HomeMy WebLinkAboutGO 91-04 Report Form DevelopmentSER-02.1
REPORT FORM
DEVELOPMENT
AND CONTROL
Date of Issue General Order Number September 30, 1991 91-04
Effective Date Section Code June 30, 2014 SER-02
Reevaluation Date C.A.L.E.A. July 2017 11.4.2
INDEX AS:
Development of Report Forms
Forms Management Program Report Form, Development of
Report Form, Division of
Report Form, Annual Review
Revision of Report Forms
I. PURPOSE
To establish the policies and procedures for revising current report forms,
developing new report forms and controlling the use of report forms.
II. POLICY
It shall be the policy of the Iowa City Police Department to have formal procedures for
the development, use and maintenance of official police report forms, interdepartmental
forms, intradepartmental forms, and other official department documents and/or forms.
SER-02.2
III. PROCEDURES – REPORT FORM DEVELOPMENT / REVISION
A. GUIDING PRINCIPLES
The basis for developing a new form or revising an existing form shall be:
1. purpose and use of form based upon justifiable need
2. eliminate duplication and redundancy
3. eliminate or update unnecessary, outdated or obsolete forms
4. improve the appearance and functional efficiency of forms
5. coordinate with information processing procedures
6. mandated information reporting change
B. RESPONSIBILITY FOR FORM DEVELOPMENT / REVISION
1. The Sergeant of Planning and Research or designee shall be
responsible for coordinating the process or developing or revising report forms.
2. In addition to the involvement of and review by the supervisory and
command staff, new and/or revised report forms shall be developed
with the assistance of the personnel most likely to use the forms.
C. APPROVAL FOR NEW / REVISED FORMS
1. All new and / or revised report forms must be reviewed and
approved by the Chief of Police.
IV. PROCEDURES – FORMS MANAGEMENT PROGRAM
A. RESPONSIBILITY – FORMS MANAGEMENT PROGRAM
1. The Records Supervisor shall be responsible for maintaining the Forms Management Program.
B. PROCEDURES – The Forms Management Program will include the
following procedures:
1. Assignment of a forms control number to all pertinent report forms
2. Replenish supplies of forms for general distribution and inventory
SER-02.3
3. Identify potential problems with report forms and make recommendations for improvements.
4. In addition to hard copy forms, commonly used forms shall be
housed electronically on the Department’s in-house computer. Such electronic forms shall be amended in conjunction with their hard copy version.
V. REVIEW OF REPORT FORMS
A. At the direction of the Chief of Police, the supervisory and command staff will
conduct a review of all Department report forms for the purpose of recommending revisions, eliminations, or creation of report forms.
Samuel Hargadine, Chief of Police
WARNING
This directive is for departmental use only and does not apply in any criminal or civil
proceeding. The department policy should not be construed as a creation of higher
legal standard of safety or care in an evidentiary sense with respect to third-party claims. Violations of this directive will only form the basis for departmental
administrative sanctions.