Incident Report Writing Policy

NOTICE: This Policy Is Current And In Effect

Purpose

This policy outlines the guidelines for writing incident reports within Tech Stop, adhering to the standards established by the California Peace Officer Standards and Training (CA POST) and the Bureau of Security and Investigative Services (CA BSIS). The goal is to ensure that all incident reports are consistent, accurate, and comprehensive, providing valuable information for analysis, prevention, and legal purposes.

Scope

This policy applies to all employees and security officers working at Tech Stop.

Incident Report Content

Identification

• Date and Time: The exact date and time the incident occurred.
• Incident Number: A unique identification number assigned to the report.
• Location: The specific location within Tech Stop where the incident took place.
• Reporter's Name: The name of the person reporting the incident.
• Contact Information: The reporter's contact information, including phone number and email address.

Description of the Incident

• Clear and Concise: A detailed and objective description of the incident, including the sequence of events, cause, and any potential contributing factors.
• Witness Accounts: Statements from witnesses, if available, including their names and contact information.
• Evidence: Any evidence collected or observed, such as photographs, videos, or physical objects.
• Suspect Information: If applicable, a description of the suspect(s), including physical appearance, clothing, and any identifying information.

Actions Taken

• Immediate Response: A description of the immediate actions taken to address the incident, including any safety measures implemented or emergency services contacted.
• Investigation: A summary of any investigation conducted, including the identification of potential causes and contributing factors.
• Security Measures: Any security measures implemented in response to the incident, such as increased patrols or changes to access controls.

Recommendations

• Prevention: Suggestions for preventing similar incidents in the future, such as changes to procedures, policies, or equipment.
• Corrective Actions: Recommended corrective actions to address any identified issues or deficiencies.

Report Formatting

• Clarity and Conciseness: The report should be written in a clear, concise, and objective manner, avoiding jargon or technical terms that may not be understood by all readers.
• Chronological Order: Events should be presented in a chronological order to provide a clear understanding of the sequence of events.
• Completeness: All relevant information should be included to ensure a comprehensive and accurate report.
• Legibility: The report should be legible, with clear handwriting or typed using a standard font.

Reporting Procedures

• Timeliness: Incident reports should be submitted no later than 24 hours after the incident occurs, unless extenuating circumstances prevent timely submission. In such cases, the reason for the delay should be clearly documented.
• Submission: Reports should be submitted to the designated department or individual responsible for incident reporting.
• Review and Approval: Reports must be reviewed and approved by supervisors or managers before being filed.

Retention and Confidentiality

Retention: Incident reports should be retained for a minimum of 10 years, or as required by applicable laws and regulations. Confidentiality: Incident reports should be treated as confidential and shared only with authorized personnel.

Compliance with CA POST and CA BSIS Standards

• Training: All employees and security officers should receive training on proper incident report writing procedures, including adherence to CA POST and CA BSIS standards.
• Review and Updates: The incident report policy should be reviewed regularly to ensure compliance with any changes to CA POST or CA BSIS standards.

By following these guidelines and adhering to CA POST and CA BSIS standards, Tech Stop can ensure that incident reports are accurate, comprehensive, and valuable tools for improving safety, preventing future incidents, and complying with legal requirements.