01/2025 letter from Polcie Scotland CJSDCRaSHEnquiries@scotland.police.uk
Good Morning/ Afternoon
I have previously communicated service improvements in the provision of Collection Recording and Sharing (CRaSH) reports by introducing electronic online requests and BACs payment system. This was successfully introduced on 1st April 2020
To allow a corporate approach and streamline the service further we have further refined our processes to support GDPR compliance. To facilitate this we require to update you on our terms of business in relation to what we will provide and our associated fees for these services.
Police reports, notebooks and records are confidential and privileged. The Chief Constable is unable to accede to any request to examine or be supplied with documents or copies, however, where legally permissible, the Chief Constable is generally prepared to divulge to the parties involved or to their properly accredited representatives (e.g. Solicitors, Insurance Companies and their authorised agents) certain information in the form of a modified abstract of a Police Report. Such abstracts deal with matters of fact as ascertained by the police and NOT matters of opinion. They are supplied on the understanding that they are not and do not purport to be actual copies of reports.
All requests for reports will be subject of a fee (see below). These fees will be reviewed on a yearly basis. Changes to fees will be available one calendar month before implementation to allow interested parties time to absorb charges. For full details of all our charges and Terms and Conditions please refer to http://www.scotland.police.uk/access-to-information/provision-of-reports/
We will search for and provide an abstract of the following reports;-
• Road Accident reports (CRaSH)
• Crime Reports
• Occurrence Reports
• Scale Plan Drawings, Accident Reconstruction Reports and Photographs (Fatal Reports only)
• We will not respond to any additional information contained within an Road Traffic Accident report request such as CCTV search, witness statements, PF Reference or case numbers, these should be subject of a separate request for each item.
Civil Precognitions
The precognition of police officers in pursuit of civil matters may be allowed by the Chief Constable when criminal proceedings are concluded. Where this facility is granted a fee is chargeable in respect of each interview arranged and in respect of each officer interviewed. Fees will be charged to cover administrative costs when an interview is arranged and subsequently cancelled.
Precognitions are a face to face interview between the agent and a police officer. Officers will be instructed to provide no details either electronically or verbally (other than to confirm time and date of precognition interview) pertaining to any incident other than during precognition interview.
Content of Abstract Reports
An abstract report will contain, where known, the following information:-
Road Accident Cases
• CRaSH reference
• Time, day and date of the occurrence
• Location of the accident
• Name and address of the witnesses (if recorded)
• Damage to property other than the vehicles involved
• Details of vehicles involved
• Name and address of the vehicle owner/and or driver
• Insurance details and policy numbers if known
• Names and addresses of any injured parties
• Injury details known at the time of the road accident
• Reporting and Enquiry Officer details including Police Scotland Identifier (PSI)
• Factual information pertaining to the prevailing conditions present at the time of the road accident
• Road surface conditions.
Any Road Accidents which have been recorded at the time of the accident as a non injury or non recordable Road Accident will be subject of a separate concise report to the requester.
Where there is no trace of the accident on any Police systems we will endeavor to obtain further information from the requester that may assist in finding the accident. An eventual ‘No Trace’ letter will be provided if this further check does not trace the accident on Police systems.
Crime Abstracts
Modified abstracts of crime reports will contain the following information:-
• Name and address of the complainer/reporter of the incident
• Date and time reported
• Locus and type of premises
• Full description of stolen and recovered property
• Full list of damaged property
• Injury details if reported at the time of the incident
• Confirmation of any arrests if known
• Procurator fiscal number if known
Crime abstracts will not provide details of persons reported to the Procurator Fiscal. Requests for information regarding criminal disposal should be directed to the Procurator Fiscal Service.
Occurrences
Abstract reports relating to occurrences that are neither criminal nor road traffic accidents may be provided. They will detail the salient facts including the witness names and addresses where appropriate. However, such abstracts will not be supplied prior to the conclusion of any public enquiry being held. No refund will be available when the request has been submitted and the work has commenced
Scale Plan Drawings, Accident Reconstruction Reports and Photographs
Scale plans and reconstruction reports may be available for road accidents where a crash investigation officer has attended, provided that criminal proceedings have been completed. Photographs of the road accident scene if available may also be made provided.
PF Reference Number / Case Numbers
These will no longer be provided by Records Department and can only be obtained during a precognition by the reporting officer.
Provision of Reports
The abstract report will be provided in digital format and sent via email to an email address provided by the requester on application. Abstract reports will NOT be sent to a group email address and will only be transferred to a named recipient email address.
All Reports will be released with Egress Encryption.
All reports provided are compliant with Data Protection Act 2018, GDPR and Human Rights Act where required. There is vicarious responsibility that the information provided will be retained, stored and shared under the same legislative requirements by the recipient.
Kind Regards,
CJ Data and Records Team
Police Scotland
FEES
Good morning/ afternoon
In response to your request. Please find details on how to submit payment and the costs of each our services.
Please note that no searches will be conducted until payment has been submitted and verified.
Once payment has been submitted, please reply to
CJSDCrashEnquiries@scotland.police.uk
You Must Supply:
• Your Reference Number
• Your Clients Name and address
• Date and location of incident
• Clients Vehicle Registration Mark
• Your Payment/Claim Reference Number
• Claims handler name
• Email address to which report has to be returned.
Failure to supply the listed information may cause further delay.
We will only accept online payments. Individual payments must be made for each request, as bulk payments will not be accepted.
Our bank details and the information that we require to be referenced on each individual online payment is outlined below:
Your client’s name and reference number must be quoted as the subject on your online payment.
Bank Account: Royal Bank of Scotland
Name: The Scottish Police Authority
Sort Code: 83-06-08
Acc. Number: 21156259 RBOSGB2L
BIC:
IBAN: GB81RBOS83060821156259
Reference Number:
Client’s name and
Your Reference
Number must be quoted on each individual BACS payment and all other correspondence.
Charges effective 1st April 2024
| ITEM | Fee from 1st April 2024 |
| Supply of Abstract of Road Traffic Incident Report. *This is a non-refundable administration fee. Fee charged per request* | £125.50 |
| Supply of Abstract of Crime Report. *This is a non-refundable administration fee. Fee charged per request* | £125.50 |
| Supply of Occurrence Report (Reports which are neither criminal nor a Road Traffic Incident) *This is a non-refundable administration fee. Fee charged per request* | £125.50 |
| Precognition Interview (per officer) *A non-refundable administration fee of £125.50 will be retained in event of the precognition being cancelled before interview has taken place or the request being withdrawn* | £206.00 |
| Supply of Photographs CD per Disk / PDF document *Advance fee is not required. Photographs will be released subject to authorisation from the Procurator Fiscal* | £28.00 |
| Supply of Video/DVD This service has been discontinued at present. We can no longer accept requests for Supply of Video, DVD, CCTV, DASHCAM Footage. | |
| Collision Investigation Report *Fatal Accidents only. Advance fee is not required. Report will be released subject to authorisation from the Procurator Fiscal* | £592.50 |
| 3D Reconstruction Data *Fatal Accidents only. Advance fee is not required. Data will be released subject to authorisation from the Procurator Fiscal* | £818.50 |
| Supply of Plans *Advance fee is not required. Data will be released subject to authorisation from the Procurator Fiscal* | Charges will depend on the type of service provided and equipment used. |
(Please note these fees are reviewed in April of each year, and are subject to increase)
All requests must be emailed to CJSDCRaSHenquiries@scotland.police.uk
Postal Request will not be accepted.
All reports are returned via email using Egress encryption and access to Egress is required to use our service.
For more details on Egress and how to set up an account or seek advice with an email you have received please visit Support | Egress Software Technologies
Reports will be returned to the claims handler named in the initial request and requests for additional copies may incur an additional fee.
For full details of all our charges and Terms and Conditions please refer to http://www.scotland.police.uk/access-to-information/provision-of-reports/
Kind Regards,
CJSD Data and Records Police Scotland
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