Using Your Pocket Notebook

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1 Using Your Pocket Notebook Introduction Much of a police officer s time is spent gathering facts and evidence that will be used in court to support a criminal prosecution. The pocket notebook is used to record information that may be used as evidence. It is therefore an important document that must be used correctly. Each Police Force will have its own policy detailing local procedures for completing pocket notebooks and other documents at the scene of incidents or during investigations. The guidance given in the following pages represents general rules which should be applied to the completion of pocket notebooks and should be considered in conjunction with local policy. The Pocket Notebook The majority of police officers are issued with a pocket notebook which is an official document and must be carried at all times when on duty. The book is issued by a supervisor and a record is kept of all books issued. It is police property and should be stored centrally after completion until it is required for reference or for use when giving evidence. The pocket notebook is used to record evidence and information relating to an offence or incident. Pocket notebook entries will normally be written although they may be in sketch form, such as a floor plan to locate where property was found during a search. Pocket notebook entries should form a comprehensive record of an event to ensure that you can refer to the maximum amount of information when giving evidence in court. Entries will be used as the basis of reports or statements; both these documents are merely extracts of the facts from the notes and should not contain any substantive material that was not recorded at the time. You may use the notebook to refresh your memory when giving evidence, providing the court is satisfied that the entries were made at the time of the offence or incident or as soon as practicable afterwards. The pocket notebook is subject to the scrutiny of the court and in order to support its integrity a number of rules for its completion have been established. These should become second nature to you and, if followed carefully, will help to promote your reliability as a witness and the reputation of the service as a whole. Failure to comply with these rules may lead the court to question the accuracy of your evidence and your honesty as a witness. This in turn may result in the exclusion of your evidence and ultimately in the dismissal of the case.

2 When to use it The diversity of events with which you will be involved makes it impossible to provide a comprehensive guide as to when an entry should be made in a pocket notebook or the precise detail it should contain. However during your training you will be able to practise making entries. The general rule is that it should be used to record all information or intelligence relating to offences and other events or incidents that come to notice, where it is likely that a report or statement will have to be completed. For example, a record must be made of the description of any suspect as first given to you by a witness. This requirement is made by the Codes of Practice to the Police and Criminal Evidence Act 1984 (PACE). The Codes provide instructions to the police in dealing with many incidents and occasions such as searching and interviewing suspects. You will cover PACE and the Codes during your training. There are events for which specific official documents are provided for completion at the scene or during your investigation. These include road traffic accident cards, crime reports, process cards and fixed penalty notices. On these occasions the pocket notebook is usually used only to make an entry referring to your attendance at the incident and the completion of the other documents, although there are variations in force policies. Accurate notes should be made at the scene of the incident and at other stages of the investigation to enable the information to be used at a later date. The notes should not be limited to those matters that you are able to give in evidence, but should include all material that may have some bearing on the incident and the investigation. An example of this would be the exact words used by a victim or witness which you may not be allowed to give in evidence but may be significant at a later stage in the investigation. The importance of this will become clearer when you have studied the rules governing hearsay evidence. How to use it The pocket notebook is principally for your own use although it may be examined by your supervisors and by lawyers or court officials when you are giving evidence during a court case. The circumstances in which you have to make entries in the notebook may make it difficult to maintain neat writing. For example, you will need to make verbatim records of what victims, witnesses or offenders say. You must, however, ensure that all entries are legible. As mentioned previously, in order to support the reliability and accuracy of entries in the pocket notebook a number of rules have been established. These are intended to ensure that entries are made at the time of the event they refer to and are not the subject of unauthorised or dishonest alteration. If the rules are followed, the entries and consequentially the evidence that they support should withstand scrutiny.

3 These rules are: Entries should be made in black ink. Entries should be made at the time of the event which is being recorded or, where circumstances prevent this, as soon as possible after the event. Where there is a delay the specific reasons should be included, for example the conduct of the suspect or other persons involved in the incident. The day, date and year should be recorded and underlined at the beginning of entries for that day. All surnames and place names should be in block capitals. Entries should be made only on the lines of the pages of the book and all lines and pages should be used. Each entry should include time and location. Names and addresses of victims, offenders, witnesses and informants should be recorded. Additional information about the offender may be relevant depending on the incident. Where the incident involves vehicles, property or documents, full descriptive details should be recorded including unique identifiers, e.g. registration marks, serial numbers etc. It is often necessary to record information or a person s account of an incident immediately into the notebook and, as a result, the entry may not necessarily make sense to a reader. Such an entry should be made in direct speech wherever possible, for example: Q: Can you explain what happened? A: Yes, I was walking along the High Street when It should then be followed by a section of narrative which accurately explains the event. A note should be made of any comments made by a person suspected of committing an offence whether these comments are in response to your questions or not. The person should be invited to read the note and write an endorsement to the effect that I certify that this is a true and accurate record of the conversation that took place. This should be signed by the suspect and the officer as the conversation may be construed to be an interview. If the suspect does not consider it to be correct, he or she should be invited to indicate which details are considered to be inaccurate and to sign a record of those details.

4 If the suspected person refuses to read or sign the note, this should be noted and signed by the officer. The senior officer present should read the note over to the suspect and ask whether he would like to sign it as correct, or indicate the aspects he considers to be inaccurate, then endorse the pocket notebook as to what has taken place. Where whole or part pages are accidentally left blank a diagonal line should be drawn across the blank area and omitted in error written across the page if a mistake is made, cross it out with a single line so that the word or words remain legible. Initial the deletion and follow it with the replacement word or words. Joint notes Where a number of officers have witnessed the same incident, or have been present at an interview, they may confer when preparing notes. Such notes must, however, include only genuine recollections of the officers concerned. Where joint notes have been made it is necessary that the officers endorse their own pocket notebooks to the effect that this has happened and include the times between which the note-writing took place, the location and who was present. No pocket notebook available When you are off duty and not in possession of your pocket notebook or when, for any other reason, it is not available to you and there is the need to make notes, you may use any available piece of paper for the purpose. The general rules for note taking should be followed wherever possible and the note should be formally preserved as an exhibit and attached to any subsequent report or statement. It may be used as a reference when giving evidence and should therefore be available for inspection at court. Aide - memoire The Report Book Rules can be summarised by the mnemonic ELBOWS NO ERASURES NO LEAVES TORN OUT NO BLANK SPACES NO OVERWRITING NO WRITING BETWEEN THE LINES And STATEMENTS IN DIRECT SPEECH Erasures Leaves torn out Blank spaces Overwriting Writing between lines Statements in direct speech

5 Revision Questions 1. In the notes there are rules for using your pocket notebook (PNB). List four of them. 2. When should you make an entry in your PNB? 3. What is the procedure if a mistake is made? 4. State the mnemonic ELBOWS What do you do if your PNB is unavailable?

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