TN 602- Note Taking

Importance of Note Taking in Fire Service

• As a firefighter, you will be expected to testify during a legal proceeding, and you must be able to provide accurate information about your actions and experiences during an emergency situation.
• Relying on memory to provide accurate information is not acceptable, and written notes can refresh your memory and provide additional credibility to your oral testimony.
• Records made in the ordinary course of business are admissible in evidence.

Objectives

• Know why note taking is an important component of duties
• Be able to state two reasons for making notes
• Know the minimum standards of effective note taking
• Know the basic considerations when taking notes
• Know the information required for exhibits
• Know the documentation required for photographs
• Know how to use notes in court

Reasons for Note Taking

• To complete Toronto Fire Services reports and forms
• As a reference for any legal proceedings resulting from involvement at an emergency scene

Minimum Standards for Note Taking

• Be objective and honest when making notes; do not offer opinions, only direct observations
• Notes should start with the date, time, and location of the event being recorded
• Write legibly in ink using a single color and a single pen
• Draw a line to indicate the end of each entry
• Do not skip any lines
• Write in chronological order to ensure all information is captured
• Notes may be read by both the Crown Attorney and the defendant’s lawyer during legal proceedings
• You alone should write all notes in your memo books/file
• Do not write notes in collaboration with others
• Write notes as soon as possible after the emergency situation
• If you make an error, place a single line through the word, sentence, or passage, and initial at each end of the line
• Do not change any notes you have written
• If you remember something at a later date, add it to the end of your notes for that particular situation
• The more detail you include in your notes, the better you will be able to answer questions at a later date

Basic Considerations when Taking Notes

• Date and time alarm received
• Time of arrival at emergency location
• Weather conditions
• Was the owner/occupant or visitors present upon arrival?
• Who reported the incident and how was it reported?
• Who discovered the situation and how did they discover it?
• Was the building secure, doors unlocked, windows open, etc.?
• What were your observations upon arrival?
• What did you do upon arrival?
• If there was a fire, was there more than one fire location, and what color were the flames?
• Who was the first firefighter to make entry and how did they make entry to the building?
• If persons at the scene were interviewed, follow the information provided under Minimum Standards for Note Taking
• Location of any victims and their condition
• Who found the victims, and who removed the victims from the location where they were found?
• Names, badge/employee number of any other emergency service personnel on scene

Information Required for Evidence

• Where was the item found?
• When was it found?
• Who found it?
• How did they find it?
• How was the item protected (Continuity of possession)?
• Was an identifying mark placed on the item?

Information Required for Photographs

• Photographer’s name, telephone number, organization for whom they work
• Date and time the photograph was taken
• Location of the object(s) being photographed
• Description of the object(s)
• Angle from which the photograph was taken
• Provide a sketch of the location of the object in relation to doors, windows, street, etc.

Using Notes in Court

• Read your notes over prior to testifying
• If you must refer to your notes during your testimony, ask permission of the judge before doing so
• You may be asked questions prior to being allowed to make reference to your notes, such as:
  • Are the notes yours?
  • Are the notes in your handwriting?
  • When were the notes made?
  • Have there been any additions, deletions, or changes to the notes since they were made?
• If using your memo books while giving evidence, ensure that the desired section is pre-selected
• If you are asked, “Are you an expert?” you should state, “I have not been qualified as one.”