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Victorian Crime Incident Reports Document Ordering FAQ

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What is Victorian Crime Incident Reports Document Ordering?

A Victorian Crime Report is the documentation relating to a crime that has been reported to the Victorian Police Service. Certified agents can now access Victorian Police Crime Incident Reports via the Confirm document ordering system. Your order is submitted online and processed by the Victorian Police Service. Victoria Police aims to return results within 4 working days of receipt of an order, subject to availability.

The result is returned to you by fax or post or you can pick the documents from the Victorian Police Headquarters in person. Types of offences that can be requested from Victoria Police are Burglary, Theft, Theft of Motor Vehicle, Criminal Damage, Criminal Damage by Fire and Lost Property.

What information is available on a Crime Incident Report?

The Crime Incident Report contains applicable information under the following standard headings:

  • Victim
  • Offender
  • Recovered Motor Vehicle
  • Modus Operandi
  • Summary
  • Person to be Notified
  • Property
  • Stolen Motor Vehicle
  • Incident

The information available for a given crime is dependent on a number of factors including - Severity; Witness reports and other statements; Modus Operandi; Property reports (i.e. stolen and or damaged); Complainant information and level of Police involvement.

Can anyone access information about Crime Incident Reports?

Only certified agents, such as a Loss Assessor, Insurance Company or solicitor can gain access to the Victorian Police Crime Incident Report system. Information from Crime Incident Reports can not be passed on to anyone without a bona fide interest in the incident. It is mandatory to provide an organisation name in your Delivery Profile.

Why is an additional User-ID and password required to access Victorian Crime Incident Reports?

The information in the Victorian Police Crime database is confidential and may not be disclosed to unauthorized persons. User-IDs provide an additional level of security to Victorian Police and Victorian Police crime system users. Each organisation and individual accessing this system has been approved by the Victorian Police Service before they are granted access. Details of all transactions are automatically recorded and use of this system constitutes consent to security monitoring.

In your own interest, do not permit anyone to use your User-ID and password. Always log out of the system at the completion of your enquiry (at least back to the Warning screen) and regularly change your password.

What should I enter in the Claim/File Number, Reason for Access, Representing and Your Reference fields?

On the Enquiry Search Screen, the information you enter will be stored in the database transaction logs and may be retrieved by the Victorian Police Service for use in information audits or other purposes. The Claim/File Number can be any information that will enable you/your organisation to identify your interest in the report. Organisations acting on behalf of another party should enter their relationship (e.g. insurer) as the 'Reason for Access' and their client's name in the 'Representing' field.

The Your Reference field has two functions:

  • To enable you to enter a file number or reference used by your organisation in the identification of files/claims/cases and
  • To enable you to search for any new information concerning recovered property or solved crimes.

What search criteria should I use to get the best results?

It is essential that you enter as much information as possible to ensure that you receive your desired results. The following combinations of data are the absolute minimum criteria required for conducting a search:

  • Incident Type
    An Incident Type must be selected from the list provided.

  • Date of the offence
    The Date of the Offence is mandatory. The date should be entered as DDMMYYYY (e.g. 01092002)

  • Full name of the person who reported the offence
    The surname and given name of the person who reported the offence are mandatory search requirements.

  • Address where the offence occurred
    The minimum address details required include the street name and the Suburb / Town details.

  • Date reported
    The date the offence was reported is mandatory. The date should be entered as DDMMYYYY (e.g. 01092002). The date the offence was reported can not precede the actual date of the offence.

Search Tips

  • When entering a Street, only the name is required, not the street type. E.g. Edward, not Edward Street
  • It is recommended that as much information as possible is provided. Information such as Street or Unit number, Post Code and Melways reference will assist in the retrieval of the correct crime incident report.

How can I keep track of the orders I submit?

A receipt is produced for each order, listing the search criteria and noting the Confirm Reference for the search. This reference will be included on the covering page of faxed and mailed results. We suggest that this receipt is printed and retained as a record of your searches. Inbox is able to keep you up to date with the progress of your document orders by displaying their change of status from ORDERED to IN PROGRESS and then to COMPLETED. A document order is complete when all components of the order have been dispatched. Selecting the status link for a document at any stage will display the receipt produced when the order was created. Your orders will be retained in the Inbox for 90 days after completion.

Please note that the results of your Victorian Crime Reports search will not be available through Inbox as they are processed off-line.

How can I update my delivery details?

Before conducting each search you are asked to select a delivery method and identify a delivery profile, that is, the details of the person to receive the results. A drop down list will show all the profiles currently associated with your account code. To use an existing profile select it from the list and press next.

To add to this list, or to modify a profile, click on the New/Modify/Delete/Copy icons. This will open a new browser window where you are able to add or update details then save them for future use. If you are uncertain that your profile details are current or correct, please take this opportunity to update them.