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The City of Portland, Oregon

Police Bureau

Sworn to protect. Dedicated to serve.

Phone: 503-823-0000

Non-Emergency: 503-823-3333

1111 S.W. 2nd Avenue, Portland, OR 97204

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0640.18 Case Management System

*This directive is currently under review*


The Case Management System (CMS) is used to manage and track cases and information reported, reviewed and assigned to members conducting follow up on cases. The CMS system is also used to assign disposition codes to cases that no longer need follow up investigation. Detectives, officers with investigative duties, and PASS personnel, as designated by a supervisor, are required to use the CMS on all cases reviewed and assigned to be investigated.

When members are involved in investigations that require follow up or a change in a disposition code, the member will ensure that the CMS is initiated and updated as needed. Members will contact the responsible person in their RU tasked with managing the CMS to make the necessary changes.

PROCEDURE (640.18)

Directive Specific Definitions (640.18)

Case Management System: Sub system of the Portland Police Data System (PPDS).

PPDS: A Portland police data tracking system.

Code Definitions (640.18)

a.  Exceptionally Cleared (EX): Clear status is cases where:

1.  Offender is deceased.

2.  Denial of extradition because the offender committed a crime in another jurisdiction and is being prosecuted for that offense.

3.  Victim  refuses  to  cooperate;  victim  does  not  wish  to  prosecute. Members must meet the following four conditions in order to clear an offense under this sub-section.  Members must have:

a)  Identified the offender.

b)  Gathered enough evidence to support an arrest, make a charge, and turn over the offender to the court for prosecution.

c)  Identified the offender’s exact location so that the suspect could be taken into custody immediately.

d)  Victim’s refusal to cooperate with the prosecution after the offender has been identified.

4.  Suspect has active warrant and dies.

5.  Juvenile offense for minor offenses is handled verbally or by written notice to parents.

6.  Statute of limitations is up on the case.

7.  The recovery of property does not clear an offense.

b.  Fugitive (FG) – Pending Status: Suspect is identified and has an active warrant out for their arrest, and is not in custody.

c.  Investigative Arrest (IA) – Clear Status: As a result of an investigation, suspect is arrested, charged with an offense and the investigation is forwarded to court for prosecution.

d.  Pending (PE) – Pending Status: Case is open and the investigation is pending.

e.  Received (RC) – Pending Status: Case has been reviewed but not assigned for investigation.

f.   Refer to District Attorney (DA) – Pending Status: Investigation has been forwarded to District Attorney’s office for review. Case status will remain in pending status until changed by investigating agency.

g.  Refer to Inter-department Division. (RD) – Pending: Investigation responsibility of case is transferred from one division to another.

h.  Refer to Outside Agency (RF) Cleared Status: Investigation is transferred to jurisdictional agency.

i.   Suspended (SP) – Suspended Status: Case is suspended due to unavailability of victim or investigation is unable to develop any tangible leads.

j.   Unfounded (UN) – Cleared Status: Allegations are determined to be false or baseless (i.e., crime did not occur).

Member Responsibilities (640.18)

Members will use the CMS to track case progress in order to maintain uniformity and supervisory control regarding the assignment and closure of cases assigned for follow-up investigation. When applicable, cases that do not require any case follow up will be assigned disposition codes.

a.  Upon receiving or initiating a case which meets the criteria, notify supervisor to enter case information into the CMS.

b.  Ensure the CMS is updated as the investigation progresses.

c.  Ensure cases are assigned disposition code at conclusion or suspension of investigation.

d.  Review monthly Information Technology Division (ITD) CMS status reports and ensure case status is appropriate.

Supervisor Responsibilities (640.18)

a.  Ensure that the CMS is being used properly. Supervisor will suspend, clear or pend case during the review process whenever possible.  See Code Definition section.

b.  Review incoming reports and enter into the CMS when applicable.

c.  Review member’s monthly status reports.

d.  Meet with each member at least every 60 days to discuss case progress.

e.  With the exception of Homicide investigations, fatal traffic collision investigations, and missing persons, cases that are 60 days or older shall be reviewed and suspended if appropriate. Supervisor will determine the best appropriate action with input from the investigator.

f.   In order to provide an accurate monthly report, supervisors will provide ITD with a current  roster of the detail members’ names, DPSSTs and assigned detail or precinct.

RU Manager Responsibilities (640.18)

a.  Review members’ monthly CMS status reports to ensure compliance with directive.

b.  Coordinate the CMS and recommend improvements as necessary.


The Detective Division is responsible for maintenance and changes regarding this directive. Changes or issues regarding this procedure should be directed to the Detective RU manager.