sex Offender Registration Act, Department members will use the paper Information Report (CPD-11.461) and follow the procedure described in the Department directive titled, "Sex Offender Registration and Community Notification."
  • B.Training will be concurrent with the roll out of the program. Only those members who have been trained will be allowed to use the Automated Information Report System.
  • C.Participating members will complete an Automated Information Report for any information not required on case reports which may serve a useful police purpose.
  • D.Participating members are required to submit an Automated Information Report whenever they are prompted during a name, vehicle, or license check that reveals a "SIR" (Submit Information Report) classification or is under a "Suspect" classification.
    NOTE:
    The submission of an Automated Information Report will NOT relieve the reporting member of the responsibility for compliance with directives which require other reports or police action.
  • E.If at any time the Automated Information Report system is not operational, members will revert back to using the Information Report (CPD-11.461) only after obtaining the approval of a supervisor.
  • F.Members of the Public Safety Information Technology (PSIT) Group will be available to assist members who experience problems or require assistance via the Help Desk.
III.Reporting Procedures
  • A.When any member obtains information of the type defined in this directive or when an Automated Information Report is required by Department directives, the member will:
    • 1.prepare an Automated Information Report, including the following information:
      • a.names, aliases, nicknames, and physical descriptions.
      • b.addresses of residence, business, and locations frequented.
      • c.description of criminal or suspicious activities, incidents, etc., in which the person is engaged.
      • d.detailed data on vehicles, especially licensing information (i.e., state and city license information) and the vehicle identification number.
      • e.information on associates engaged in the same or other criminal activity.
      • f.include Records Division (RD) numbers of any known incidents to which the Automated Information Report may be connected.
        NOTE:
        Member(s) will ensure the information conforms to the Department directive titled "The First Amendment and Police Actions."
    • 2.electronically forward the completed Automated Information Report to their station supervisor / unit commanding officer.
  • B.When circumstances warrant an immediate notification or sharing of the subject information, Department members will:
    • 1.notify the Crime Prevention and Information Center (CPIC) directly via telephone and supply CPIC members with all of the pertinent information.
    • 2.inform their immediate supervisor about the notification to CPIC before the end of their tour of duty.
      NOTE:
      Department members will NOT complete an Automated Information Report in such instances.
  • C.The CPIC member will complete an Automated Information Report after notification of subject information from Department members.
IV.Public Gatherings
  • A.Automated Information Reports concerning future public gatherings may only be prepared when members:
    • 1.gather published announcements of future public gatherings or when they review permit applications.
    • 2.communicate overtly with the organizers of the public gathering concerning the number of persons expected to participate and similar information about the time, place, and manner of the gathering.
  • B.Information concerning past public gatherings will not be reported via the Automated Information Report System.
V.Unit Responsibilities
  • A.Automated Information Reports will not be distributed other than as outlined in this directive without the approval of a commanding officer.
  • B.Station supervisors / unit commanding officers will:
    • 1.review the Automated Information Report to ensure that it does not conflict with any established directives relative to investigations directed at First Amendment conduct.
    • 2.electronically forward the Automated Information Report to:
      • a.their district commander or appropriate commanding officer.
      • b.the Deployment Operations Section.
      NOTE:
      If the station supervisor / unit commanding officer determines that the information is of a sensitive or serious nature requiring immediate attention, the station supervisor / unit commanding officer will promptly telephone this information to a supervisor of the Crime Prevention and Information Center (CPIC).
  • C.The Commander, Deployment Operations Section, will select a unit member to:
    • 1.examine submitted Automated Information Reports to ensure compliance with Department policy regarding First Amendment conduct.
    • 2.determine the appropriate distribution of the report in accordance with established functional responsibilities.
    • 3.electronically forward the report to each appropriate unit.
    • 4.retain a copy of the Automated Information Reports in the Deployment Operations Section.
  • D.Commanding officers of units receiving Automated Information Reports will ensure that:
    • 1.the information is evaluated and, when appropriate, acted upon.
    • 2.additional information obtained through an investigation is appropriately reported on a case and/or supplementary report, when required.
    • 3.the reports are retained only as long as they serve a useful police purpose.
    • 4.upon completion of an Automated Information Report investigation, the unit commanding officer of the investigative unit will submit a To-From-Subject report to the original submitting member's unit commanding officer, summarizing the results achieved as a consequence of the member's Automated Information Report.
(Items indicated by italic/double underline were added or revised)
Authenticated by: JKH
Garry F. McCarthy
Superintendent of Police
11-166 / 12-003 TRH/RJN