Police Reports

A police report is an official document created by law enforcement officers to record facts, observations, and actions taken during an incident, arrest, or investigation. Its primary purpose is to provide an objective, detailed account of events, parties involved, and officer responses, while serving as a foundational record for legal, administrative, or insurance proceedings.

Police reports are typically prepared by sworn officers, deputies, or authorized personnel whenever a crime, traffic collision, or suspicious activity occurs. Reports may also be filed at a citizen's request for documentation of minor incidents, property loss, or disturbances.

Police reports are vital in both criminal and civil contexts. In criminal cases, they guide prosecutors and inform the defense strategy, while in civil cases, police reports help establish liability or negligence. Additionally, courts and insurance companies rely on police reports as authoritative evidence, making their accuracy and completeness essential.

Types of Police Reports

Police reports vary depending on the nature of the event, the parties involved, and the intended legal or administrative use.

Incident Reports

Incident reports document non-criminal or minor events that require police attention but do not result in an arrest. Common examples include lost property, vandalism, neighborhood disturbances, or welfare checks. These reports typically record the date, time, location, parties involved, witnesses, and an officer's narrative.

Unlike arrest reports, they do not document criminal charges or information regarding custody. Incident reports are primarily used for public record keeping, insurance claims, and follow-up inquiries.

Arrest Reports

Arrest reports are generated whenever an individual is taken into custody based on probable cause, a warrant, or direct observation of a crime. These reports typically include:

• The suspect details, such as name, date of birth, and address

• The alleged offense.

• The time and place of the arrest.

• Victims' or witnesses' statements.

• Evidence collected.

• Officer's observations.

Arrest reports form part of the criminal case file and guide prosecutorial decisions.

Accident or Crash Reports

Accident reports are prepared for vehicular collisions, pedestrian accidents, or property damage incidents. An accident or crash report includes the following information:

• The driver's information.

• The vehicle registration.

• Insurance details.

• Road and weather conditions.

• Diagrams of the scene.

• Witness accounts.

• Preliminary fault assessments.

Accident reports are vital for insurance claims, civil liability disputes, and determining fault or negligence. They also aid law enforcement in identifying patterns for traffic safety and enforcement priorities.

Supplemental or Follow-Up Reports

Supplemental reports are filed when additional information arises after the initial report, such as new witness statements, forensic results, or investigative developments. Supplemental or follow-up reports ensure that the official records reflect ongoing development and maintain accuracy for law enforcement, prosecutors, insurance companies, and the courts.

Information Contained in a Police Report

While formats vary slightly by jurisdiction, most police reports contain the following essential components:

• Basic Details: Every police report begins with the basic information, including the date, time, and exact location of the event. It lists the names, contact details, and identifying data of all parties involved, including victims, suspects, witnesses, and reporting individuals.

• Officer Observations and Narrative: This section of the police report provides a detailed account of the officer's observations, sequence of events, and the actions taken during the incident. It includes chronological details such as environmental conditions and behavioral observations that help reconstruct the sequence of events.

• Evidence Documentation: This section records physical or digital evidence collected, such as photographs, weapons, fingerprints, or personal items, along with chain-of-custody notes to preserve evidentiary integrity.

• Witness and Victim Statements: This portion of the police report provides firsthand accounts from witnesses and victims of what occurred, corroborating the officer's findings.

• Case Numbers and Disposition Codes: Each report is assigned a unique case number for recordkeeping and includes disposition codes indicating whether a case is active, referred, or closed.

Are Police Reports Public Records?

Police reports are generally considered public records under the Freedom of Information Act (FOIA) and corresponding state open records laws, like the California Public Records Act and the Texas Public Information Act. These laws grant citizens the right to request access to law enforcement documentation.

However, access is regulated and depends on the report type and the case's legal status. Open records such as completed incident or accident reports are typically available to the public, media, or an attorney upon request.

Some police reports remain restricted to protect the integrity of ongoing investigations, safeguard juvenile offenders, or preserve the privacy of victims of sensitive crimes like sexual assault or domestic violence. When disclosure is permitted, agencies typically apply redactions to remove personally identifiable information, addresses, or security-sensitive data before release.

How to Find Police Reports Online

Locating police reports online involves using official law enforcement and public-record platforms to ensure accuracy and legal compliance.

City and County Police Department Portals

Most local law enforcement agencies provide online databases or request forms for accessing police reports. Users can search by case number, date, report type, or party name. Fees may apply for copies, which can usually be paid and received electronically. Examples include:

• Los Angeles Police Department (LAPD): Online portal for collision and accident reports.

• New York Police Department (NYPD): "Request a Collision Report" portal for incident and accident reports within NYC.

• Chicago Police Department (CPD): The CPD offers traffic crash reports online.

State Public Records Portals

State-level records, including traffic accidents and arrest records, are typically available through the websites of the Department of Public Safety or the State Police. Examples include the Texas CRIS Purchase System, Florida Crash Portal, and Georgia DPS Open Records Unit. Access typically requires identifying information and may involve a processing fee.

Third-Party Record Platforms

Commercial platforms aggregate or resell public police records, offering multiple-jurisdiction searches and downloadable copies. The benefits of using third-party platforms to locate police records include convenience and speed. However, these platforms may contain incomplete or outdated information. Therefore, always verify data from third-party sites with state public records laws.

How to Obtain Police Reports Offline

Even with online access available, in-person or mail requests remain a reliable method for obtaining certified or archived police reports, particularly when records are not digitized. Access to police reports offline requires visiting the Records Division of the local police department or sheriff's office where the incident occurred.

Requesters are typically required to present a valid government-issued photo ID and provide the case details, such as date, location, names of the involved parties, and type of report. Offline requests may incur a nominal fee for copies, administrative handling, or certification. If records are not immediately available, submit a formal written request under state open-records law or FOIA, specifying the record type, date, and location.

Processing times vary by jurisdiction and agency, ranging from a few days to several weeks. For legal, insurance, or official purposes, individuals can request certified copies, which include verification and authentication by the issuing department.

How Long Police Reports Are Kept

The retention period for police reports varies by state law, local agency policy, and the type of record. Minor incident reports are typically retained for 3 to 5 years, while traffic or accident reports are kept for 6 to 10 years. Arrest or criminal investigation records are generally maintained for 10 years or more, with serious felony cases like homicide or sexual assault usually preserved indefinitely.

Police reports may be archived digitally or as physical paper records. Some police departments store police reports digitally, allowing longer retention, faster retrieval, and secure backups. In contrast, some retain their reports in physical paper reports, which may be destroyed, archived off-site, or converted to microfilm after the retention period.

Some police reports may be expunged through court orders. Expunged records are removed from public databases but may remain accessible to law enforcement or the courts. The timeline for destruction varies by state; some allow deletion within a few years, while others retain sealed records indefinitely for legal or administrative purposes.

State-by-State Access Rules for Police Reports

Access to police reports differs across the U.S. as each state enforces its own open records statutes governing public access, redaction, and exemptions. Florida, Texas, Ohio, and Washington maintain the most transparent systems, offering broad access with minimal barriers. Conversely, California, New York, Massachusetts, and New Jersey impose stricter limitations to protect privacy or active investigations.

Here is a quick state-by-state reference on access rules for police reports.

Police Report Access by State

State	Open Records Law (Short Name)	Police Report Access Snapshot
Alabama	Open Records Law	Moderate - basic reports available; investigative files often exempt.
Alaska	Public Records Act	Moderate - access allowed; broad exemptions for active cases.
Arizona	Public Records Law	Moderate/High - presumption of access; case-by-case balancing.
Arkansas	Freedom of Information Act	High - strong access; standard law-enforcement exemptions.
California	Public Records Act	Moderate - more open post-SB 1421/SB 16 for certain records; many investigative limits. (San Francisco Chronicle)
Colorado	Open Records Act (CORA)	Moderate - access to many reports; active investigations, and some data withheld.
Connecticut	Freedom of Information Act	Moderate - specific rules for arrest records; some mandatory disclosures. (CT.gov)
Delaware	Freedom of Information Act	Restricted/Moderate - more limited access; several law-enforcement exemptions.
Florida	Sunshine Law / Public Records Act	Very High - broad access; redactions for active cases & sensitive info.
Georgia	Open Records Act	High - strong presumption of openness; investigative exemptions. (Office of the Attorney General)
Hawaii	Uniform Information Practices Act	Moderate - balancing test; privacy and law-enforcement exemptions.
Idaho	Public Records Act	Moderate - access with standard exemptions.
Illinois	Freedom of Information Act	Moderate - arrest & incident info generally available; investigatory files protected.
Indiana	Access to Public Records Act	Moderate - basic records open; investigatory records discretionary.
Iowa	Open Records Law	Moderate - many records open; some investigatory limits.
Kansas	Open Records Act	Moderate - basic info open; active investigations exempt.
Kentucky	Open Records Act	Moderate/High - presumption of access with defined exemptions.
Louisiana	Public Records Law	Moderate - access recognized; broad law-enforcement exceptions.
Maine	Freedom of Access Act	Moderate - access with privacy & investigatory exemptions.
Maryland	Public Information Act	Moderate - partial access; significant law-enforcement carve-outs.
Massachusetts	Public Records Law	Restricted - investigatory materials broadly exempt; limited public detail.
Michigan	Freedom of Information Act	Moderate - reports available with redactions.
Minnesota	Government Data Practices Act	Moderate/High - detailed rules; many police data elements are public.
Mississippi	Public Records Act	Moderate - access allowed; exemptions for investigative records.
Missouri	Sunshine Law	Moderate/High - presumption of openness; standard exemptions.
Montana	Constitution & Public Records Laws	High - strong right-to-know; investigative limits apply.
Nebraska	Public Records Statutes	Moderate - access with exemptions.
Nevada	Public Records Act	Moderate - reports generally available; some restrictions.
New Hampshire	Right-to-Know Law	Moderate - evolving case law; balancing test on police records.
New Jersey	Open Public Records Act (OPRA)	Restricted/Moderate - many police records limited to involved parties.
New Mexico	Inspection of Public Records Act	High - broad access; narrow exemptions.
New York	Freedom of Information Law (FOIL)	Moderate - access via FOIL; heavy redactions common.
North Carolina	Public Records Law	High - incident reports & arrest data are broadly public.
North Dakota	Open Records Law	High - strong presumption; exemptions for active investigations. (North Dakota Attorney General)
Ohio	Public Records / Sunshine Laws	High-prompt access is required to many police records. (Ohio Attorney General)
Oklahoma	Open Records Act	Moderate/High - specific law-enforcement disclosure rules. (Welcome to Oklahoma's Official Web Site)
Oregon	Public Records Law	Moderate - access with law-enforcement & privacy exemptions.
Pennsylvania	Right-to-Know Law	Moderate - limited during active investigations; some police data outside RTKL.
Rhode Island	Access to Public Records Act	Moderate - access allowed; clear exemptions. (Rhode Island State Police)
South Carolina	Freedom of Information Act	Moderate - basic reports open; investigative files often withheld.
South Dakota	Public Records Law	Moderate - access recognized with exemptions.
Tennessee	Public Records Act	Moderate - many police records open; investigatory exemptions. (Reporters Committee)
Texas	Public Information Act	High - strong access once cases conclude; active-case protections.
Utah	GRAMA	Moderate - tiered categories; many incident details are public.
Vermont	Public Records Act	Moderate - disclosure with law-enforcement exemptions.
Virginia	Freedom of Information Act	Moderate - access with notable law-enforcement carve-outs.
Washington	Public Records Act	High - very broad access; specific statutory exemptions.
West Virginia	Freedom of Information Act	Moderate - access subject to exemptions.
Wisconsin	Open Records Law	High - strong presumption; case-by-case balancing.
Wyoming	Public Records Act	Moderate - access allowed; broad exemptions for investigations.

Frequently Asked Questions About Police Reports

Here are answers to questions typically asked about police reports in the U.S.