E.P.P. 022
LONGWOOD POLICE DEPARTMENT
ENFORCEMENT POLICY & PROCEDURE
NUMBER: EPP – 22
SUBJECT: INVESTIGATIVE CASE MANAGEMENT
EFFECTIVE: JANUARY 30, 2000
REVISED: MAY 1, 2022
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I. PURPOSE
The purpose of this policy and procedure is to establish guidelines for enforcement
personnel in the systematic flow of investigative reporting, and to provide for the
reviewing, assigning, distribution and management of investigative case files.
II. GENERAL
A. Preliminary investigations involving an original incident report will normally be
conducted by the first responding patrol officer in accordance with EPP 11.
B. In certain situations it may be advantageous to have investigators in plain-clothes
respond. In these instances, the assigned investigator will conduct any follow-up
investigation.
III. RESPONSIBILITY:
A. Patrol Supervisor Responsibility:
1. Case Screening and Status:
a. To assist in effective case management, patrol supervisors will
thoroughly review all incident reports before forwarding them
for investigation. Said supervisory review shall ensure that:
1. The crime classification is correct
2. That the incident was investigated as completely as
possible by the officer assigned by the
Telecommunications Section to the original complaint
(preliminary investigation); and,
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3. All appropriate fields or other initial information entry
items on the report are complete and accurate.
B. Criminal Investigations Unit Supervisor Responsibility
1. Case Assignment:
a. The criminal investigation supervisor will assign all cases.
C. Criminal Investigation Unit Assistant Responsibility
1. Upon receipt of a report to be investigated from the criminal
investigation unit supervisor, the administrative assistant will prepare the
report in the following fashion:
a. Log the report in Database and assign case in the computer.
Prepare an investigative file jacket with an index label to include
the case number, type of offense, name of victim and the date of
report.
The investigative jacket will contain the report of the offense and
supporting documents.
b. Each assigned case will be categorized as one of the following
administrative designations:
1. Open: Assigned and under investigation.
2. Cleared: Assigned, but concluded as the case
was cleared by arrest or other
exceptional means.
3. Inactive: Assigned, but suspended as all leads
have been exhausted.
A case shall not be inactivated (suspended) unless there
are insufficient solvability factors are present to warrant
further investigation. Solvability factors may include:
a. Any suspect leads(s);
b. The availability of witnesses;
c. Distinctive methods of operation;
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d. The presence of any physical evidence;
e. Traceable property.
2. Case Management:
a. The investigator assigned will be designated as the primary, or
principle, investigator for that case. The investigator will be
responsible for executing all investigation procedures in regard
to each case assigned and for coordinating efforts to bring each
to a successful conclusion. This does not preclude the altering of
investigators by supervisors or the addition of assisting
investigators.
b. All cases will be investigated unless there are insufficient
solvability factors present, the case is not a criminal case as
defined by applicable state law, or the report was taken only for
information purposes.
c. The criminal investigation unit supervisor will review and
approve all completed cases.
D. Investigator Responsibility:
1. Weekly Case Logs:
a. When a case is received from the supervisor, the assigned
investigator will record each case into a weekly file,
documenting the case type, case number, date received, location
of incident, and the victim’s name.
b. The status of the case will be noted in the weekly case log and
documented in case notes. Case notes will be forwarded to the
Records Division after they are reviewed by the criminal
investigation supervisor.
2. Follow-up Investigations:
a. Unless otherwise directed by the criminal investigation
supervisor, all criminal cases will be followed up at least one time
in order to ensure that the victim’s needs have been met that all
facts have been properly recorded, and to determine if there is
any additional information to aid the investigation.
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b. It is the responsibility of the investigating investigator to contact
each victim as soon as practicable within ten days. Each contact
including any supplemental reports or other information will be
documented in the case file.
c. Unless unusual circumstances are present all cases will be
completed within 60 days. The criminal investigation supervisor
may authorize an extension if necessary.
IV. INVESTIGATIVE CASE PACKAGE:
A. The case package is a compilation of all documentation relating to specific
offenses. The Longwood Police Department maintains these documents and
copies are submitted to the appropriate agencies within the criminal justice
system for review or prosecution.
B. The contents of the case package should include:
1. State Attorney’s Office Transmittal Sheet Form:
a. The Transmittal Sheet Form contains a listing of specific
documents contained within the case package.
b. The form also designates which agency will be the receipt of the
case package.
2. Arrest Affidavit/Capias Request:
a. Biographical information of defendant;
b. List of charges/statutes;
c. Probable cause statement(s).
3. Report of Investigation:
a. R.O.I. is a detailed report of a completed investigation.
4. Incident Report Form:
a. The Incident Report Form may be the first report written to
record a particular incident.
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b. This report includes all original statements, witness lists,
property or vehicle forms, tow sheets, lab requests and/or
referral notices.
5. Sworn Statements:
a. A sworn statement is a written or recorded statement given by a
victim, witness or suspect, after being placed under oath by a law
enforcement officer, notary public or other authorized officer of
the court.
b. Sworn statements include:
1. Affidavit of Prosecution;
2. Declination of Intent to Prosecute;
3. Handwritten, notarized statements;
4. Transcripts of, or recorded taped statements.
6. Property/Persons Forms:
a. The Property Form contains a list of all stolen, recovered, or other
items of evidentiary value that may be in custody.
b. Persons Report Form contains a list of all people involved in the
incident including reporting persons, victims, witnesses,
suspects, or other law enforcement personnel.
7. Technical Reports:
a. Technical reports are results of examinations, inspections, or
other processing of evidence of crime scenes,
b. Technical reports may include:
1. Technical Services Section processing;
2. Florida Department of Law Enforcement examinations;
3. Laboratory analysis requests/results;
4. Wiretaps or traces;
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5. Search warrants;
6. Photographs;
7. State Fire Marshal’s Office reports;
8. HRS and Juvenile Justice reports;
9. Reports from any other outside agency that assisted in
the investigation.