FOI 702/25
REQUEST
SWP policy on the creation and storage of incident reports and related documentation.
CLARIFICATION
South Wales Police: Please clarify what area of policing you require?
Applicant: I assumed, perhaps incorrectly, that SWP would have a policy relating to the creation of incident/occurrence reports in general.
As I’m not aware of the way in which you classify incidents/occurrences I’m unable to precisely identify which area of your work is relevant.
I have in mind matters of repeated trespass, aggravated trespass, unlawful damage to property, harassment, theft, and verbal threats.
RESPONSE
We have consulted with our Operational Support Services Department who have provided the below response to your request.
South Wales Police create incidents in accordance with the National Standards of Incident Recording (NSIR), which is used in England and Wales by all police forces to standardise the collection of information about most types of incidents reported to them.
The five purposes for the National Standard for Incident Recording are:
- To provide uniformity about how the police record an incident.
- To ensure the correct response to an incident reported to the police.
- To allow a risk assessment about the incident, particularly considering any threats to safety, identifying vulnerable people, and repeat victims.
- An opportunity to find any incidents that required recording as a notifiable offence.
- To provide management and performance data for use at both a local and national level.
There are also crime recording rules for police officers and staff known as Home Office Counting Rules (HOCR). The standards are aimed at ensuring a consistent, victim centred approach to crime recording.
Please see the below links to NSIR and HOCR:
crime-recording-rules-for-frontline-officers-and-staff-2025_26-april-2025-update.pdf
Although very small parts of document could be released, the information would be so heavily redacted that it would be impossible to gain any value from the content.
As such, in relation to your particular request, the following exemption applies:
Section 31(1)(a)(b) - Law Enforcement
Section 31 is a qualified, prejudice-based exemption and the legislators accept that there may be harm if released. The authority is therefore required to articulate the harm that may be caused and consider the public interest arguments for and against the disclosure of the information.
Overall Harm
The Police Service has a clear responsibility to prevent and detect crime and disorder as well as maintain public safety.
There are a number of tactical options available to the Police Service upon initial receipt of information. These tactics are outlined within this Standard Operating Procedure.
Revealing the investigative steps taken when dealing with initial reports would highlight the intricacies of the tactical strategies used by police forces. Disclosure would also directly influence the stages of law enforcement when dealing with these incidents as offenders would be more aware and would therefore be able to take steps to avoid detection. This would hinder future investigations by assisting those who are intent on undertaking criminal activity.
Public Interest Considerations
Factors favouring disclosure
There is a public interest in disclosing how South Wales Police handle crimes and incidents as this would provide openness and transparency as well as better awareness to the public, which may encourage more information being submitted from members of the public which could assist with the policing and investigation of these offences.
Factors favouring non-disclosure
Any disclosure of information which reveals investigative tactics used by South Wales Police following initial receipt of information would not be in the public interest as it would undermine law enforcement and potentially place members of the public at risk.
Balancing Test
The points above highlight the merits for and against disclosure. Undoubtedly, disclosure will provide a greater openness and transparency to the community at large of how a police force delivers effective law enforcement and assistance to members of the public. Furthermore, the community would be reassured by knowing how South Wales Police ensure the public’s health and safety is risk assessed and documented.
As much as there is a public interest in knowing that the delivery of law enforcement is appropriate and balanced, this will only be overridden in exceptional circumstances. The police force would not disclose any information which could assist offenders by providing an insight into how reports are initially dealt with and responded to. Therefore, at this moment in time, it is our opinion that for these issues the balance test for disclosure of the information is not made out.
In accordance with the Freedom of Information Act 2000, this letter acts as a refusal notice.