Incident Report Quality Assistant

What this assistant does

Catch incomplete sections before a report moves forward

The Incident Report Quality Assistant supports administrative quality review of incident reports. It compares the report with the Sheriff’s office-approved template and checklist, identifies empty or incomplete sections, and prepares correction notes for the reporting officer or reviewer. It checks documentation completeness, not the truth of an allegation or the merits of a case.

From draft report to a clear correction checklist

1. Select the applicable checklist. Read the report type and approved template version from SBS Portals. Use the required sections and conditional requirements defined by your office. Unclear report types go to staff instead of being assigned a guessed checklist.
2. Check required sections. Identify blank sections, missing required fields and placeholder text in areas such as report references, dates, narrative and staff details where required by the template. Recognize an explicit “not applicable” only where office rules permit it; presence of text alone does not establish completeness.
3. Check conditional sections and attachments. Where the report indicates that supporting material is included, compare the listed attachments and references with what is available. Flag missing or unreadable files and unanswered conditional fields for review.
4. Flag documentary inconsistencies. Highlight conflicting dates, mismatched reference numbers and empty fields referenced elsewhere in the report. Present the locations for staff to reconcile; do not choose which account is correct or infer missing events.
5. Prepare correction notes. Produce a section-by-section checklist showing complete-looking sections, missing items and unresolved questions, with links or references to the relevant fields. Ask for clarification without drafting facts that the officer has not supplied.
6. Return for review and recheck. Route the checklist to the authorized officer or reviewer in SBS Portals. After corrections, recheck the report and retain the history of findings. Supervisory approval and official submission remain staff-controlled.

Example: a narrative references an attachment

A draft narrative refers to an attached statement, but the attachment list contains no corresponding file. The assistant flags the reference and the missing attachment entry, then prepares a correction note for the reporting officer. The officer determines whether to attach the statement or correct the reference. The assistant does not fabricate the statement or change the narrative on its own.

What reviewers receive

The review sheet lists each applicable section, its completeness finding, the source location and any clarification needed. “No missing sections detected” means only that the configured checks found no gaps; it is not a certification that the report is accurate, legally sufficient or approved.

How it works with SBS Portals

Configure access to authorized report fields, templates and permitted attachments. Attach the checklist to the review task and route correction requests through the existing SBS workflow. Sensitive report material stays within approved access boundaries, and changes to report content or official status require staff authorization.

Configure around your report standards

Your office supplies the required sections, conditional rules, permitted not-applicable responses, attachment requirements and reviewer roles. Test complete reports, incomplete drafts, contradictory entries and restricted attachments before deployment. Staff approve checklist changes and decide how exceptions should be handled.

Can be configured to

• Match report type to an approved completeness checklist
• Flag blank required sections and placeholder text
• Check conditional fields and referenced attachments
• Highlight inconsistent dates and report references for staff review
• Prepare section-specific correction notes without inventing facts
• Recheck revised reports and retain findings history
• Route correction tasks and review checklists in SBS Portals