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c. If at any point the citizen indicates a desire to file a report with an officer, or if the citizen
attempts online reporting and calls back with difficulty completing the report, the incident will
be reported as a telephone report or dispatched call for service.
2. Online reporting will not be used in cases of in-progress incidents, crimes with evidence or
information which may lead to the identity and subsequent apprehension of the suspect, or if the
incident just occurred and there is a likelihood that the suspect may still be in the area. (Accepted
online submissions may be found in “Appendix A”)
B. Online Report Review (Initial) [82.2.4]
1. Submitted online reports will be reviewed by Records Section personnel.
2. Once approved, the reports will be reviewed and imported into the Online Reporting System (ORS)
queue and reviewed in a timely manner. If the citizen report is misclassified (For example, lost
property instead of theft), the reviewing employee will classify the report according to the elements
of the offense/incident described by the reporting citizen.
3. If the reviewing employee determines the report was misclassified, it may be modified to fit the
most appropriate section. The reviewing employee shall ensure that reports contain adequate
information to aid in subsequent investigation or prosecution.
4. A reviewing employee will reject a report if the incident does not fall within the scope of the online
reporting system, such as a burglary. Reports will also be rejected if they do not occur within the
jurisdiction. If rejected, the reason for rejection will be noted in the rejection box and sent via email
to the citizen with a duplicate to the Records supervisor or assigned designee.
5. The reviewing employee may issue a follow-up request to the reporting citizen instead of
approving or rejecting an online report. A follow-up request shall only be issued after first
attempting to contact the citizen via telephone or email to clarify the issue.
6. Once the reviewing employee has successfully approved the report (including gathering follow-
up information and correcting misclassifications), the report may be approved. At this time, it will
automatically import into the RMS system.
7. When a complainant calls the Communications Division and requests an officer response to collect
physical evidence associated with an ORS report before its review and import into the RMS, the
responding officer will email the Records Supervisor and P&E email distribution groups with the
temporary ORS number and the P&E Sheet (NNPD Form #8) number to prompt immediate review
of the ORS report. (See OPS-490 Incident Report Management System)
C. Online Report Follow-up
Most online incident reports will not require follow-up since the system was designed for reported
incidents with no suspect information. However, for incidents in which follow-up is warranted, the
following applies.
1. Incident Reports – Cases requiring follow-up will use the current workflow for case status control,
as in OPS-490 Incident Report Management. The on-duty supervisor will assign the case to an
officer for investigation. [82.2.2(a)]
2. Records generated by the online system will be retained and destroyed under the Virginia Public
Records Act of the Code of Virginia and procedures established by the Records Management and
Imaging Services Division of the Library of Virginia.
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