Report Request Guidelines

You may wish to wait 5-7 days from the date of the incident or the date you made the report before you contact the OCSD Records unit at 714-834-6455 to confirm if the report is available for request. Depending on the complexity of the report, it takes on average 3 – 5 days for a report to be finalized by the Deputy; approved by the Sergeant; and submitted to the Records unit. Once the report is available, please submit your request using the guidelines provided. The Records unit may take up to 10 days to review your request and determine whether to release the report to you. Please be advised that not all requests for reports will be granted. The Records unit must consider the nature of the report and whether an investigation or criminal prosecution is pending.

Reports and other documents requested without a subpoena, court order or specific statutory authority will be treated as a request made under the California Public Records Act (CPRA). Many of the Sheriff's records may be exempt from disclosure under the provisions of the CPRA. (See e.g. Cal. Gov. Code 6254(f).) In order to identify responsive records and review them for possible exemptions, the Sheriff may take up to 10 calendar days to respond to a CPRA request (Cal. Gov. Code 6253(c) and, if necessary, may take a reasonable period of time thereafter to produce the non-exempt records that are responsive to the request.

To Make a Report Request by Email

In an effort to save processing time, an electronic version of the Request Authorization for Release of Case Information form is available on the Support Services forms page and on this page. To request a report via email, follow these steps:

To Make a Report Request in Person, via U.S. Mail or by Fax

The Request Authorization form will assist the department in responding to your report request. However, you are not required to fill out this form to request a report. You may submit a report request by email (see instructions above), in person, via U.S. mail or fax. In person: Mon - Fri, 8:00 a.m. to 5:00 p.m., 320 N. Flower St., Santa Ana, CA 92703; via U.S. mail: P.O. Box 449, Santa Ana, CA 92702; Fax: 714-834-5466. For those who do not have Microsoft Word, you may download the form in Adobe Acrobat PDF format here. ( use black ink only )

Per Board resolution, the cost of a report is fifteen cents ($0.15) per page with the exception of a Domestic Violence report which is released at no cost to the victim pursuant to Family Code section 6228. If your request is approved, you will be contacted to arrange pick-up and payment of the report. If your request is denied, you will receive a written denial in accordance with Government Code section 6255(b).

To request an on-line report involving a Traffic Collision, visit ws.ocsd.org.

Department Guidelines followed to determine when/who a report can be released:

Crime and Incident Reports

Released to:

  • Victim(s)
  • Authorized representative of victim
  • Insurance carrier against which a claim has been made and/or might be made
  • Person suffering bodily injury, property damage or loss

Not released:

  • If the disclosure would endanger the safety of a witness or other involved party
  • If disclosure could endanger the successful completion of an investigation and/or related investigation
  • Name and address of a victim(s) of certain specified crimes will not be disclosed
  • If the Department is prohibited by law from releasing the report (e.g. child abuse reports)

Traffic Collision Reports

Released to:

  • Drivers involved in the collision
  • Registered owners of vehicles involved
  • Parents of a minor driver involved
  • Passengers involved listed in the report
  • Insurance companies
  • Those incurring property damage as a result of the accident
  • Those who may incur civil liability as a result of the accident
  • Any attorney who declares under penalty of perjury that he or she represents any of the above persons

Juvenile Reports

Released to:

  • Parents of a juvenile may receive a copy of certain types of reports if their child is the only juvenile identified in the report.

All other requesters must petition the Presiding Judge of the Juvenile Court directly for the release of juvenile records. The Juvenile Court has the exclusive authority to determine whom, and the extent to which juvenile record information may be released.