HOW DO YOU DEFINE POLICE REPORT? 1. Police Report is any written matter prepared by the Police involving thelr Inter action with the community... ' 2. Police Report is an exact narration, of facts discovered during the, course of crime investigation which serves as a permanent written record for future reference. 3. Police Report is a permanent written record of police activities classified as informal and formal which communicates important facts concerning people involved in criminal activities; aed ' ‘ ' Require students to go to the Police in their area of responsibility and request for a photocopy of police report. Each student must have a copy and submit individually those reports. Some will be reported in front of the class and the teacher will discuss it lengthly WHAT ARE THE PURPOSES OF POLICE REPORTS? 1, Written report to serve as the raw materials from which records system are made. 2. Written report to reveal as part of the component of the record system, the direct relationship between the efficiency of the department and the quality of its reports and reporting procedures. 3. Written report to guide police administrators for policy formulation and decision making. 4, Written report to serve as a gauge/ yardstick for efficiency evaluation of police officers, ‘5, Written report to guide prosecutors and courts in the trial of criminal cases investigated by the police. WHAT IS A POLICE REPORT? ‘ “According to Dr. Oscar Soriano, report is basically a story of actions performed by man, A police report is a chronological or step-by-step account of an accident that transpired in a given time, ata given place. Itis also defined as an account of an investigation, of an official statement of facts, Police reports'result from the fact that someone has asked for them and néeds them for immediate of future use! In any’ event, police repoiting has become’ one of the most significant processes in modern police operations. : ° WHAT ARE THE IMPORTANT USES OF REPORT WRITING? : ese luny oot 1: Reports serve.'ab: records’ forpolice' administration’ in “plannitig, directing, and organizing the unit’s duties. "=!" ive .22issehy eteishitseme SanReports can be used as legal documents in theiprosecution of criminals, Reports are utilized by other agencles. Reports can be useful to tri-media for public information purposes. Reports can be utilized fdr research purposes. a4 een Reports improve the personality of the writer. WHAT ARE THE CRITERIA TO BE CONSIDERED IN REPORT WRITING? The Language 1, Clarity Accuracy Brevity Specificity Completeness Timeliness Security Impartiality According to the book of Dr. Oscar Soriano, One of the most basic considerations of pa ay aen report writing is the language used. Direct-to-the-point words are essential to good police report writing. Use of specific words also contributes to factual police reports. Every complete sentence must have at least one’ subject and one predicate. Diction refers to the manner and style of expression in words, Itis almost always necessary to use a paragraph in any narrative report. A paragraph is simply a warning to the reader that a change in thought is about to occur, or that a new subject to be explored. The report should be complete, easily understood, brief and accurate. 1. Clarity - The police report must be clear and it should be written directly and easy to understand, ‘ 2. Accuracy ~ The police report must conform with the established rules of syntax, format, spelling and grammar. The data presented must be precise and the information given must be factual. 3, Brevity - The police report must be short, with simple sentences, common words and easy t0 understand, vocal _. 4. Specificity - The police report must bo apeeific by using concrete examples. A good descriptive narration gives life to the written words through particular terms that project hues, movements, quantities and shapes. i .5. Completeness - The police report must be complete'by tiging the 5| and 1H: 6. Timeliness- The police report must; be submitted on, time. As much as possible immediately after the incident has happened. 7. Security - The police report must |be considered classified, hence, transmission, handling, and access to these reports should be limited only to police personnel who are granted by higher authority security clearance. It is a top secret documents. 8. Impartiality - The police report must know what the receiving office needs to know. Important data must not be omitted or added to conceal responsibilities, to impute liabilities or to favor parties, Exercises ‘ Instructions: Students are asked to secure or download of a Police Report taken from a Police Station. Analyze the report if it passes the eight (8) criteria presented in a report writing, list what is missing in the said report and add details to make it complete. WHAT IS NEEDED IN PREPARING AND WRITING A REPORT? ‘The police writer will make an outline from the facts of the case aid follow a chronological sequence. After an outline has been identified they will make sure that their notes will be organized and reviewed first for completeness prior to the actual writing of the report. The outline should answer the 5Ws and 1H the facts presented in Report Writing should prove the importance of police report. The real answer lies in the quality of the result of accomplishment and basic principles. The police reports are from simple, brief memorandum to a complex. Formal investigation requizes the application of basic standards such as clear, pertinent, brief, complete, current, accurate, fair, properly classified, informative, and objective. It should be submitted in proper format and should be on time, WHAT ARE THE TWO (2) TYPES OF POLICE REPORT? (Allen Z, Gammage, Basic Police Report Writing, Sacramento, California, USA) 1. An informal report usually is a letter or memorandum or any one of many prescribed or used in day-by-day police operations. It customarily carries three items besides the text proper; date submitted; subject, and petsons or person to whom submitted It may, however, contain many ten's of aditinistrative' importance alorlg'with the subject matter ofthe text Actually, most police reportsmay be placed in this category. 2. A formal report suggests a full-dress treatment, including cover,title, page; letter of. transmittal, summary sheet, text, appendixes, and perhaps an index and bibliography. “Note: Make a scenario or request students to give,you a scenario and require each one of, them to prepare these 2 types of report... --- - .WHAT ARE THE CLASSIFICATIONS OF POLICE REPORT? Performance report which contains information asto the status of an'activity, activities, or operations. , b. Factfinding report which involves the gathering and presentation of data in logical order, without anvattempt to draw ebnclusions. © Technical report which presents data on. specialized subject. 4. Problem-determining report which attempts to find the causes underlying a problem orto find whether or not a problem really exists. © Problem solution report which analyzes the thought process that fies behind the solution of a particular problem Exercises: Ask the class to form groups by counting one to six. All the members one will form group one and so forth until six. Request each group to pick/select one topic/ scenarios and expound it to into a Police Report. Select a leader and a secretary. The e Police Report will be presented to the class. HOW ARE POLICE REPORTS CATEGORIZED? a Operational Reports include those relating to the reporting of police incidents, investigation, arrests, identification of persons, and a mass of miscellaneous reports necessary to the conduct of routine police operations. b. Internal Business Reports relate'to the reporting itecessary to the management of the agency and include financial reports, personnel reports, purchase reports, equipment reports, property maintenance reports, and general correspondence. ‘Technical Reports presents data on any specialized subject, but usually relate to completed staff work and add to the specific knowledge necessary to proper functioning of police management. @ ‘d. Summary Reports furnish intelligence information necessary to the solution of crime ‘accident, and police administrative problems... Finally, Dr. Gammage, in concluding his classification on the types of poli emphasized that his book-Basic Police Report Writing, is directed thd eenterel only ‘onthe ‘category ofoperational reports; that these reports are theraw materials from whichadmninistrative reports are derived- that in directing efforts toward improving these reports, he believes that the whole of the reporting process can be Improved,” Vota Require students to read a newspaper: Had the news cut and submit Note: Peat hem identify the police report. a it during dassANATOMY OF CRIME as explained by Commissioner Dir. Gen Miguel Coronel. WHAT ARE THE ELEMENTS FOR’A CRIME TO HAPPEN?" “For any crime to happen, there are three (3) elements or ingredients that must be present at the same time and places These are the moves the INSTRUMENTALITIES and the OPPORTUNITIES: The motives dre the reas6rid or calides' why a persdn'or groups of persons perpetuate ‘acrime. Examples are disputes, economic ‘gain, jealousy, revenge, insanity, and thrill, Intoxication, drug addiction and many others. INSTRUMENTALITIES: (OPPORTUNITIES MOTIVES ‘The Instrumentalities are the means or instruments used in the commission of the crime. It could be firearm, a bolo, a fan knife, an icepick, poison or obnoxious substance, a crow bar, a battery-operated hand drill for carnapping, motor vehicle, etc, Both the Motives and instrumentalities belong to and are harbored and wielded respectively by the criminal. ‘The opportunities consist of the acts of omission and/or commission by a person (the victim) which enable another person or group of persons (the criminal/s) to perpetrate the crime. Illustrative examples include leaving one’s home or car unattended for a long time, walking all alone in a well-known crime prone alley, wearing expensive jewelries in slur area, readily admitting a stranger into one's residence and the like, Opportunity is synonymous with carélessness, acts of indiscretion and lack of ctime prevention-consciousness on the part of the oi ‘Whether the crime incident would happen or not, it will depend on the presence and merging of MOTIVES, INSTRUMENTALITIES and OPPORTUNITIES at the same time and the same place. The absence of any one ingredient, out ofthe three, will mean that there shall be no crime. The most that could happen isan acident arising ot pf reckless imprudence; since there is no motive, A freak crime incident shall occur when all the three elements are present and merged at the same time and the same place; but the victim's ht the intended Gne, due to mistaken identity.” lawl ateest aly wl Note: Require students to give individual case incidents that hippened:in thelr logality. Let them identify the elements crime, aWHAT IS POLICE VISIBILITY? When we talk about police visibility, we should not limit ourselves to just presence or being actually physically present. POLICE VISIBILITY is more than that. WHAT ARE THE (3) THREE THINGS THAT WE SHOULD, CONSIDER IN POLICE VISIBILITY? 1. Physical Presence, . 2. The Patrolling Scheme; and 3. Response YES, sical immediate feedback to the present in the area but becat ice at the area or at the crime scene is very important. It is the Public that their police is on the job. Although we may be actually tuse oftentimes, we are not in proper police uniform, the community fails to physically see our police presence in the area, How many times have we seen police Personnel when respond in civilian clothes, in ‘T-shirts and shorts even. Because of the non- Wearing of uniform, the police is seen by the community to look more like criminals than police. ‘Surprisingly too, the community when ask to pinpoint the nearest Police unit cannot actually locate their nearest police units or headquarters. There should be standard police sign easy to identify and recognize. Another aspect of police visibility is our Patrolling Scheme. Various patrol components are joined together to complement and support one ariother to ensure a widespread and redundant Sprerage. We optimize the deployment of various patrol elements to have a truly effective crime deterrence. J The area where the PNP is most often criticized, is the third aspect of police visibility, that of response. The Police Response should be proper, adequate and that it really satisfce the Tequirement, and most especially be timely to compensate for non-presence. " Facrcises: Require the students to explain vihy police visibility is necessary and give examples, Request them to submit policemen in their complete and proper uniform based on their aves of assignments. Student will be required to submit different types of BIMP, BFP and PNP tafe, and patches. It should be presented in album form. POLICE VISIBILITY PHYSICAL PRESENCE * Visible asa police : Easy to locate units PATROLLING SCHEME © Mobile© Integrated Widespread, supportive and © Redundant coverage RESPONSE © Proper * Adequate © Timely (ideal: 5 miziutes) WHAT ARE NOTEBOOKS AND JOURNAL ENTRIES FOR? ‘The notebook is one of the basic piece equipments which a number of policemen now a days fail to appreciate and utilize. The notebook shall be playing a significant role as all subsequent actions expected of the Police Community Precincts Commander (and even personnel from higher headquarters) will depend on matters recorded in the notebook which eventually will have to be reflected in the PBS journal. Journals exclusively for the PBS shall be maintained at each Police Community Precincts, While recording matters in the journal shall be the individual responsibility of every Beat Policeman, taking action and reporting matters reflected therein shall be the duty of the Police ‘Community Precincts Commander. Entries in both the notebook and the journal shall answer the basic questions of WHAT, WHO, WHEN, WHERE, WHY and HOW of an incident or problem encountered by a Beat Policeman particularly those problems to be discussed as you get along with the problems you encounicred.GUIDELINES IN THE PREPARATION AND CLASSIFICATION OF DEPARTMENTAr, GENERAL ORDERS, SPECIAL ORDERS, CIRCULARS AND MEMORANDA GENERAL ORDERS - orders; eae sing exganizat tional set-up, functional duties, constitution of ommrttes eluding doperenescslcomneations for officers, members and civilian employces, General orders are prepared for signature of the Superintendent. SPECIAL ORDERS- dealin, ‘ignments, transfer, temporary duty or special training, etc. of personnel. Special orders GO) are prepared for sigeature of the Deputy Superintendent under the correspondent line authority. NUMBERED MEMORANDUM is a department-wide directions or arders prescribing guidelines, standing procedures, policies, rules and regulations which are intended. for ‘compliance/ implementation on permanent or continuing basis. These orders are prepared for signature of the Deputy Superintendent under the usual line authority. implementation on temporary basis or lasting aly for a short period. Memoranda are also used for dissemination by quoting therein letters of appreciation and other communications from other offices or individuals, for informative purposes. They are prepared cither for signature of the Superintendent or the Deputy Superintendent depending on the importance of the matter. (This was prepared by A. Talatala, Adm. Asst O/As,IMB) ‘The term Technical 2s explained by Istias Alma Jose refers to the disciplines within the specific field of science and this refers to Police Science. In this book we want to teach our students how to write FACTUALLY, COMPLETELY, CONCISELY, ACCURATELY, CLEARLY and OBJECTIVELY on what aspects of police action is initisted, pursued and accomplished. In short Technical English discipline is involved because the subject matter to be written falls within the general field of science-besic police action and crime investigation. ‘Exercises: Require students to submit samples of all these orders. Request them to visit the police station, jail or fire station. CRIMINAL INVESTIGATION 2s defined by Bastio Cael in his books A Guide to (Criminal Investigation. It is the collection and analysis -/truth about persons, things places, subject of a crime to identify the guilty party, locate the whereabouts of the guilty party, and provide admissible evidences to establish the guilt of parties involved in a crime. Ceiminal lnvestigation covers broad activity concerning wimes.gainst persons, property, security of the state, and other crimes such as syndicated organized crimes of kidnapping, illegal drug trade and trafficking assassinations, bank robberies, camappings, computer crime, money laundering, religious crimes, white slavery emong other. In inwestigation work, the investigator's effectiveness zest on his adequate knowledge, sidlls and the experiences about investigative techniques, methods, procedures,rules and policies to include the 5 W's and 1 H. He must be able to find the truth about a crime as he persistently endeavors to seek answers to the following: * WHAT offense has been committed ? * WHERE was the offense committed? + WHO committed the offense? * WHEN was the offense committed?) ” * + WHY was the offense committed ? + HOW was the offense committed ? Itis therefore a must that investigators are to be educated, trained in such a way that they make their specialty and they must be taken cared of to be assigned in their job:permanently because of the nature of their investigative work, knowledge and skills. To transfer them to other assignments would jeopardize criminal investigation especially those cases needing follow-up and case undergoing adjudication in courts. The effectiveness of investigation is cut whenever a new assignment affects investigators and many cases remain unsolved if nat neglected. Among ‘other factors, this in some area in police management that is neglected by the PNP. To validate this argument, take the way the National Bureau of Investigation is doing their job, not only are they qualified as lawyers/ accountants but they undergo continuous investigation training although investigation is their main work. Constant training, practices, and retraining the better, so the expert say; mediocrity can never be tolerated in investigation work. WHAT ARE THE GOALS OF CRIMINAL INVESTIGATION? The criminal investigator must not forget and bear in mind the goals of why he is investigating, namely: 7 a. To determine if crime has been committed; b.. Tolegally obtain information and evidences to identify persons responsible; .©. To,arrest suspects; i abe 4,. To recover stolen property, and “ ee HA ¢. Tocomplete presentation of casé to appropriate aiithority ‘°° WHAT ARE THE TOOLS OF AN INVESTIGATOR IN GATHERING FACTS 31'S)? | Information ~ data gathered from other persons, the victim and from other records “such patie records, private records. Modus Op¢randi file. 2. Interrogation - skillful questioning of witnesses and suspects. |3.Instrumentation ~ scientific examination of real evidence, applicyon of heruments and methods of the physical sciences in detocing ex's we as microscope, dactyloscopy, ballistics, photography, polygraphy and others. WHAT ARE THE METHODS OF IDENTIFYING THE OFFENDERS? ‘The criminal investigator makes use of the following: 1. Confession 2, Eyewitnesses 3. Circumstantial evidence 4. Associate evidence WHAT ARE STANDARD METHODS OF RECORDING INVESTIGATIVE DATA? a. Photographs; >. Sketches of crime scene; Notes about the crime; ‘Fingerprints found at the scene Physical evidences gathered Plaster cast ‘Tapes of sounds or voices Video tape record of objects or sounds Written statements of subjects and witnesses; and ‘Computerized and programmed Femee u Exercises: Make a scenario, actual in drama and require studerits to do the actual 3 investigation using the standard methods of reporting, Role playing will be done and the \ students will be required to follow the standard methods of reporting. WHAT ARE THE QUALIFICATION OF AN INVESTIGATOR? “The investigator must posses a well-rounded educational bact in the job and the Fight attitude. This includes other qualifications: a. Capable of observation; b. Rational thinker; kground, alot of experiences 10WORLD CITE COLLEGES ANTIPOLO LIBRARY < Knowledgeable about the laws on crimes, evidences, arrest, investigative concepts, techniques, scientific aids, laboratory services, and about criminals and their ‘modus operandi’; Power of intellect on the sp called 6" sense; ‘Cooperative and can work with others; Observant of professional ethics; Has leadership potential, and Reliable, honest, and physically, and mentally fit. reope WHAT ARE THE BASIC FUNCTIONS OF AN INVESTIGATOR? ‘The numerous functions among others performed by investigators include: 2 Providing emergency assistance; 2. Securing the crime scene; © Photographing, videotaping and sketching @ Taking notes and writing reports; ‘Searching for ,obtaining and processing physical evidences; Obtaining information from witnesses and suspects; Conducting raids, surveillance, stakeout and undercover assignment; and ‘Testifying in cours ‘Ewestigation monitoring and research. rim " Exercises: Continue the above exercises in role playing scenario. Make sure that all of the shove functions of the investigation must be followed. WHATIS POLICE REPORT WRITING FORM? Boery agency has its own forms and procedures for completing operational reports. Bat ere is 2 standard format on how to prepare a report that is simple yet complet. We have what do you call a basic or informal report that deals with the Raxellianaoas, dey to day memorandum, Jetier, or form accomplished by any member of Se ‘unk, section, precinct/station or department in accordance with the prescribe geneva] ones ‘Special order, Gircalars, numbered memoranda. n“Sana sg mrs ono a mo WEED CLOW WHAT ARE THE CONTENTS OF THE BASIC OR INFORMAL REPORT? The heading or the letter head of the organization The date of preparation or submission. The person or office to whom it is addressed or submitted ‘The name of the writer or source of the ‘report. There are some exceptions to the rule such as but not limited to: reports of investigation on administrative complaints and miniot cases involving violation of city/municipal ordinances, basic or informal reports are generally internal in nature. It seldom goes out of the department, What is a report? it is a Permanent written record which communicates all important facts of the case to be used in the future. Capt. Henry M. Wrobléski, Book for the Record: Report Writing in law Enforcement wrote; HOW ARE THE LAW ENFORCEMENT REPORTS CLASSIFIED? 1. Administrative Reports 2. Operational Reports Administrative reports deal with the routine functioning of the department or agency. Such reports may cover proper uniform, reporting procedures, and grievances. This book is Primarily concerned with the second type of report, operational reports, which deal with the activities of the law enforcement officers. WHAT ARE THE BASIC FUNCTIONS OF THE PHILIPPINE NATIONAL POLICE? 1. CRIME PREVENTION 2. CRIME SOLUTION and 3. TRAFFIC CONTROL. However, among these three (3) basic functions, the most basic is CRIME PREVENTION. If we will be dealing'with crime ‘preverition ‘or crime deterrence, We are dealing with police visibility. Ths is the basic role performed by the members of the PNP. They are requived to move around in their complete and proper uniform. Té be felt’and seen by the public, so thatin cases of emergency, péople will know that they have sdimeone to call for assistance and service and they will have a feeling of security. While the criminals and woiuld be Grtminats will have a feeling of fear to commit a crime, In doing these the’ members of the PNP are preventing the commission of the crime by destroying the opportunity to commit a crime.AS DUVESTIGATOR YOU SHOULD SEMESGEE AND MEMORIZE THE MERANDA WARMING 2, YOU RANE TEE RRGET TO REMAIN SEENT. Anything 0 ST ELIE na, yaw inoue © Dy amierscane and irae your Sight wo cemain lent” Wes — MP — ‘b. Tinientamding tat sake dip pate arise oo sail oo me uw” YWwer__Wp__ 2. YOURAWETEERICET TO AN ATTORNEY of pour awn chmanumiitawe hinprse beioeanf diurme questioning £ yaw cmmct afar. are wall teapots’ trex Start torment snr if sow desire & Desmwandentand. yas hone the met ara aster rrr stiunicu? Nr & Tnteamding Get agit do yaw wih tect arene? (CSarme /sgratare af pera iamdieriwsestigation Smee \E CGme/Sratureaiinvesiignar) Note: Requnestufirts 2 memories ee Mitemia Waring individual Waike-n scenario fe cimescne. Then be then condor? See nesses and tate he: Mears Miami(CRIMINAL INVESTIGATION REPORT WHITING PURPOSES OF CRIMINAL INVESTIGATION EEPORT (as presented by Basilio G. Cael ke Jaan Apps in Sex book A Gaide to Craminal Investigation) WHAT ARE THE BASIC PURPOSES OF CRIMINAL INVESTIGATION REPORTS? To preserve knowiedige/intormation about 2 case. To provide accurate details abot the case. To aid other iswestigation and other agencies comcered. To coordinate investigation activities within the organization. To serve as reference by competent acthorities. peanee STE All reports are writien in such a munner that it dearly presents only the relevant fac. ‘The presentation of these facts must not be distorted or confused by the writer's camer of expression. Clarity, accuracy and brevity are exepiaasized based on facts. Reports being permanent records of investigative efforts are subject to dose scrating 2t 2 levels of the police organization including other concerned agencies of the government Reports must meet certain standards or criteria, some of which are 2s follows: Reports must not contain vague or unclear terms. Reports mast be original and correct in both composition and grammar. Abbreviation must be used appropriately and correctly. The use of slang, colloquialisms or unnecessary technical terms should be‘avoided. Reports must not contain any erasures, or alterations. If any correction is to be made, then it msst be corrected by changing the entire page tocontain what is comet. All duplicate copies of reports mst be legible, dearly readable. ‘When necessary, duplicate copies of reports umst be officially authenticated Contents of reports mst be factual and devoid of bias or prejudice on the part of those making the report. ne pp oe reNi 1 ' WHAT ARE THE CARDINAL PRINCIPLES OF GOOD REPO RT WRITING? truth. 8. ACCURACY. The writer or investigator must conform to the fr b. COMPLETENESS, This requires the Inclusion of all relevant pertinent and Materia, information, © BREVITY, Eliminate all irrelevant, unessential and unnecessary materials. it include, the ability to make the report unified, coherent and emphatic. 4. FAIRNESS, The investigator should take the facts as he finds them and if ever he has theories, it must be consistent with these facts © FORMand STYLE The arrangement of the materials presented should be ina manner that will make the report easy to read. Form includes proper paragraphing, proper underscoring, proper capitulation and proper heading. The report should be writien in the third person, the investigator referring to himself as “This investigator WHAT ARE THE TYPES OF REPORTS TO BE PREPARED? INITIAL or PRELIMINARY REPORT. This is done as soon as complaint is received. Reporting Process begins when officer completes preliminary investigation report referred to as case report WHAT ARE THE PURPOSES OF POLICE RECORDS? Determining the nature, extent and distribution of thé police problems of cimes delinquency, vice and traffic. Determining the size and distribution of the force. ‘+ -Numerical strength versus striking power. * _Influerice of patrol efficiency upon total personnel strength of a police department. ‘+ Functional distribution ‘+ Geographical distribution, © Chronological distribution of force. ‘* Control over crimes committed and their investigation, # _ Apprehending criminal offenders through a study of their modus operandi ormethod of operation. « Theanalysis of trafic accident * Control over arrested and their disposition, «| Making administrative prediction, ‘ : «Revealing unusual problems and emerging situation, ‘Selecting the best men for particular assignment ot for promotion, * Asa tool of criminal investigation, 16* Determining the amount, nature and distribution of police equipment, + Asa basis for democratic control WHAT ARE THE IMPORTANCE OF POLICE RECORDS? 1, Primary means of communications among membets of tHe police department and the integration of various units of the organization fon accomplishing the police task and goals ' 2 Essential in the efficient performance of routine duties, supervision and control of personnel and determination of department policy. . WHAT ARE THE SPECIFIC FUNCTIONS AND USES OF RECORDS? Measures police efficiency; Present the community's crime picture Assist in assigning and promoting personne Identify individuals; Provided a basis for property accountability; Control investigation; Make information available to the public; Increase the efficiency of traffic control; Assist the court and prosecutors; 10, Assist in evaluating control services; 1. Coordinate custodial activities; 12. Integrate the department; 13, Fumish data for the budget: 14, Establish responsibility; 15. reveal unusual problems: 16. Aid in the apprehension of criminals; 17. Assist other police agencies; 18, Provide the basis of compilation of police statistics; 19. Effective employment of personnel and equipment) 2) 1.05 Pera eepe WHAT ARE THE TYPES OF POLICE RECORDS? “The classifications of police records are in five (5) categories nately!" "4" 1. Case Records ‘ ee ‘ m6 Sie 7Arrest and Booking records Identification records Administrative Records, and Miscellaneous Records. yaey CASE RECORDS - A case record is composed of two (2) categories: + Complaint’ Assignment Sheet - which reflects all information regarding ts and reports received by the police from citizens, and other agencies or itiated by the police. «Investigation Report - which contains the findings and action taken by the investigating officer based on inquiries made and by obtaining the available facts of the incident. 2. ARREST AND BOOKING RECORDS - This record maintains the arrest and Jail booking report, whic! wired for all persons arrested. It is made out in full on each person arrested. It shall bear an arrest number for each arrest made. 3, IDENTICATION RECORDS: identification record is the third major division of police records. Fingerprint records are the heart of any identification system, It provides positive identification and the police must supplement it with a rucord of physical characteristics and in some cases a photograph of the criminal. Identification cecords have their own number series; and identification number is assigned to each criminal to identify records relating to him. ADMINISTRATIVE RECORDS = these records required in the management of the department's personnel and designed to aid in assignments, promotion and disciplinary action. Such records are so essential in administering personnel matters that they must be maintained in a police department, 5, MISCELLANEOUS RECORDS - These are records, which do not relate recorded complaints and investigation reports but are informational in character. 4. HOW DO YOU DOCUMENT RECORDING AND FILING SYSTEM ? ‘The nature of police works justifies and give emphasis on criminal records. To be fully effective, a police records system must be: 1. Must be Comprehensive and should include every incident coming to the attention of the police. 2. Must be Adequately indexed to permit ready reference. 3. Must be Centralized to provide adequate control and maximum utilization of clerical personnel. 4, Must be As simple as possible, consistent with adequacy; and 5, Must Lend itself to summarization and analysis to permit continuing, a ofthe police service. ppraisal 18WHAT IS CASE RECORDS? 1. Case Records - The case record is the heart of any police records system. A. It is the basis for an analysis of offenses and the methods by which they are committed. B. The following are the different types of reports included under the case records, which shall be accomplished accordingly by alll concerned. * Complaint/Assignment Sheet - The complaint’ assignment sheet is the foundation record of the police department: OE * The desk officer, or clerk, or telephone operator receiving:a‘call for police assistance accomplishes it. «Each complaint/assignment sheet shall be assigned a different number. HOW MANY NUMBERING SYSTEM TO WE HAVE IN THE POLICE? A. Complaint number B, Case number a. The complaint/assignment sheet becomes the primary document for analysis of crime concurrences b. While the investigative report becomes the prime documents for the continuation of the investigative process. c. Two (2) smooth copies of the complaint/ assignment sheet shall be made for‘each complaint requiring a case report. . C. Aseparate complaint/ assignment sheet is required for each crime or incident reported to the police. D. It makes no difference whether the complaint is reported by telephone, by letter, in pperson at the police desk, to an officer on duty, or otherwise. E. The compliant/assignment sheet is registered by stamping a serial number on each; when registered, the complaint/ assignment sheet becomes a part of the record system. F. There shall be a consecutive series of complaint numbers assigned by the desk officer. G. The complaint number must not be confused with the case number H. All incidents shall receive a complaint number, however, only those incidents requiring a police investigation shall receive a case number. L. The case number identifies each case and all other papers and reports relating to it and serves as a basis for filing. J. The desk officer receiving the call need to obiain detailed information from the 195 the " complainant but should secure the basic Information needed to Prepare he complain, assignment shect. ‘ . the precinct shall pre Ifthe complaint is lodged in the precinct, the desk officer of pare the complaint/ assignment sheet in two (2) copies iidicating thereon {he company number assigned by the Central Record Unit. . CASE REPORT. Refers to the initial detailed listing of the facts of the case- ‘THE PRELIMINARY REPORT CONTAINS THE FOLLOWING: The offense Current date / time Date and time of offense if known Identification date pertaining to victim or other reporting party Location of offense Method of operation Identification data pertaining to suspect(s) Identification of officer(s) Note: based on eight (8) basic requirements in writing a preliminary report require students to prepare a report based on the scenario you read in the newspaper. Let the students follow up the case based on the newspaper until final report is completed. PROGRESS REPORTS. Describe progress of the investigation from time to time and ensures constant follow-ups.bile of the Philippines ° \ NATIONAL POLICE COMMISSION SOUTHERN POLICE DISTRICT MUNTINCUPA City pli tation Women and Children Protection Desk City of Muntinlupa wt MEMORANDUM The Honorable City Prosecutor WNo8-K05338 : Giy Prosecutor's Otice vos Muntinlupa City ; ‘SUBJECT s INQUEST . Re: Frustrated Homicide : in relation to Violation of RA 7610 (Child Abuse) DATE :22Jaly 2009 RESPECTFULLY REFERRED for inquest to the City prosecutor’ office the living persdn of CRISOLOGO DB CALOG Y BARRIO and RUDY ANTONIO y MASLOG inclu pertinent doctsrens relative to a8 case of Frustrated Homicide in relation to vilaton of RA 7610 (child abuse) commited at about 13.00 pm, of 2 Janay Mt Muntinlupa Cit i lainant, resting for evaluat props diaremtion tava ee nape: hy lodge by, henen compl requesting { COMPLAINANT / VICTIM: JUAN PATRICIO BACOBO Y DIOSO, 12 YRS. OLD BORN on June 2, 1997, student and a resident of No, 208 Purok 5, Bayanan, Muntinlupa City (Assisted by his mother, MRSJOANA BERNABE) SUSPECTS (Arrested): RISOLOGO DE CALOG y BARRIO, 34 yr old, maried, Jeepney driver and a resident of Sampagulta #7 Bagong Daan, Bayanan, Muntinlupa City. RUDY ANTONIO y MASLOG ,22 yrs old, single construction worker and a. resident of Sampaguita# 7 Bagong DAAN, Bayanan, Muntinlupa City- : ARRESTING OFFICERS: B/P ENRICO VILLAMIN AND B/P ReyMUNDO ESPANOLA, Brgy. Police of Brgy, Barangay, Muntinlupa City 1 ’ OFFICERS ON CASE: POI JANETH BENET CORNEL and POL MELISSA M. MARCOPER WCPD, Muntinlupa City Police Station, Muntinlupa City t, ed TSA FOR THE CHIEF OF POLICE imgeunanmmai <1 ee Inde; nots gs ‘Chief, WCPD_ at L ‘Sof minor victim € vt > Affidavit of Arrest . . Medical Certificate of Victim issued by OsMun_ Medico-legal exam result -to follow axdlenysisil terval dB Birth certificate of minor victim-to follow ih a it ‘Termination of investigation rij Ue dove divetoi mee el Ce ne ce eter mentee ' Await r develo C aver 5 arr, erperator) arene and case filed in the proper cust of jyrigdiction, 17) FINAI SATION REPORT ‘i ‘erdered' wheki tase la*coxipletdd, that's! complaitiant(e), witnesses, fullcenay Uf cvidenee and perpetrators are Identied o esto warranting of case and/or termiraton of investigation due to circumstances listed above. ayNTS OF PROJECT FEASIBILITY STUDY sorsr CRIMINAL JUSTICE EDUCA? Feasibility Study Format 1 Project Summary I. Objectives UL Market Study IV. Technical Study V. Financial Study Vii Socio-Economic Study Organization & Management study WHAT IS A FEASIBILITY STUDY? bine easibility Study is a thorough and systematic analysis ofthe future that will affect the Possibility of success of proposed project/ undertaking. The Project Feasibility study is really a synthesis of separate studies usually dealing with the market, technical, financial, socio-economic, and management aspect of the project. A Project Feasibility study is an essential medium of progress both as a means: to initiate Profitable projects for sectoral enhancement and expansion and to evaluate actual project results, Its primary purpose is to enhance the probability of success of a specific, understanding. tis a result of the belief that a carefully planned activity has better chances to succeed than a, activity without a previous plan. The Project Feasibility study is one of the best instruments to meet the challenges of constant change. 1 PROJECT SUMMARY ‘The Project Summary presents the highlights, descriptive definition, long-range objectives, feasibility criteria, history and basic conclusions ofthe project under study. ie gives the nals! and the financier a ‘capsule view’ of the whole project (Technology and livethend tovvce ‘Center,2020). In outline form, the project summary is described as follows; A. Name of Enterprise Briefly explain the reason for such choice of name, }. Location , Pinpoint the location of the head office and the Plant site and gi in reason for choosing them. The factors which affect the choice of locatine Sonne cout 2of raw materials, labor, and utilities, proximity to the market; nature of available transportation; and the cost of land and buildings. The project must be at location where maximum efficiency can be attained at the lowest possible cost. C Descriptive Definition of the project © Related national program * Is the project inline with any government-encouraged undertaking? © Affinity to regional or sectoral studies «Is the project a result of encouraging findings in the certain regions or sectors of the country? © Project potential and proponent * Give a conceptual description of the project's potential worth and importance and the men behind it. : D. Project Long-Range objectives What does the project expect to achieve in 5 yearsin terms of size, capacity, volunve, worth, role in the industry and in the economy, etc. E. Feasibility Criteria What were the mont important guidelines used to judge the feasibility of the Project? What is profitability? Do it seriously consider the impact on the soclo- economic environment? F. Highlight of the project o History * How did the project come about? © Project timetable and status © How long will it take before the project px + What stage is the project presently in? + Nature of the industry * Briefly describe the industry, its product lines, the demand-supply situation, history, growth patterns, problems and potentials, and role in the economy. © Mode of Financing, ‘Briefly discuss the sources of funds, the financing terms and the reasons for choosing such sources and terms. co _ Investment Costs + How much funds are necessary to make the project operational? ‘+ How are these funds allocated? es into operation?wake S tease. IL, OBJECTIVES: its advantages. It should ‘capacity, volume, This portion tells why the project is being studied and identify also be able to answer: What does the project expect to achieve in terms of size, worth, role in its industry and in the economy, ete: Good objectives are: S pecific . Measurable Achievable Relevant * Time-Bounded . ‘Communicated O.wned/Original Written G. Major Assumptions and summary of findings and conclusions oni the following: Il. MARKET FEASIBILITY Discuss.the nature of the unsatisfied demand which the project seeks to meet, its growth and manner in which itis to be met, Here, the supply-demand situation is examined, the target ‘markets analyzed, and the marketing program formulated, IV. TECHNICAL FEASIBILITY Discuss the nature of the product line, the technology necessary for production, its availability, the product mix of production resources, and the optimum production volume. V. Financial Feasibility: ovr ‘ . Present the overall financial picture in terms of operating cash requirements, profitability, and cash flow. . VI. SOCIO-ECONOMIC FEASIBILITY . What are the effects ofthe project on society and the economy as a whole? Is it general beneficial to the people? Is it in line with the economy's development programs? % VII. ORGANIZATION AND MANAGEMENT FEASIBILITY What js the management structure?. Is it appropriate for, the managerial need: project? What is the salary scale? Is it compatible with industry standards? S of the oreACTIVITY 1 ~The Market Study ie sot Ra ‘The market study is the lifeblood of a’ project feasibility. study. While profitability: is generally the focal point of project study, the question of demand is!an important issue. Itis therefore, necessary that the market study be given important consideration. A. Determine: ANT UE dee 4 The size, nature, and growth of total demand for the project or seryice. Determine past demand (Syears). Project demand (5years). ACTIVITY 2 - The Technical Study After the market study, the technical feasibility of the project is analyzed. 1. Select: ‘The manufacturing process or service process. \ The machinery /tools needed capacity and design. ‘The source of machinery, the plant location, the plant layout, the structure specification, the bill of materials, raw materials and their sources. 1 2. Determine: firenaee ‘The quantity and quality of the product/ service to be produced/ sold.. The labor needed, both skilled and unskilled, the waste disposal method, the transportation necessary. 3. Provide estimation of the total project cost and enuméate the major items of capital cost. 4. List down in detail estimated production and overhead that will'go ints ‘operating the proposed project. , 5. List any, major technological development in the industry which may affect the commercial or technical soundness of the project. ACTIVITY 3 - The Financial Study Since all projects are considered viable only when they are expected to be profitable to meet the short term obligations, to be liquid and to'remain liquid’ during adversities, to grow in their ability to finance their operations mostly from networth sources rather than credit applications, to be able to service their financing charged; the aspect is a very important part of every project feasibility study... .. * 1 He ite g ould shown specified terms whether the projet willbe profitable even with existing’ competition and unfavorable ecoriomic conditions, and piesent detailed figures to show the improvemeht of the project's financi fi _ Assuch, this portion should show, in 5 conditicn over pemsbecien Pott at omesincu wel Gave 5; These may be shown by the preparation of statements and schedules on the profits expected to be realized, the modes of financing needed to optimize the project’s performance, the manner and period of repaying creditors, and other financial considerations which are vital to the success of the venture. WRITE THE MAJOR ASSUMPTIONS Total project cost 1. Initial working capital requirements 2. Alternative sources of financing, if any. 3. Sources of financing the project 4. Beginniiig the pro: formula financial statements Financial analysis - this presents the overall financial picture in terms of operating cash requirements, profitability, and cash flow. Socio-economic study - this part answers the questions: What are the effects of the project on society and the economy asa whole? Is it generally beneficial to the people? is it in line the economy's development program? ACTIVITY 4 - The Organization and Management Study ‘After setting the objectives and the ways and means of attaining them, the overall implementation plan is discussed in the organization and management study. Describe: The basic consideration in forming the organization. The form of ownership, ‘what is the salary scale? Is it compatible with industry standards? The organizational chart. The officers and key personnel ACTIVITY 5 - The Socio-Economic Study A project, to be worthiy of financing, especially from government institutions, should be geared toward not only profit generation but also social and ezonomic benefits. This portion of the study will serve as an aid in determining the socio-economic contribution the project can offer. 1. Briefly explain how the project will affect: a. Employment and income, considering the improvement i living offannlies and individuals, provement in the standards of b, Taxes, showing the increased revenues the imp living of families and individuals. : ¢. ‘Supply of commodities, obsérviig the prices and foreign exchange balances, 4. Demand for materials to aid local producers. 2 ovement in the standards of ifferent Possibilities of influencing 26By generating employment ‘and income! The project directly benefits individuals and families. Indirectly, the entire economy may be benefited: More income in the hands of the people ‘would mean greater demand for other goods: This additional detand may, in turn, stimulate the production of more of the other goods; thereby’ generating further employment and income. It must be noted, however, that this can happen only when there is some unemployment in the economy and where more materials are readily accessible to those producers who wish to respond to the additional demand. A betler understanding of this phenomenon entails a firm ‘grasp of basit economics. ‘The production activity of the project favorably affects thesupply situation of the industry in various ways. Where there is an adequate seller, the project's entry alleviates the supply shortage and lowers prices somewhat. , In an overcrowded industry, the project may improve product quality and/or decrease Prices if itis highly competitive in its entry. ‘At the same time, the production activity exerts additional demands for raw materials and other industrial inputs. This stimulates the production of the latter itemis and helps promote industry linkages. . . In both generation of employment and income and the production activity, the governments stand to benefit through revenues from taxes. Exercises: . Require individual students to prepare a feasibility study based on the format presented. This feasibility study will be bookbinded after final presentation and editing. The faculty teaching the subject will sce to it that the feasibility study presented is real and practical and economical. There should be panel to judge and evaluate and critique in the feasibility presentation. The accrediataion office, library will be'given a'copy of the book binded feasibility study. ee 7Republic of the Philipp Pi Department of the Interior an 0) pe NATIONAL POLICE CO CE ‘OFFICE NATIONAL CAPITAL REGIONAL PQ ‘Camp Gen. Ricardo G. Papa St, Bi ‘Taguig, Metro Manila 19 October 19 STANDING OPERATING PROCEDURE NUMBER’: 02 PATROL PROCEDURES - REFERENCES; a. Police 2000 (COPS): b. NCRCNew Cops on the ‘Block (NCOBs): ©. Integrated Area/Community Public Safety Plan; and 4. NCRCSOP in the Conduct of Strong Points/Dragnet Operations. 2. PURPOSE: ‘This prescribes the basic procedures to be observed by the District/Station Mobile patrol elements and new Cops on the Block (NCOBs) patrol units in the conduct of visibiliy patrol. 3. OBJECTIVES: 2: To establish an effective patrol system at the Station/ Block level in order to reduce criminal opportunity and crime victims, b. To identify the roles and responsibilities of patrol members. € Toiiistill among the personnel of the New Cops on the Block (NCOBs) the importance of patrol in crime prevention and apprehension. (NCO) the np 4. To develop the trust and confidence of the }. CONCEPT OF OPERATIONS: The AOR of the New Cops on the Block (NCOBs) shall be soctnaisea gal site to pinpoint area responsiblity and avoid duplication of effests, The pail best shall een ey a moi commander in consultation with the Chet ot totes (CoP) depending on the appreciation of the existing problems and situation obtaining in the area. The composition and feguency of the patrol shal ieee mndent on the aforesaid factors. The District/Station Mobile Patrol Unit shall complemen the NCOBS with mobile patrol cars and elements as necessary, 'plement thea. Roles and responsibility: ji Patrolling, both foot and mobile shall involve the following activities: 1) Patrolling assigned beats, observing and checking suspicious people, structures/ buildings, compounds and vehicles; 2) Responding to calls, entertaining complaints,. initiating the. investigation and protection of the scene and minimizing the after effects of accident, fires and other catastrophes; 3) Inquiring at public gatherings, preventing disorders and dispersing unlawful assemblies; 4) Preventing crimes and arresting wrongdoers sighted; assuring the public that peace is preserved; 5) Inspecting and/or conducting surveillance in various places of business establishments and other installation and the removal of hazards of public safety; 6) Assisting traffic personnel of responsible agencies/ unit in facilitating the flow of traffic at busy intersections/roads within AOR; 7) Conducting home visitations, ugnayans/dialogue and organizing CVOs during weekends; and 8) Reporting occurrences and conditions which relate to crime, public peace and order and public safety. b. Uniform: 1)GOA. 2) Low Cut Black Shoes 3) Pershing Cap 4) Black Belt with Holster 5) Name Plate 6) Authorized Raincoats on case of inclement weather ¢. Equipment: 1) Side Arm 2) Pro-Baton 3) Handheld radio for Foot Patrol 4) Based Radio for Mobile Patrol 5) Marked vehicle for Mobile Patrol with yellow rope for sublting police line 6) Flashlight for Night Patrol ; Oh 7) Observation notebook/ballpen sy wat 8) Handcuffs se weno? to 9) Whistle 295, PATROL GUIDELINES; ; a. Make a patrol plan. In any operation, careful planning is a must in order to avoid unnecessary waste of time, effort and resources; 1) Area Coverage 2) Organizational Detail of Personnel 3) Duration 4) Stand-by points b. Designate District and Station Patrol Supervisors. ¢. Inspect the members of the patrol on the completeness of the uniforms and the availability and operational condition of personnel and equipment. ‘Conduct briefing prior to dispatch on the priority of activities to be undertaken during the patrol as situation demands and to remind them on the strict observance of the PNP Rules of Engagements before the dispatch. Debriefing shall likewise be conducted after the patrol. this helps the Commander address immediate problem in his area. © Render hourly report of location and situation thru radio/ telephone to Block/Station Hgs TOC. £. Render after patrol report duly signed by detailed personnel .NCOB Commanders shall collate same and submit significant details to the Station patrol supervisor, who in turn shall submit the more significant items in the NCOB reports to the District patrol Supervisor. § Strictly observe “Buddy System” during the patrol operations. 6, PATROL PROCEDURES a. Observe precautionary measures and personal safety while on patrol, b Drivers of mobile Cars on patrol must practice defensive driving and must follow traffic rules and regulations. lity. 2 ©. Select routes which provided best vi 4. Be observant of people, places, situations or conditions and develop a suspicious inary. attitude even if they appear to be slightly out of the ordi e. Use tackand persuasiveness when conducting spot inquiry or questioning individuals for information. Disguise questioning as a simple conversation as if reay be taken negatively if in the form of interrogation. yspend or they may be homosexuals/sex offenders waiting for their victims, drug dealers, smugglers, vagrants, look-outs and criminals casing the scene of a planned handled. i. Keep under close observation actions of juveniles, trouble makers/agitators and mentally ill/retarded persons. They pose a potential danger to others if not properly handled. | j. Observe the practice of “shaking doors” of unguarded business establishments during, night patrol. Check for sings of intrusion. k, When checking suspicious persons, places/ buildings/establishments and vehicles especially during nighttime, be prepared to use your service firearm. Flashlight should bbe held well away from the body to avoid making yourself as a target. |. Be familiar with all personne] who are likely targets for robbery or may be utilized as temporary refuge by criminals. m. Keep watch of unoccupied homes. They are likely targets for robbery or may be utilized as temporary refuge by criminals. 1. Patrol members should avoid loitering in theaters, restaurants or public places. Active and aggressive patrolling is a great deterrence to crime, where the patrol may appear atany time and at any place, when least expected. (0. Develop contacts by getting to know as many people as possible who can give factual information about crime condition in the patrol beat, p. Patrol members must be ah illegal activities in the be. front of an impartial ( Immediate response though necessary for these ++ on the look-out for indications of vices and other . The mere fact that hey have expressed themselves in party may help them develop a solution to their problem. ind of call. q. Patrol members must keep themselves well informed of all conditions, events and particular places in his beat. This would enable them to provided information and direction to people asking for assistance. 7. RESPONDING TO CALLS FOR POLICE ASSISTANCE: 1. Got and note down in your patrol logbook all available data as to the nature of the calls, date, time and name of the caller. It may be routinary, urgent or emergency in nature. b. Inall cases, the driver of the mobile patrol should avoid reckless driving. c. The manner of approach will be dependent on the nature of the call whether with haste or with secrecy and with or without flashing lights and sirens. . Consider the pertinent factorsas time of the day, conditions of the traffic, the possibility of greater damage and the neighborhood characteristics. e. Stop the car some distance away from the scene. f. Approach the scene on foot in complete silence exercising extreme caution. g. Immediately attend to the injured unless the patrol members and others are in immediate danger. 31h. Make every effort to arrest criminals. Except for aiding the injured, this has the first Priority. a - i. Determine the type of crime committed, identify and question briefly the victims complainant and possible witnesses at the scene. j. When the suspects or criminals have fled the scene before your arrival, immediately relay same to the Station TOC. The composition, armament and appearance of the suspects to include the mode and direction of suspects, for the activation of Dragnet operations. k, Do not attempt to arbitrate and resolve conflicts/ differences between neighbors, landlords/tenant, husband and wives. However, you should allow both sides to tell their stories. 1. When responding to strect fight/ brawls, the patrol member should call for additional assistance before intervening. A show of force is always necessary. If there are no injuries and not enough corroborative statements obtained to identify who started the fight, just dispersed the crowd and make complete notes on your notebook m. Never treat call or complaints of loud noises caused by barking dogs, drunks, appliances and parties as not important or a nuisance These be viewed as another form of public service. They only need courteous and tactful intervention and not enforcement actions. n. When responding to call for police assistance due to planted explosives or found explosives, do not touch/alter or lift the object. Instead contact TOC and request for EODT. On lookers must be driven away. ©. When responding to call s for owners of beerhouses, establishments during night time, before entering such establishment the call when they are armed. bars or inns or any other similar the request from the owner to put on the light first ts. This will prevent surprise move of the subject of 8. PROTECTING AND PRESERVING THE CRIME SCENE. a. Arrive as soon as possible, from the scene. b.. Avoid touching or stepping on anything that may represent evidence, ¢. Look and protect adjacent area to the scene where firearms, footprints, drop articles and bloodstains could often be found. di. Look for,the presence of bloodstains and other body fluid. They.are easily ignored and obliterated. e.. Turnoverall initial informationand evidences: unit/elements. ’ establish a police lines and excludes unauthorized persons gathered totheresponding investigation 9, COORDINATING INTRUCTIONS: ' ‘ a, Patrol members shall strictly adhere to the provision of PNP "R\ in dealing'with any contingency situation: mn b. Patrol members shall strictly observe Rules 113 and 126 of the New Rules on Criminal les of - Engagement a2Procedures of 1985 as amended, in effecting arrest, search and seizure. € Dealings with civilian shall be undertaken with outmost care and courtesy. 4. Lateral coordination between patrol-units and consultation with key personalities in the beat are highly encouraged: © Willful violation of any of the above ptovisions of the SOP shall be dealt with accordingly pursuant to the Disciplinary provisions of RA 6975. 10. EFFECTIVITY: This SOP stall take effect ‘upoh publication. For widest dissemination and strict compliance. LEANDRO R. MENDOZA Policé Chief Superintendent Regional Director Distribution: AILNCRC Units All Directorial Staff Copy Furnished: DRDA DRDO pepe‘THE POLICE BLOTTER Circular Number 5 issued by the General headquarters, Philippine National Police, dated December 10, 1992, is the rule “PRESCIBING UNIFORM POLICE BLOTTER FOR THE PHILIPPINE NATIONAL POLICE’. This rule shall be followed by the different police offices ‘and units throughout the country in making an entry of events and incidents on the police blotter. References a. RA6975 Establishing the Philippine National Police Rules and Regulations Governing the Philippine National Police Purpose The purpose of the circular is to prescribe a uniform police blotter for the Philippine National Police and to define the rules and procedures for making entries. Definition A Police Blotter isa record of daily events occurring within the territories and jurisdictions of a given police unit or command. it contains material details concerning the event for legal, and statistical purposes Form and Size ‘The Police Blotter shall be a record book with hard cover and shall be 12 inches by 16 inches in size. ‘The front cover of the blotter shall contain the name or designation of the police force and particular police district or station, together with the designation of the specific police unit or sub-station, the volume or book number, the series number and the period covered. What are the contents of entry? ‘The entry in the police blotter should answer the following questions: Who What Why Where When How Disposition of the case enmeseaese Exercises: require students to have a photocopy of the actual police blotter for familiarization purposes. Each-one will have to prepare a sample of Police blotter and make a scenario for them to encode and/or write/enter into the blotter aHOW ARE YOU GOING TO ANSWER THE 5W’S AND 1H? In answering the 5W's and 1H and the case disposition all details about the event, ing: a. The name of the suspect; b. The name/s of the victim; ©. The eyewitnesses, if any; 4. The nature of the action or offense: The possible motive; f. The place; 8 The date and the time of occurrence h. The significant circumstances that aggravate or mitigate the event or the crime should be entered along with ; ‘The identity of the officer; J. To whom the case was assigned k, Officer-on-the case; 1.’ The siatus of the case. m, The following are the incidents or transactions that are to be entered in the police blotter: 1, Violation of laws and ordinances reported and recorded; 2. Allcalls in which any member of the PNP is dispatched or takes official action; 3. All fire alarms, report and information received by the stations; 4, Movements of prisoners with corresponding notations on the authority for such movements; 5S. Cases of missing and found persons, animals and property; 6. Vehicular and other types of accidents which require police action; 7. All personal injuries, bodies found, and suicides; 8. % ,. Damage to property; Alllcases in which a police member is involved; 10., All arrests and returns made; and 1. Miscellaneous cases, general and special orders, violations of rules and regulations, 12:Any other reportable incident that the substation, station commander, or higher authority desires to bereonded.*) = Note: Students will be requesied by, the professor in, charge ofthe class to have a Xerox copy of the police blotter for them to see the actual police blotter.PROCEDURES FOR MAKING ENTRIES IN POLICE BLOTTER 1. All entries in the police blotter shall be handwritten in a clear, concise and simple manner but must answer as far as practicable, the 5W's and 1H. 2. Only facts are entered in the blotter. 3. Noerasures shall be made on the entries. Corrections are made by drawing a horizontal line over such words or phrases and the actual entry initiated by the police officer making the correction. 4. A ball pen or pen with blue, black or blue-black ink is used for making the entries. 5. Misrepresentations in the blotter or any attempt to suppress any information is punishable criminally and administratively. 6. All entries must be legibly written in longhand and consecutively numbered. 7. Every page of the blotter shall be consecutively or chronologically filled in. No space shall be left blank between any two entries. 8. Any development of the case to be reflected in the blotter should be a new entry at the ime and day it was reported. A reference to the previous entry number of the case however should be made. 9. During every shift, the Duty Sergeant, under the supervision of the Duty Officer or Complaint Desk officer, shall make the actual entries on the blotter and at the end of their tour of duty, both the Duly Sergeant and Duty Complaint Desk Officer shall sign the blotter. \e or WHOSE UNITS ARE REQUIRED TO MAINTAIN POLICE BLOTTERS? a. Every Police Station or sub-station shall maintain a Police Blotter. b. AILPNP operating units or divisions in the Metropolitan Police district, in addition to the stations and sub-stations shall likewise maintain a separate blotter. WHO WILL BE RESPONSIBLE IN SUPPLYING THE POLICE BLOTTERS? 1, General Headquarters, Philippine National Police shall supply Police Blotter ch PNP unit, station or sub-station who shall reflect the same on their property ace accountable items. 2. The PNP unit commanders shall be responsible for the proper maii safekeeping and accounting of the police blotters. PrOPey malian ace) ee 3. Pending procurement: ‘and issuance of police blotters by GHQ. PNP, poli continue to use the present blotter, provided, the forms and rules ‘albefotowedWHAT ARE RECORDS? According to Dr. Andres Agsalda, Records, consist of the following items: handwritten, typewritten, or otherwise reproduced matter, including books orstatements ofaccounts, financial statements, contracts permits, agreements, documents; all police reports, forms,’ police blotters, minutes of the meeting, maps, logbooks, drawing, tracing, reproductible, prints, publications, catalogues, mailing list, speeches, press clippings, periodicals, press releases, statistical tables, transcripts, and watch control tapes, arrest book, juvenile records, traffic records; complaint reports, identification records, statements, confession, and other evidences; All kinds of photos and films, bail and bond records, property records releases, and all types of communication logs. It also includes as records are paper and magnetic tapes, disc records, punch card and microfilm and ete. Records are all papers, books, book maps, (photographs or other documentary materials regardless of physical form or characteristics, made or received by a law enforcement agency in pursuance of its legal obligations WHAT IS RECORDS MANAGEMENT? Function of administrative management business operations and education-concerned with the creation, protection, retention, retrieval, preservation, of records and records . information required for the continuance of government, business and industry operations at cost consistence with services involved. WHAT ARE THE ELEMENTS POLICE RECORDS ? . ‘The police records elements are established to provided all departmental records keeping. and information retrieval service except those records exclusively concerned with-personnel, fiscal and related management matters. Depending upon the size of the agency, but especially ina very small departments, the latter may also be maintained by the records staff, as well as record dealing with property land evidence currently in the départmént's custody.' ‘The. responsibility .or:the records services ‘segment of a records: and cominunication division fall into three (3) major categories: 7 oH 1. Maintenance of records on arrest and personnel identification, crimes, actidenits and evidence: js + wees , Jt 2. Provision of indexing and ‘informiation 'rekriéval, ‘office’ steriOgraphic services, and Public assistance and information. 3. Records control through report review and audit RT Ov, otILIA ET Asie vices, : ‘The records-service operation should be an integral component of a records and communications elements, identifiable only as a functional grouping of relatéd duties that are assigned to a particular supervisor under the general direction’of a watch or shift comynander. 37Under this type of organization there is no record unit or division, but rather a series of assignments that are primarily records-criented. WHAT ARE THE PURPOSES OF POLICE RECORDS ? 1. Determi J distribution of the police problems of crimes, =iioon. enone aaaamamaaaes pol Pp 2 Determining the size and distribution of the force. * Numerical strength versus striking power. * Influence of patrol efficiency upon total personnel strength of a police department. * Functional distribution * Geographical distribution * Chronological distribution of force. ‘Control over crimes committed and their investigation. Apprehending ciminal offenders through a study of their modus operandi or method of operation. * The anelysis of traffic accident + Making administrative prediction. «Revealing unusual problems and emerging situation. ‘Selecting the best men for perticular assignment or for promotion. © Asa tool of criminal investigation. * Determining the amount, nature end distribution of police equipment. + Asa basis for democratic conizol WHAT ARE THE IMPORTANCE OF POLICE RECORDS? 1. Primary means of communications among members ofthe police department and the integration of various units of the organization for accomplishing the police task and te ial in the efficient performance of routine duties, supervision and control of . personnel and determination of department policy. - WHAT ARE THE SPECIFIC FUNCTIONS AND USES OF RECORDS? 1. Measures police efficiency; 2. Present the community's crime picture 383. Assist in assigning and promoting personnel 4, Identify individuals; 5, Provided a basis for property accountability; 6. Control investigation; 7. 8. 9. 7. Make information available to the public; . Increase the efficiency of traffic control; |. Assist the court and prosecutors; 10. Assist in evaluating control services; 11. Coordinate custodial activities; 12. Integrate the department; 13. Furnish data for the budget; 14. Establish responsibility; 15. Reveal unusual problems; 16. Aid in the apprehension of criminals; 17, Assist other police agencies; 18. Provide the basis of compilation of police statistics; 19. Effective employment of personnel and equipment. WHAT ARE THE TYPES OF POLICE RECORDS? The classifications of police records are in five (5) categories namely: 1, Case Records 2. Arrest and Booking records 3. Identification records 4, Administrative Records, and 5. Miscellaneous Records. 1, CASERECORDS - A case record is composed of two (2) categories: © Complaint’ Assignment Sheet - which reflects all information regarding complaints and reports received by the police from citizens, and other agencies or actions initiated by the police. + Investigation Report - which contains the findings and action taken by the investigating officer based on inquiries made and by obtaining the available facts of the incident. . t 2. ARREST AND BOOKING RECORDS - This record maintainis the arrest and jail booking report, which is required for all persons arrested. It is made out in full on ‘each person arrested. It shall bear an arrest number for each arrest made. 39NN ee RDS- identification record is the third major division * Ee cords Bacerpiint records are the heart of any identification system. It provides positive identification and the police must supplement it with a Tecord of Physical characteristics and in some cases a photograph of the criminal. Identification eeeords have their own number series; and identification number is assigned to each criminal to identify records relating to him. 4. ADMINISTRATIVE RECORDS - these records required in the management of the department's personnel and designed to aid in assignments, promotion and disciplinary action. Such records are so essential in administering personnel matters that they must be maintained in a police department. 5, MISCELLANEOUS RECORDS - These are records, which do not relate recorded complaints and investigation reports but are informational in character. Exercises: Ask the students to submit old and new records in their home. The old records must be 5 year old and new ones must be presently existing. Compare the two records. HOW DO YOU DOCUMENT RECORDING AND FILING SYSTEM? ‘The nature of police works justifies and give emphasis on criminal records. To be fully effective, a police records system must be: 1. Must be Comprehensive and should include every incident coming to the attention of the police. 2. Must be Adequately indexed to permit ready reference. 3, Must be Centralized to provide adequate control and maximum utilization of clerical personnel. 4. Must be As simple as possible, consistent with adequacy; and 5, Must Lend itself to summarization and analysis to permit continuing appraisal of the police service. earth WHAT ARE CASE RECORDS? ‘A. Case Records = The ¢ase record is the heatt of any police records'system. 1. It is the basis for an analysis df offenses and the methods ‘by’ which they are committed. 2. The following are the different types of reports, included under the,case records, which shall be accomplished accordingly by all concerned. + -Complaint/Assigninent ‘Sheet ‘~The ‘complaint’ assignment sheet is the 40foundation record of the police department, © The desk officer, or clerk, or telephone operator receiving a call for police assistance accomplishes it. ‘+ Each complaint/assignment sheet shall be assigned a different number. HOW MANY NUMBERING SYSTEM TO WE HAVE IN THE POLICE ? A. Complaint number B. Case number a, ‘The complaint/assignment sheet becomes the primary document for analysis of crime concurrences b. While the investigative report becomes the prime documents for the continuation of the investigative process. ¢. Two (2) smooth copies of the complaint/ assignment sheet shall be made for each complaint requiring a case report. C. A separate complaint/assignment sheet is required for each crime or incident reported to the police. ‘ D. It makes no difference whether the complaint is reported by telephone, by letter, in person at the police desk, to an officer on duty, or otherwise. E; The compliant/assignment sheet is registered by stamping a serial number on each; when registered, thecomplaint/assignment shect becomesa part of the record system. F, There shall be a consecutive series of complaint numbers assigned by the desk officer. G. The complaint number must not be confused with the case number H. All incidents shall receive a complaint number, however, only -those incidents requiring a police investigation shall receive a case number. I. The case number identifies each case and all other papers and reports relating to it and serves as a basis for filing. J. The desk officer receiving the call need to obtain detailed information from the complainantbutshould secure the basic information needed to preparethe complaint/ assignment sheet. K. Ifthe complaint is lodged in the precinct, the desk officer of the precinct shall prepare the complaint/assignment sheet in two (2) copies indicating thereon the complaint number assigned by the Central Record Unit. : L, The original copy shall be forwarded to the Central Record Unit. ‘a, Investigative Report - This type is' prepared as written repo { ofthe findings of + __ the investigator. The following are the different types of investigative reports:- (1) Case Report - This report shall be acconiplished by the investigator or member making preliminary investigation of crimes reported to the police. coe2 _»y . ind of the t a, The investigating officer shall submit this report at thee ‘Our of duty. . i i _ ma report shall be prepared in the number of copies required by the department for distribution. ang this shall follow the presctibeq . For uniformi crime reporting this sha” classification of offences indieated, while ue ee seein the ‘precinct concerned of thé corresponding action. fie end of his ta d. The officer assigned to a case shall make his report at the ur of duty. Supplement/progress/final report — Progress report shall iets by the investigator continuing the investigation if the case is left ina pending status after case report has been submitted pending status after case report had been submitiéd, | ' a. It shall be submitted within three (3) days after the submission of the initial Teport and monthly hereafter until the case is closed or cleared ‘Closing a case shall not be confused with clearing a case. © A case is “closed”, for administrative purpose, when it is no longer being investigated and is not assigned to an investigator. A close case can be either solved or unsolved. b. Accaseis “cleared “when one or more persons are arrested, charged with the commission of the offense and turned over to fiscal or court for prosecution. £. Based on the Fiscal Report, a complaint may be filed by the chief of police before the Municipal or Regional Trial Court ) Continuation Report - This (4) Technical Report - This report shall be. accomplished by _(®) Accident Report ~ This report shall serve as the 9 report shall be used as the second and succeeding pages of all kinds of réports. the is tigator to cover other, angles of the case or the technical staff whose assistance as been Fequested to conduct laboratory examination of evidence ‘specimen gathered, to supplement the ndings ‘ahd report of the investigating cific officer who’ investigates the accident. It shall be prepeat SO" TePOTE of the sai A Prepated, ‘cular accident -fatal, non-fatal, injury, or-dainage to Property wee vehicula complaint/assignment sheet. - vi broPetty in addition Wanted Person Report - This report shall sery, nted by the poli dhe Sinformatic sons who are wanted by the police shall be flashed by mene sornMiOn. on per Person, accomplish: inquadruplicatecopytobecenttocy, ihe ‘Rotice Wanted PN. of the provines pease 0 ities/ municipalities nog Provincial Disectr commander, the copy should be sent to the Chief, Philippine Sh a ravine lation: 42b i (PNP), Camp Crame, Quezon City); é i. onecopy tobe sent to the National Bureau of Investigation, headquarters in Manila; fi, the original to be placed in the “Persons Wanted File “ of the Police ‘Department concerned and ill, the fourth copy to be displayed in the rouges gallery. iv. Strict compliance with the instruction at the back of Wanted Person Report is required. Daily Record of Events ~ A daily record of events is needed to keep all members of the Police force informed concerning operations, assignments, and administrative instruction. it shall carry a brief resume of each complaint/ assignment sheet, a description of missing persons and persons wanted, and other information of interest to the police force. ii, The officer who prepares the complaint/assignment sheet may reproduce the daily record of events on their typewriter as cases is reported or complaint/ assignment sheets executed. In this manner, the daily record of events becomés a chronological cross- reference to the complaint file. iv. A number of copies may be made for dissemination to different divisions and units of the department. v. In large departments, the daily record of events may be duplicated by mimeograph. vi. In small police force, a log or police blotter may be used provided it contains all the information in the daily record of events and that incidents shall be assigned a serial number. : vii. Allinvestigation reports and other documents dealing witha caseareassembled ina folder. The accumulation of records is called the case file and is one of the principal features of a satisfactory record system. ix Cases files are always filed according to the case number Arrest and Booking Records --These reports are required for all persons arrested. It shall be made out in full on each person arrested. The following are types of arrest and booking records. » ‘Astest Report - This shall be made out in full on each persons arrested and should not be prepared at the time a prisoner is booked, 1. Informal regarding the offender, the charge, and.circumstances of arrest is recorded before the prisoner is locked in jail or released on bond, 2. Thearresting officer is responsible for the arrest report and its completion. 433, One or more criminal charges may be placed; on one arrest report. 4, However, if the arrest is in obedience to a warrant or warrants, separate arrest reports will be made for each warrant, 5. In preparing the arrest record, it is important that the full name, first, middle and the last, and other personal circumstances of the prisoner are entered and all questions on the form be answered, 6. Itshall bear an arrest number for each arrest made. 7. The number series for arrest shall start from number 1 on the first day of each year, which shall be known as calendar year numbering system. 8. For example, the first in 2008 shall be 08-1 This means that it is the first case of the calendar year 2008, and for the next 09-1 and so forth. 9. This report shall be used in controlling prisoners during the period of investigation. 10. The arrest report shall be filed by the arrest number and crossed-indexed by name and all known aliases of the prisoner. 11. It shall carry the serial number of the complaint/assignment sheet and case report as the case may be, In an arrest where there has been no previous complaint/assignment sheet prepared, the desk officer shall make out one and assign a serial number at the time of the booking. 13. Immediately after accomplishing the arrest report, three things to be done: First - send to the complaint clerk for the preparation of a complaint/ assignment sheet. Second ~ Send to the records office for name search against the alphabetical index file in order to determine if the prisoner is wanted on some other cases. Third - Two sets fingerprints of the prisoner shall be taken., One set shall be forwarded to the NBI headquarters; Manila and the Other set shall be searched by fingerprint classification in the fingerprint file, if the department is maintaining one. If the department does not maintain a fingerprint file, only one set shall be taken and forwarded to the NBI headquarters, Manila. Findings should be noted in the arrest report. The arrest report shall be prepared in triplicate copy together with one booking sheet as a fourth copy. 1, The original is filed with the arrest file number in the Central Récord Unit, 2. The duplicate and triplicate copies’ shall be sent to'the Fiscal oF to the clerk of Court as the'case may be, together with the Criminal complaint or information and ité other supporting papers. 3, ‘The lower‘ portion of the ‘arkest will be later'on detached and returned to the police department by the fiscal or the clerk of Court concerned after the 44termination of the case, to be filed with the case record after the disposition of the case has been annotated on the fingerprint of the accused. b, Booking Report - The police department needs a current list of the prisoners in custody, which will indicate the status and disposition of each. It facilitates accounting for prisoners at the end of each shift, and their control at all times and on which restrictions on privileges are noted. The booking sheet shall be jail file of arrest, arranged alphabetically and serves asa jail register. Information regarding any prisoner I custody is thus immediately available. The file shall be kept at the booking counter or immediately available. The file shall be kept at the booking counter or location convenient for examination when injuries are made. Thejail booking report is under the direct supervision of the booking officer. This is done in order that changes in the change and other entries regarding the control of the prisoner may be made and the file may be cleared when prisoner is released. After release of the prisoner, either by the police or by the court, the jail- booking sheet is forwarded to the records division where it is filed according to arrest number. The admitting officer or jailer shall accomplish a jail booking report on four (4) copies, attaching thereto the photograph of the inmate to be distributed as follows: 1. Headquarters Office 2. Regional Office 3. Provincial Office 4, File Copy c Prisoner's Property Receipt - All police department shall give a receipt to prisoners for property, which is taken from the prisoners. This receipt is prepared in duplicate. Everything taken from him is till the prisoner's property until shown to be otherwise. The officer who makes the search and removes the property shall, itemize it completely in the presence of another officet must also see that the Property is sealed in an envelope, which bears the prisoner's name, the property Teceipt number and the data. The booking officer is responsible for the custody of the prisoner’s property until the time of release of transfer. The property shall go with the prisoner ifhe is transferred to another jail. The department property clerk will not be concemed with the care of prisoner's property except when it is to bulky for storage in the prisoner's property cabinet or safe. ‘The prisoner’ property receipt blank forms should be in book form, with the original perforated for easy removal and with a serial number printed on each 45pair. The duplicate should not be removed from the book to eliminate danger toss and makes possible an easy reference by property receipt number oF date, __On the time of release, the prisoner shall be required to produce the origin receipt, where he will sign to acknowledge retum of his property. The receipt j, then file with the case file. In the event the receipt has been lost, stolen or des before the return of the property, the prisoner as described on the duplicate Prisoner's Property Receipt shall sign a certification listing the property. Thi, Certification shall indicate that the original prisoner's Property Receipt was lost gp stolen or destroyed. Prisoner's property that is clearly identifiable by number or inscription shall be checked against the stolen property files. If identification is made, and investigation report stating the facts is writer juplic he original is sent tp the commanding officer, who shall cause the property so identified to be held as evidence, the duplicate shall be sent to the detective division for appropriate action. ADMINISTRATIVE CONTROLS ist be ure the To meet the exact requirements of the police service, the total records systet oriented toward providing certain classes of information on random bases, and still i integrity. and security of the files. Integrity center on: ‘a, the honesty of the reporting effort and b. the nature of the complete files. To this, end the department administrative control and audit procedures must provide for both accurate reporting and casy monitoring of thecontentsof records files. The establishment of several basic numbering systems to match the types of files maintained will assist in the control and audit processes. WHAT IS PHYSICAL CONTROL? “Allrecords maintained by the department should be considered irreplaceable. This meas iginal document should be ‘released unless to an authorized individual as established wrapeaiied sintesia, Moreover, only trained record personnel should be permitted to retrieve! replace records. . . | The police department has an obligation to provide citizens Wi” ‘As a public agency. * 7 igat Provide citizens cxtain formation eccrdanes ao arene an departmental poly Toe 2 priate pol be le request are made. copies atee for copies may be charge to citizens, waivers-of-fe should be granted t0 al" Teforcement agencies and tax supported ‘on a teciprocal bases. 46‘The records access policy must be compatible with department policy governing relations with the new media and the rules establishes by the courts. Officers requiring copies of reports for court appearances should be frequents in writing the proper number of copies in advance of trial dates, The records processing areas should be physically secured from unauthorized personnel, and files and other storage devices should be designed to prevent tampering or pilferage if left unattended. WHAT‘ARE THE DECIMAL SYSTEM OF REPORTS? (BASIC NUMBERING SYSTEMS) A department should adopt three (3) basic numbering system: all major files should be consonant and compatible with them, The records control and audit system includes: (1) Case report numbers (2) Arrest Report numbers, and (3) Identification numbers. A case report number is the primary control number for all police reports. It should be issued at the time a complaint oral is received the department, maintained through completion of the case, and thereafter. Case report numbers should be assigned by the dispatcher of traffic Se, as well as crimes and non-criminal incidents and noted on all materials relevant to each case. Itis desirable that the dispatcher assigns the number, as he is the first police employee to learn of most crimes, accidents, and other incidents requiring police service: If he assigns case number to each and every request for service, most cases will be recorded officially as soon as the department knows them. This avoids discrepancies concerning the general nature Of the original request and time of occurrence or notification of the police. It also insures that the sequence of case numbers matches as nearly as possible the order in which the cases were brought to the attention of the police. When report number files case reports sequentially, with department can sort groups of cases by time sequence. The numbers are important to external audit control; without them, cases can remain unreported, be lost, or misfiled. If certain cases are not numbered, are out ‘of sequence, have no number, and are missing, the completeness and the integrity of the case report file system is destroyed. Arrest numbers (sometimes known as central booking numbers) are issued to persons actually arrested and booked. Because the arrest report file is controlled bite same methods as the case report file, all arrest numbers should be issued by the dispatcher or by the arrest and personal identification unit of the records'element through the dispatcher. ‘Control and audit responsibility should be outside the field operations elements and the detention staff, The arresting officer immediately following an arrest should make out arrest reports. The arrest 47number, as well as the case report number should be marked clearly on the report; a person should receive anew number each time he is arrested, regardless of the charges or circumstances, _When an arrested person; is fingerprinted or photograph, a third number, the person identification number should be issued from an identification number ledger. This number should be issued only once to an individual, regardless of the number of times he is arrested, This number should be issued by the arrest and Personal identification service detail. Exercises: Suggest that you group the students into 3 or 4 groups and require them to prepare a group report based ona certain traffic accidents (make a scenario) then require each group to make an incident report by putting a report number files on that case report and it should be in sequence. The 3 groups numbering must have assign case number by time sequence. HOW. DOES INTERNAL PROCESSING AND STORAGE OF INFORMATION BEING ___ Theprevious discussion focused oncase reportsand allied documents, with someattention being given to their initial handling by operational personnel. This section will concentrate on genefal procedures that should be followed in the flow of records from the field to the file. Case Report Procedures ~ The typical felony or serious accident case report comprises the original preliminary investigation report, subsequent follow-up or, supplementary investigation reports, statement of arrestees, complainants, witnesses, and so forth, and a copy of the arrest report if applicable, Additionally. The case report may contain crime oF accident Scene photographs, correspondences concerning the case, photocopies of warrants, subpocnas and other papers issued, and other date directly pertaining to the case. In some agencies a case. Status report is filed periodically, summarizing the facts known about the case at that time, this is usually filed as a supplementary report. ‘The majority of cases will not require such extensive reporting; most will have no more than one or two pages of report on file. This is especially true for minor disturbances, on-view tneee of drunkenness and disorderly conduct, and the many public and departmental services performed by the patrol force. ‘One case reports have received, processed, and are proved for filing, they should be filed by case number without regard to type of complaint, persons involved, or date of incidents: The roaster name index serves to identify the proper reports for later inquiries. Case numbers. ‘should al ‘on the daily bulletin or other control summary to provided supervisory personnel with aoe eans of insuring prompt submission of reports, no deviation from this should be permitted “Arrest Report Procedures ~ Arrest number are issued to persons physi 4 booked for criminal offenses or major trafic violations. They. re not ee eae test poe sts when the person is brought to the station only to post bond. Arrest report normally 5 completed:in multiple copies; the original is filed with the complaint report, aa mbes fn an arrest file; files a second copy. The arrest file frequently is used interdi tine tally and for federal and other agencies that conduct security investigations lepartmentally 48Upon notification of an arrest, the dispatcher issues a case report number (if this has not already been done), issues or request an‘arrest number, and marks the dispatch form to show an arrest has been made. When the report-review officer reviews the dispatch information, it rovides sufficient data to identify and.match incoming cases and arrest reports for formal review. Dispatch-data assists the teport-review-officer in tracking down missing or overdue reports and fixing responsibility.for their submission. . Booking and detention officers should maintain an alphabetical jail population or census file, containing all ail copies of the arrest/booking reports and other necessary forms and notices. They should maintain a local-court-date suspense file containing copies of the report-control index cards. Court liaison personnel should maintain a department-wide court-appearance chart for control purposes. ‘The assigned detention officer should release on proper authority and obtain the signature or other person to whom the prisoner is released. The detention copy of the arrest/booking reportis then forwarded from the jail file to the records element. Record Element Duties - Record element personnel assigned to identification duties certain task in connection with all arrest and the completion or arrest/ booking reports andallied records. First they issue acentral booking number or request, then complete the central booking register with all require information. Immediately after completing or approving their register entries, they should identify prior departmental arrest and conduct a wanted check for all names or aliases used by the arrestee. The appropriate detention officer should be notified immediately, by telephone in necessary, ifa‘stop” order, ‘wanted” card, or a detainee for another agency is found of the subject. Anew criminal history record should be prepared for each person arrested who has no prior record on file, noting current case information on it. Ifa criminal history record is already on file, it should be updated. The communication center should be notified inimediately of every cancellation of a wanted or missing persons message, the apprehension of such person, or the receipt of wanted messages concerning persons suspécted to be in or néar the jurisdiction. Personal Identification File -' Bight major personal identification files should be maintained by the records element. These are: a.. Artest/booking Report b. Fingerprint file c. Criminal History Record . 4. Personal Identification Photographic file €. Personal Identification Negative File f. ‘Crime Scene Photograph File’ * g. Wanted and Missing persons File ‘ fh. Warrant File ot , 49ON Each of these files serves to identify i persons or incidents coming to the attention of the Police department Generally, the various files should be cross- indexed through the use of lentification numbers, but maintained separately. Warrant and Subpoenas - A Central warrant index file, consisting of original warrants, filed serially by central warrant number should be maintained by ‘the department. In many instances an automated file may be used by the department or the court to eliminate the need for a manual register, unless the warrant system is specially designed, however, a warrant file will probably be required for storage of the actual warrant document until it can be returned to court. with the pertinent information, ‘and bench warrant with, should be incorporated A complete description of the wanted subject, along should; be recorded on the reverse side of local misdemeanor, felony, pethaps, a photocopy of each warrant, Complete warrant information into any local automated file, if this has not been done. marked on the warrant, and details entered in fer should be maintained for search warrant, the control procedures. The central Awarrant number should be assigned and a central warrant register (CWR). A separate regist for their use requires different handling of the warrant and of register should contain the following information: a. Type of warrant b, Number of warrant e. Date and time received from court 4d. Time and date assigned for service ¢. Person securing warrant and person accused £ Charge g. Time; and date warrant was served or returned h._ Disposition and special remark Upon receipt of a warrant or subpoena properly issued by a court or other authorized body, a eld officer, or other employee receiving it should immediately notify the communication cenier of its issuance and receipt and should be obtain a case report number, if needed, for Such warrant or subpoena. To ensure that all wanted person known to the department will be quickly apprehended or detained if arrested originally for another charge, the department should establish a ‘stop order” or other “wanted! - by-the police” records-search procedure. When a person is arrested, or whenever a police officer has reason to suspect that a traffic violator may be wanted by a police department, policy should require that a radio Or telephone check may be made with the records element's master index or its computer counterpart to determine whether a wanted or stop order has been placed with the department. ‘The name check always should be completed before a prisoner is released ‘on bond or the value of the procedure will be greatly reduced, if not destroyed. If the records search indicates 50os that the subject is wanted, the booking or arresting officer should include details of the stop iwjer, the authoring agency, and other pertinent data in the narrative section of his arrest/ booking report. Services personnel should be assigned responsibility for detaining a wanted prisoner until the requesting agency can pick him up. When a police officer wishes a stop order or detainee, he should obtain permission from his watch commander or element supervisor and forward a request for such an order. In emergencies he should notify the records element by telephone. The following information is required: 1. Reasons for the wanted notice, stop order, or detainer. 2. Officer’s name and name of the commander authorizing the order. 3. Name and description of subject wanted. " 4. Possible locations or suspected area of travel 5. Color, year, make, body, style, and license of subject’s auto 6. Companions or associates who might know subject's where abouls, 7. Action to be taken if located or apprehended, if different from normal processing. 8 Any other useful information that might make apprehension or detection easier or safer. Upon receipt of the information, recards personnel should prepare a color-code file card for the master name index, flag the subject's fingerprint card, and if needed, prepare a radio ‘message for local broadcast and a telelype message to be sent to specific departments or to all departments on the local network. OTHER FILES AND RECORDS ‘The records and communications clement should maintain certain auxiliary or supplementary files useful in management analyses responsibilities, Several makers files and records should be classed as permanent, and maintained by records and/ or communication personnel. ‘Complaints and dispatch shoulder maintained by case report number, all including information received by the dispatchers regarding complaints or request for service. This would encompass such data as address, beat location, tabulation area, units responding, time received, dispatched and completed, and similar information valuable in time and workload studies for Proper manpower distribution and deployment, patrol beat design, and supervision A file should be maintained by date of all out-of-service radio request received by- the dispatchers regarding reasons why radio units are reported out or service, this, time factors involved, and locations of incidents. Moreover, all information Féceived regarding requests for information or service from radio units through the communication center should be maintained. If punched card equipment is available, the complaint/ dispatch and out-of-service request files may be merged for analytical use. 51