16-02 CASE MANAGEMENT AND SUPERVISORY REVIEW

PURPOSE:

The purpose of this order is to specify procedures for managing, tracking, and closing cases during an investigation. This order shall also set forth the supervisory responsibilities regarding case closure procedures in the Department's record management system, Los Angeles Regional Crime Information System (LARCIS).

SCOPE OF ORDER:

This order shall apply to all detective personnel and detective supervisors assigned to Carson Station detective bureau. Nothing in this unit order shall supplant standardized procedures set forth in Field Operations Directive 11-01, Standardized Procedures for Detective Unit Operations and this directive shall be adhered to in conjunction with FOD 11-01.

ORDER:

Detective Investigator Responsibilities

Case Management:

All case files shall be maintained in a neat, uniform manner and each case file shall be maintained as a complete package. Paperwork shall be secured within the case folder. A case journal (SH-R-405) or CLEATS Activity Log shall be affixed to the inside left of the case folder. The log shall be comprehensive and document, in a summary fashion, the investigative steps (i.e., "work-up") taken by the detective. This account shall include, but not be limited to, the case assignment date, the date acknowledged by the detective, actions taken such as interviews, photographic line-ups, correspondence submitted or received, telephone calls, database research, district attorney filings or

CARSON STATION

STATION ORDER 16-02

-2-

rejections, and any other final closure notes. The case journal or CLEATS Activity Log shall be kept current, i.e., updated within the three business days of the last action taken by the detective.

Case Tracking:

All detective personnel shall monitor and track their assigned cases. Detectives shall maintain their case files in chronological order. Under no circumstances shall a case journal or CLEATS Activity Log be utilized in lieu of a supplemental report, if such a report is required to document significant investigative activities.

Should an assigned case extend beyond 60 days, the detective shall document the extension as a case journal entry or entry in the CLEATS Activity Log, and the entry shall indicate notification to a detective sergeant, who shall be identified by name.

For a case extending beyond 90 days, the detective shall complete an extension memoranda and obtain the detective supervisor's written approval. The memoranda shall indicate the nature and reasons for the extension, as well as a proposed date of completion. The memoranda shall be included in the case file.

Should an assigned case extend beyond 120 days, the detective shall complete an extension memoranda every 30 days and obtain the detective lieutenant's written approval. The memoranda shall indicate the nature and reasons for the extension and the proposed date of completion. The memoranda shall be included in the case file.

Case Closure:

Once a detective's investigation is complete, along with all necessary written reports, the detective shall complete a case closure form (SH-R-77 or electronic equivalent). The detective shall indicate on the form the appropriate LARCIS case clearance codes. This form shall be affixed to the right side of the case folder and placed on top of the incident report, supplemental reports, and any other documentation. The detective shall submit the completed case file package to the detective supervisor for review, concurrence, and approval.

Under no circumstances shall a detective access the LARCIS database to enter, input, or change a case clearance code for any assigned case. Nor shall a detective access the LARCIS database to change an assigned case from "pending" to "active."

Detective Supervisor Responsibilities

Each detective supervisor in charge of his/her team detectives shall utilize CLEATS or other systematic means to track, monitor, and review their team's cases. The review process shall use LARCIS as a management tool (as required per Field Operations Directive 11-01), but the LARCIS "active/assigned" report shall not be the sole means of tracking and monitoring cases.