User:Gameking69/Notebook SOP

Each agencies have their own standard operating procedure.

United Kingdom
Yorkshire Police - Pocket Notebook and Duty Diary Procedure

West Yorkshire Police - Electronic and Pocket notebooks – use and supervision

British Home Office - Record keeping

Merseyside Police officers notebook

Metropolitan Police - Report book rules

Objectives
As law enforcement officers, you will encounter various incidents, each requiring a unique response. Subsequently, individuals may seek a thorough understanding of the events and the specific actions you took. It is essential for you to provide an entirely accurate and unbiased account of the incident, presenting the facts objectively. There will be instances where you'll be required to testify in a court of law regarding the events. Given the impossibility of remembering every detail, maintaining precise, thorough, and credible written records becomes crucial. The purpose of this lesson is to equip you with the knowledge and comprehension of the fundamental principles governing your writing in different types of report books.

Original Notes
"Original notes" refers to the records that police officers create when reporting an incident. These written records must typically be:


 * Comprehensive
 * Accurate
 * Credible
 * Made at the time of the incident or as soon as possible afterward

Officer responsible for recording occurrences
Usually, the first officer who arrives at the scene of an incident is in charge of putting together the complete report, unless it's a serious fire, in which case the senior officer present will handle the reporting.

Signing Notebooks
It's important to sign each entry. Your signature shouldn't be an unreadable scribble. When signing as a police officer, make sure it's clear and easily understood by anyone who reads it. Everyone should follow the same signing practice, using their first name followed by their last name.

John Smith PC 44398


 * 1) First Name 2. Last Name 3. Rank 4. Number

JJESMITH


 * 1) Follow up with a signature

Uses
Notebooks are employed for documenting or reporting any incident. For instance, the notebook may be used to record the following:


 * 1) Verbal Warnings
 * 2) Property lost or found.
 * 3) Suspected, wanted or missing person details, and suspected stolen motor vehicles
 * 4) Computer checks that you make
 * 5) Requests by the public for police attention to property
 * 6) Crime report details
 * 7) Statements taken
 * 8) Expenses incurred
 * 9) Any other notes relating to your duty

Pen Color
Use a black ballpoint pen when filling out report books or any official police document. Black ink doesn't smudge easily, which is important as you may need to write in rainy conditions. Additionally, black ink photocopies well, and it is challenging to erase.

Always use the 24 hour clock
Reliance on the 24-hour clock is crucial because it's easy to recognize, eliminating the need to specify whether it's AM or PM.

Block letters
Always use block letters when writing critical or key information such as Days, Dates, Times, Places, Addresses, Compass points, Names.


 * 1) TUESDAY
 * 2) 12 JUNE 2006
 * 3) 0305 Hrs
 * 4) MORGAN'S CAFE, BOSSINGTON, C2C 2K1
 * 5, MAIN ROAD, BOSSINGTON, C2C 2K1
 * 1) SOUTH
 * 2) Harry TRUMAN

Reminder
Report Book Rules are crafted to guarantee that reports can endure thorough examination in court. It is crucial to prevent the possibility of someone avoiding conviction due to suspicions that something in the officer's report was tampered with, deleted, or added improperly.

Whats not allowed
Ensure that your report follows the guidelines: No erasures, no leaves torn out, no blank spaces, no overwriting, no writing between lines, and include statements in "direct speech."

Fixing a mistake
If you notice right away that you've written the wrong word(s), you can use a single line to cross out the incorrect word(s), initial it, and then write the correct word next to it. It's crucial that the crossed-out word(s) remain legible, as demonstrated below.

On TUESDAY 12th JUNE 2006, at about 1115, JAMESJS SMITH

If the mistake goes unnoticed initially, mark through the incorrect word(s), add your initials, and place the letter 'A' above the error. For omissions, position the letter 'A' above the space where the addition is needed.

A JAMES JS SMITH

'A' = JOHN --JS

These 'inserts' can be added at the conclusion of your report before signing. If you only notice the mistake after signing the entry, employ the lettering system as described earlier, but treat the insertion as a new entry appended to the end of the report.

Counter-sign
Moreover, if a specific entry necessitates countersigning by someone (e.g., a person you interviewed, a witness to the interview, or someone verifying a list of found property handed to you), that individual must also provide counter-initials and/or countersign any corrections. This process demonstrates that the alterations were made with the knowledge of that person.

Removing a page
Under no circumstances should you remove, tear out, or alter leaves in any report book, even during training. It must stay intact as it was when manufactured.

Blank spaces
Avoid leaving blank spaces between words, between lines, or at either end of the lines.

Overwriting
Avoid overwriting, as it is strictly prohibited for altering or correcting any word, letter, or number. Strike it through with a line and rewrite.

Direct Speech
One may write an accurate summary of what was said during the interaction. Only use direct speech or quotations if you know exactly was said. This instruction is specific to recording conversations, and it does not imply that you should transcribe the entire witness statement in direct speech.

Inspection of notes
Supervisory officers may ask to inspect your notebook at any given time. You must surrender at upon request. They will verify everything is done according to procedure and will sign it as proof of being read. Whenever a pocket notebook is checked or examined, the supervisor must make an entry in the notebook on the next available line, indicating the time and place of the check, along with any actions taken.

Use in court
Individuals attending court as witnesses must have their pocket notebooks containing original case notes. Before giving evidence, they are required to review relevant notes. Any reference to a person's pocket notebook in the witness box is subject to the court's consent. The use of the notebook is limited to situations where it is necessary for accuracy or deemed desirable under the circumstances.

Lost, damaged or stolen
Individuals must exercise caution to prevent the loss, damage or theft of their notebook. In the event of such an occurrence, they are required to report it promptly to their supervisor.

Keeping it on person
Officers are expected to carry their notebooks at all times, except when their duties, such as covert operations, prevent them from doing so.

Basics

 * Record the times of coming on and going off duty, as well as the times of refreshment periods.
 * In the margin, note the times of each entry made in the book, including the time of the incident.
 * Enter details of annual leave, rest days, sickness, tour of duty, time on and off duty, and information about overtime.
 * Include records such as first descriptions in identification procedures and contemporaneous interviews.
 * Document details of all incidents where evidential involvement occurs, providing a clear rationale for decision-making. Ensure the information is sufficiently detailed for a police member to recall the full facts during any subsequent court proceedings.

Sketches
When drawing a sketch, sign the last line of writing before it and commence any additional writing on the next clear line after it.