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The City of Portland, Oregon

Independent Police Review

Providing independent, civilian oversight of the Portland Police Bureau

phone: 503-823-0146

fax: 503-823-4571

1221 SW 4th Avenue, Room 140, Portland, OR 97204

Numbering of Cases and AIM Entry

Reference: City Code 3.21.120

Policy updated: March 2016

Numbering of Complaints

IPR assigns new complaints a tracking number that begins with the current year.   The number is generated from the initial entry of the complaint into AIM.  A new complaint is assigned to an IPR Investigator, who mails a letter to the complainant which contains the tracking number.   The process of opening a new complaint, assigning a tracking number, and mailing an initial contact letter to the complainant, will normally take 1-3 business days from the business day on which IPR received the complaint.  

 

AIM Entry and File Creation

 

IPR uses the Administrative Investigations Management (AIM) software as our database for entering, numbering, and tracking complaints. When a new complaint is received, a new entry is created in AIM using the incident date and the date reported. AIM automatically generates a unique case number for each case according to the year it was reported, and then continues serially throughout the year.

Once a case number is generated, initial information is added for each case, including complainant contact information, witness information, location of incident, and investigator assignment details.

Administrative staff assembles a digital file and a paper file for storing documents for each case.