Law Enforcement Report Information Sheet: Documenting Subjects, Vehicles, and Incidents in Memento Database

Before the Deputy Arrives

The call comes in at 2 AM: a vehicle in the Shelter Cove marina parking lot that has been there four days, engine warm two hours ago, forced entry on a neighboring unit. By the time BCSO responds, your community patrol officer has already opened the RIS template on their phone and started building the record: DateTimeSheetStarted locked to the moment of first contact, a photo of the subject's ID captured into the ID image field, LastName/FirstName/MiddleName entered from the document, DOB keyed in, and the Age calc field — datediff(#{dob},now())/365 — returning the current age without arithmetic.

This is the document that travels with the incident. By the time a BCSO case number exists, the Memento record already has everything the deputy needs to write a complete initial report.

The Subject Record and the Vehicle Record as One Document

The primary subject block — demographics, physical descriptors, contact data, IndividualType — is the foundation. IndividualType classifies the subject's relationship to the property: Renter, Guest, Owner, Commercial, Employee, PDPOA, LPOA, Greenwood Communities and Resorts staff, Shelter Cove POA member, or Other. That classification determines chain-of-custody for the record and shapes the response protocol before any conversation has happened.

Height and Weight as integers, Hair Color and Eye Color as free text — these are the fields that matter when the subject is no longer present and a deputy is describing someone to dispatch or writing an affidavit. The physical descriptor block is not bureaucratic paperwork. It is the description that goes out over the radio if the subject drives away.

The vehicle section is where the photographic evidence chain starts. VIN, Year, Make, Model, Plate, State, Color in text fields, then seven image slots: PhotoBack, PhotoDriver, PhotoFront, PhotoPassenger, PhotoVIN, PhotoRegistration, PhotoInsurance. A responding officer who photographs all seven has documented the vehicle in a way that survives any subsequent dispute about whether the registration matched the plates, whether the VIN was altered, and whether the insurance card was current at the time of contact. PhotoVIN in particular — a clear shot of the dashboard VIN plate — is the field that closes the argument about vehicle identity.

Forced Entry as a choice field (NO / Yes / blank) is a binary that triggers different response and documentation requirements. A "Yes" on Forced Entry changes the incident from a welfare check or trespass contact into a criminal matter. Everything downstream — the BCSO case number, the evidence chain, the interview record — follows from that single field value.

The Incident Narrative and the Evidence Layers

InterviewRecord as an audio field captures a recorded statement directly into the incident record. AudioFileSelect allows an existing audio file to be attached if the interview was recorded on a separate device. The dual approach handles the field reality that not every interview is recorded live in Memento — sometimes a body camera audio clip needs to be attached after the fact.

"Who, What, When, Why, How." as a single free-text field for the incident narrative is the structure that every law enforcement report is built on. The five-element narrative framework is not imposed by the template — the field name is the prompt. An officer who fills that field completely has written a usable incident report before they have touched a formal case management system.

IncidentDateTimeBegin and IncidentDateTimeEnd bracket the incident timeline. Incident Type(s) as free text handles the reality that a single incident often involves multiple classifications simultaneously — trespassing, criminal mischief, and a vehicle code violation can all apply to the same contact.

TroopersDeputieOfficersOnScene is the on-scene roster. BCSOCase# connects the Memento record to the county case management system once a formal number is assigned. The link between the field-generated RIS and the county record is that single text field.

The twelve additional photo slots — AddPhoto1 through AddPhoto12 — are the evidence overflow that the structured vehicle photos cannot contain: property damage, evidence items, scene context, third-party identification. A contact that starts as a suspicious vehicle check and escalates can generate a dozen scene photographs before BCSO arrives. All of them live in the same record as the subject demographics and the interview audio.

The secondary subject block — LastNameSub through NotesDescriptionSub — handles the companion or second-party scenario without requiring a second record. A vehicle with two occupants generates one RIS with a complete primary subject block and a complete secondary subject block. AgeSub runs the same datediff calc on DOBSub. The secondary physical descriptor fields mirror the primary block exactly.

NotesDescriptionSub is the field that captures what did not fit anywhere else in the structured record — a second subject's stated reason for being on the property, a physical descriptor that the standard fields do not accommodate, a behavioral observation that matters for the narrative but does not belong in the five-element incident summary.