NIBRS submissions: Manual

An organization can be configured to automatically or manually generate and send NIBRS submissions to the state. This section explains how manual NIBRS submissions work. See NIBRS submissions: Automatic for an explanation of the manual submission process.

If your organization is configured to manually generate and submit NIBRS submissions, the Compliance module contains an NIBRS Submissions inbox with two tabs: Ready and Submitted.

Note

The name of this inbox is configurable and may vary among organizations.

Ready tab

Reports that have been finalized but not yet submitted to the state appear on the Ready tab. Use the filters to refine which submissions are displayed:

  • Report IDs
  • Occurrence date
  • Report created date
  • Finalized on

The following information is included for each report:

  • Report ID: Select this hyperlink to open and view the report in Report Writer
    • Labels in this column indicate If the report was submitted and later the finalization reverted or a supplement created.
  • Occurrence date: The date the incident occurred (may be different from the report creation date)
  • Report created date: The date the incident report was created (may be different from the occurrence date)
  • Finalized on: The date the report was finalized
  • Author: The report author (or primary contributor)

Use the filters and select Generate file to create a new submission file. See Generate submission for more information.

Submitted tab

The Submitted tab contains a list of submission files that have been generated. Each submission file contains one or more reports. Use the filters to refine which submissions are displayed:

  • Submission file
  • Status
  • Report IDs
  • Created date
  • Created by

The following information is included for each submission file:

  • Submission file: Select this hyperlink to open a list of reports included in the submission file.
  • Created date: The date the submission file was generated.
  • Created by: The user who generated the submission file.
  • Note: The note created by the user who generated the submission file.
  • Report count: The number of reports included in the submission file.
  • Status: The current status of the submission. Statuses include:
    • Generating: The submission file is currently being generated.
    • Available: The submission file was successfully generated and is ready for download.
    • Generation failed: The submission file generation failed due to a technical error.
      • Contact your Axon representative for assistance if you see this status.
    • Deleted: The submission file was generated but then later deleted.

Each submission file on this tab has the following options in its More actions [...] menu:

  • View submission file
  • Delete submission file

Generate submission

Follow these steps to generate a submission file that you can download and upload to your state portal:

  1. Use the filters on the Ready tab to refine which reports should be included in the submission file.
    • The submission file can contain no more than 20,000 reports.
  2. Select Generate file in the top corner of the inbox.
  3. The Generate file window opens, listing the total number of reports.
    • The submission file does not include in-progress supplements or reports that were finalized but reverted.
    • If a report has an in-progress supplement, the submission file includes the latest finalized version of the report.
  4. Enter a file name.
    • This name displays in the Submission file column on the Submitted tab.
  5. Optionally add a note to the submission.
    • This note displays in the Note column on the Submitted tab.
  6. Select Generate to generate the file.
    • File generation runs in the background.
  7. When the submission completes, the file appears on the Submitted tab with a status of Available.
  8. Select Download to download the submission file to your computer, and submit it to your state portal.
  9. If the file generation fails, select Regenerate.
    • The Generate file window opens again with the File name and Note fields pre-filled with the information you entered when you initially generated the file.

View submission file

On the Submitted tab, when you select a hyperlink in the Submission file column or select More actions [...] > View submission file, a window opens that displays all reports included in that submission file. Each of these reports has a More actions [...] menu with these same actions.

These report-specific actions include:

  • View
  • Revert finalization

These same options appear for each report on the Ready tab.

View report

You can view either the individual report that was submitted or the entire incident profile, which includes the original incident report and all other associated reports and files. To open these different views:

  • Report ID: Opens the individual report in Report Writer
  • More actions [...] > View: Opens the incident profile

Revert finalization

From within the Compliance module, you can revert the finalization of a report that was previously finalized and submitted. Reverting the report allows you to make changes immediately so it can be finalized again and automatically resubmitted to the state.

You may want to take this action if:

  • The third-party system rejected the submission because of missing or invalid data.
  • You notice an error in the report after it was finalized.
  • You prefer to fix the issue yourself rather than creating a supplement for the reporting officer.

To revert the finalization of the report:

  1. Open the Compliance module and locate the report that needs to be corrected.
  2. Select More actions [...] > Revert finalized.
  3. Select an assignee.
    • You can assign the report to yourself or to the officer who originally wrote it.
  4. Mark the task as urgent (optional), enter a note, and select Revert finalization.
  5. When the report is reverted:
    • The report’s state changes from Finalized to Records Review and a Review Report task is routed to the My Tasks inbox of the assigned user.
    • In the Compliance module, a Finalization reverted label appears below the submission's Report ID in the Report ID column.

If you assigned the report to yourself and you have the appropriate privileges, you can edit the report while it is in the Review state and then finalize it:

  1. Open the report.
  2. Select More actions [...] > Review and edit.
    • When editing another user's report, a gray banner at the top of the report indicates that "You are making changes on behalf of the user".
    • You can make changes to any part of the report, and the changes will automatically save.
      Incident Report 25-0600234-1 with criminal damaging charge details and highlighted Review and Edit Report button.
  3. Make the necessary changes and select Approve.
  4. When the report is finalized, it is added to the automatic submission queue and the status of the report in the Compliance module changes to Submitting.

Create supplement

From within the Compliance module, you can create a supplement for a report that was previously finalized and submitted. The original version of the report remains submitted, and when the new supplement is finalized, it is also submitted.

You may want to take this action if additional context or information is needed from the officer who originally wrote the report.

To create a supplement:

  1. Open the Compliance module and locate the report that needs to be corrected.
  2. Select More actions [...] > Create supplement.
  3. Select an assignee.
  4. Mark the task as urgent (optional), enter a note, and select Create supplement.
  5. When the supplement is created:
    • A Write Supplement task is routed to the My Tasks inbox of the assigned user.
    • In the Compliance module, a Supplement in progress label appears below the submission's Report ID in the Report ID column.

When the supplement is finalized, the report appears on the Ready tab in the NIBRS Submissions inbox.

Delete submission file

To permanently delete a submission file, go to the Submitted tab and select More actions [...] > Delete submission file. This action cannot be undone, and the submission file cannot be recovered.

This action only deletes the submission file. The reports it contains are NOT deleted. When the submission file is deleted, the reports it contained are returned to the Ready tab where they can be included in a new submission file.