Administration, Records and Report Review
Administration, Records and Report Review tests the lieutenant's desk discipline: whether reports, property, timekeeping, and records can survive audit and court review.
What to check
- Complaint Report (UF-61) and DD5 narratives: who, what, when, where, why, and how; elements; victim and witness contacts.
- Property and evidence: voucher number, description, chain of custody, and disposition.
- Timekeeping: overtime, court time, sick leave, and leave balances match the record.
- Retention: required records are filed and retrievable; sensitive records are protected.
- Audit trail: corrections are initialed, dated, and explained; no wholesale rewrite.
Worked example: A lieutenant reviews a robbery complaint. The narrative says "victim was robbed" but omits the weapon, the property description, and the victim's injury. The property voucher lists "cash" without a denomination or serial number. The lieutenant should return the report for correction before approval, ensure the voucher is amended by the property clerk, and check whether the video was requested. Approving it because "the detective will fix it" shifts the defect into the case file.
Traps
- Blanket approval at end of tour.
- Correcting a report without documenting the change.
- Missing a property voucher or serial number.
- Treating an incomplete narrative as a style issue.
- Failing to reconcile overtime with the timekeeping system.