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REPORTS AND RELEASE OF INFORMATION I. Results Reporting A. At the completion of testing, the case is reviewed and signed by the designated analyst, a report is generated, the case is administratively and technically reviewed by a supervisor who signs the final report, and a copy of the report is sent to the agency requesting the analysis. 1. A billing sheet is generated that provides for billing of services rendered. 2. If the final report is provided to entities other than the submitting agency, this will be noted in the case file or addressed by standing practice. A) D case results are made available to the Dallas County District Attorney via database. B. The final report must accurately reflect the work performed and be fully supported by data present in the case file. C. The report will include the unique case number, a description of the evidence received, notation of tests performed, listing of substances identified and quantitated as applicable, the date the evidence was received into the laboratory, who delivered it, who received it, the date of completion, and the submitting agency. 1. The final report for M cases is a multi-page document that includes the following documents: Toxicology Report, Medical Examiners Request for Toxicology, and Evidence Receipt. D. If it is determined that a revised or corrected report must be generated, the report will bear the notation Corrected Report. 1. Copies of a corrected report are sent to agencies receiving the previous copy of the report from Toxicology. 2. The corrected report is filed along with the original report in the case folder. 3. A copy of the corrected report is sent to the Quality Manager for review. E. If additional work is requested on a completed case, the report of additional testing will usually be added to information in the original report, the new report will be marked Amended Report, and a copy will be provided to all agencies receiving the original report from Toxicology. 1. If the report provides only the results of the new testing, it will be marked Supplemental Report and distributed as above. II. Release of Information to the Submitting Agency A. Release of Preliminary Results 1. Case results are considered preliminary until a final report is generated. 2. At the discretion of a supervisor, preliminary results may be released to the submitting agency after case review by a supervisor. a) In extenuating circumstances, preliminary results may be released by an analyst after review of the case by a second analyst; the case should be reviewed with a supervisor as soon as possible. 3. Documentation of release of preliminary results should be made in the case file including the information released, to whom, and when. B. Toxicology staff is authorized to provide a case status report to requesting entities. C. Release of Complete Reports

Dallas County Institute of Forensic Sciences Toxicology Laboratory

Reports and Release of Information Version 2.1

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1. A copy of the completed and signed report is provided to the submitting agency. D. Requests for interpretation of toxicology results should be referred to a supervisor or the Medical Examiner if applicable. III. Release of Information to Non-submitting Agencies A. Typically case results and other case related information will be released only to the submitting agency or entities authorized by the submitting agency. B. Requests to release information to other entities will follow the direction of or be referred to the submitting agency or the Civil Section of the Dallas County District Attorneys Office. IV. Security of Case Files A. The case file consists of the final report, all analytical work performed by the analyst which is reflected in or relied upon for the written report, sample submission documents, chain of custody and sample disposition documents, instrument output, worksheets, records of conversation, photos, peer review sheets, and/or other relevant information. B. During analysis, the case file is maintained by the Toxicology Evidence Registrar for M and H cases and by the chemist performing legal alcohols for D cases. C. Completed case files may be stored on-site in Section file storage or off-site in the Dallas County Records Storage Facility. 1. Files are retained in accordance with Dallas County policy as implemented by the Dallas County Records Manager. 2. Access to case files is restricted to Toxicology staff and Section administrative personnel.

Dallas County Institute of Forensic Sciences Toxicology Laboratory

Reports and Release of Information Version 2.1