RANDOLPH COUNTY SHERIFF'S OFFICE

1.14.1 Policy

Documentation and Reporting of Incidents and Occurrences

It is the policy of the Randolph County Detention Center that all employees shall document, in writing, any items, issues, or incidents related to the mission of the Detention Center and/or the policy and procedure directives of the Randolph County Detention Center. Proper documentation ensures accountability, transparency, and effective management of the facility.

1.14.2 Procedure:

Report System
 

The Chief Jail Administrator shall establish and maintain a system of written and/or electronic reports for use by detention center staff.

1.14.3 Incident Reporting Requirements
 

Staff are required to submit detailed incident reports that clearly address the following elements: WHO?, WHAT?, WHEN?, WHERE?, WHY?, and HOW?

Reports may include, but are not limited to, the following categories:

• Major developments

• Serious incidents

• Use of Force

• Population data

• Staff and detainee morale

• Cell and housing checks

• Inspections

• Major problems and plans for resolution

• Overcrowding issues

• Rule violations

• Maintenance problems

• Disturbances

• Use of Force Incidents

Any incident occurring within the facility that may rise to the level of requiring notification of the Chief Jail Administrator shall be documented through an incident report entered into Digital Detective.

1.14.4 Body-Worn Camera and Evidence Preservation
 

All body-worn camera footage related to any incident shall be downloaded prior to the end of the employee’s shift and properly secured for supervisory review. Failure to ensure timely preservation of video evidence may result in disciplinary action.

1.14.5 Accountability
 

All reports shall be reviewed by the administrator or designated supervisor to ensure completeness, accuracy, and timely submission. Employees are responsible and will be held accountable for compliance with all reporting requirements outlined in this policy.

Failure to properly document, report, or preserve required information and evidence shall be grounds for disciplinary action, up to and including termination.