Departmental personnel may, for official
purposes, review or request copies of police
reports kept in the files of the Records and
Identification Division, unless the requester
is listed as the suspect or a subject in an
investigation relating to the report.

The Review and Reproduction Service Request,
HPD-422 form, shall be used when requesting
copies of police reports kept in the Records
and Identification Division’s files.

A. The request form shall be completed
by including the report number(s) of the
case(s) requested. Whenever the report number
is unknown, the names of the individuals
involved and other pertinent data shall be included; and

B. Copies of police reports will not be
reproduced unless a valid reason is given for
the use of the report and its contents by
authorized personnel in the course of their duty.

An overlay with the name of the requesting element
shall be used in the reproduction operation.
The Report Request Log, HPD-442A form (located
at the front counter of the Records and Identification
Division), may also be used by departmental personnel
to request copies of police reports.
Departmental personnel who are authorized to
access the Paper Management System may review
or reproduce police reports in the course of their official duties.