11.4: Documenting Use of Force

Documentation of use of force within the California Department of Corrections and Rehabilitation is a highly structured process designed to ensure accountability, transparency, and legal compliance. Every incident involving force must be recorded in detail, reviewed by multiple levels of supervision, and evaluated to determine whether the force used was lawful, necessary, and consistent with policy. This documentation process is critical because it creates an official record that can be used for internal investigations, legal review, and potential criminal proceedings.

Immediate Reporting Requirements

Immediately after any use of force incident, involved staff are required to notify their supervisor and provide an initial verbal account of what occurred. Correctional officers must ensure that the scene is secured, inmates receive medical attention if needed, and any ongoing threat is neutralized. Once the situation is stabilized, staff begin preparing formal written documentation. This initial reporting phase is essential because it captures real-time details while the event is still fresh, reducing inconsistencies or missing information.

Written Staff Reports and Incident Documentation

The primary documentation tools include detailed staff reports and incident narratives, which describe the sequence of events leading up to, during, and after the use of force. Officers must document:

• The behavior that prompted the use of force
• The specific type of force used (verbal commands, restraints, chemical agents, etc.)
• The inmate’s level of resistance or compliance
• Any injuries sustained by staff or inmates
• The justification for each escalation of force

These reports must be factual, objective, and free of opinion. Any deviation or inconsistency may trigger additional review or investigation.

Medical Evaluation and Injury Documentation

All inmates involved in a use of force incident must receive prompt medical evaluation. Medical staff document any injuries, complaints of pain, or signs of trauma. This medical record becomes part of the official incident file and is used to determine whether the force applied was proportionate. Staff injuries are also documented separately, including photographs and treatment records when applicable. This dual documentation helps ensure both inmate welfare and staff accountability are properly recorded.

Supervisor Review and Incident Assessment

After initial reports are completed, supervisors conduct a formal review of the incident. This includes evaluating whether the use of force complied with institutional policy and whether alternative de-escalation methods could have been used. Supervisors also compare staff statements, review video footage when available, and assess whether the level of force used matched the threat presented. Any discrepancies may result in corrective action, retraining, or further investigation.

Formal Investigations and Administrative Review

More serious incidents may be escalated to higher-level review teams or internal affairs units. These investigations examine whether the use of force violated policy or involved excessive or unnecessary actions. In some cases, incidents are referred for external review or criminal investigation, particularly if serious injury or misconduct is suspected. The investigative process ensures that accountability extends beyond immediate supervisors and includes institutional oversight.

Video and Evidence Documentation

Many facilities use surveillance cameras and body-worn recording devices to supplement written reports. Video evidence is reviewed alongside staff narratives to verify accuracy and provide an objective record of events. Physical evidence, such as chemical agent canisters or restraint equipment, may also be logged and preserved depending on the severity of the incident.

Overall, documenting use of force within CDCR custody settings is a multi-layered process that combines immediate reporting, detailed written accounts, medical documentation, supervisory review, and sometimes formal investigation. This structured system ensures that every use of force is carefully evaluated for necessity and compliance with policy. It also protects both staff and inmates by creating a transparent record that can be reviewed for accountability, training improvement, and legal scrutiny.⁵²

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⁵²California Department of Corrections and Rehabilitation. (2024).