Police Pocket Books SO HR 23 PDF

**POLICE POCKET BOOKS** **TABLE OF DOCUMENT DETAILS** Title -------------------------------- -- Reference No Relevant Department or group Ownership Document author Approved by...

**POLICE POCKET BOOKS** **TABLE OF DOCUMENT DETAILS** Title -------------------------------- -- Reference No Relevant Department or group Ownership Document author Approved by Approval Date Implementation Date To be Reviewed Date Last Revised Date Quality Assured By Protective Marking Linked to other Standing Order Relevant Legislation Pages (including this page) **TABLE OF CONTENTS** [Introduction](#Introduction) [Page 03](#Introduction) [Section 1](#Introduction) ------------------------------------------------------------------------------------- -------------------------------------------------- ------------------------------------------------- [General Principles](#GeneralPrinciples) [Page 03](#GeneralPrinciples) [Section 2](#GeneralPrinciples) [Records to be Included in Police Pocket Books](#OtherWrittenOrdersandInstructions) [Page 03-04](#OtherWrittenOrdersandInstructions) [Section 3](#OtherWrittenOrdersandInstructions) [Supervisor Checks](#supervisorchecks) [Page 04-05](#supervisorchecks) [Section 4](#supervisorchecks) [Control of Police Pocket Books](#controlpockectbooks) [Pages 05-06](#controlpockectbooks) [Section 5](#controlpockectbooks) [Abbreviations and Glossary](#abbreviationsandglossary) [Page 07](#abbreviationsandglossary) [Section 6](#abbreviationsandglossary) **INDEX OF ANNEXES** [Annex 1:](#annex1) Record of Police Pocket Books received and issued [Page 08](#annex1) --------------------- --------------------------------------------------- -------------------- [Annex 2:](#annex2) Re-issuing of Pocket Books [Page 09](#annex2) []{#Introduction.anchor}**1. Introduction:** 1.1 Police Pocket Books are official documents and are to act as a diary of the day-to-day events involving all Police Officers. All Officers will be issued with books and will keep them updated with the records, as set out below. Officers of the rank of Chief Inspector and above will not be issued with Police Pocket Books. []{#GeneralPrinciples.anchor}**2. General Principles** 1. Pocket books should contain accurate records and all entries should be in biro ink and be made at the time at which the event occurs or as soon as possible thereafter. On making a retrospective entry the time recorded in the respective column, should be the time of the entry is being made, whereas the time of the event should be recorded as part of the actual entry's text. Blank spaces, insertions and erasures should be avoided and on no occasion will any pages be removed from pocket books. 3. []{#OtherWrittenOrdersandInstructions.anchor}**Records to be Included in Police Pocket Books** 3.1 [Records to be inserted:] - The day, date and time duty commenced. - Time left Police Station (mentioning vehicle used, name, rank and number of any accompanying Officer). - Nature of duty performed, for example speed checks, [VCP](#vcp) duties, foreshore patrol, joint patrol or any other duties, including all [FPNs](#fpns), [VDRS](#vdrs) and written caution reports. - Time returned to Police Station. - Rest periods/ meal times. - Locations patrolled. - Nature of duty whilst at the Police Station. For example preparation of dockets, entering operational data on computer, clerical/administrative or any other duties. - Time duty finished. - Evidential matters, civil and criminal. - Applications for warrants of arrests and/or search including time. - Arrests and incidents which may give rise to evidence in criminal/traffic/administrative offences. - Any matter concerning security issues. - Domestic incidents. - Verbal communication made by a suspect should be recorded in the officer's pocket notebook and the offer made to the suspect to sign the pocket notebook to acknowledge the accuracy of the notes. If the suspect refuses to sign, again a note should be made in the pocket notebook and, if available, an accompanying Police officer should also sign and verify the account. - Road traffic collisions where investigation commences. - Property found or handed to officers outside the police station. - Incidents where the officer thinks a complaint will be made. - Observations, whether suspicious or not, where no official log exists. - 3.2 It is important that officers have in mind, when making records in pocket books that they need to provide an auditable trail, principle reasoning and appropriate justification in their actions when dealing with any incident. 3.3 Each entry should record the time and location of what is being recorded. The Officer making the entry should initial any alteration. **4.** []{#supervisorchecks.anchor}**Supervisor Checks** 1. Upon briefings of oncoming teams, Sergeants will check and initial the pocket book of each Police Officer to ensure that they are up to date. Duty Inspectors should carry out spot checks from time to time and [DDC](#DDC)s will ensure that mandatory monthly '[dip sampling](#dipsampling)' is carried out to the pocket books of officers at each of their respective Divisions. **5.** []{#controlpockectbooks.anchor}**Control of Police Pocket Books** 5.1 All pocket books will have an official unique serial number printed on the bottom right hand corner of the cover. Individual Officers must be in possession of only one pocket notebook at any given time. Replacement pocket books will only be supplied on return of a completed one, against signature. All surrendered pocket books will be securely stored in a security cabinet in numerical order. A surrendered pocket notebook will only be re-issued and registered in [Annex: 2](#annex2) under the following circumstances: 5.2 In all such cases pocket books must be returned at the earliest opportunity after use. 5.3 The [CJU](#cju) Sergeant of the Division in which an officer is serving will undertake the issue and retention of pocket books. Pocket books to Headquarters staff will be issued by Akrotiri Division. In particular the [CJU](#cju) Sergeant will be responsible for: i. ii. iii. iv. v. vi. 5.4 Exceptions to this destruction policy are pocket books which contain information on: 5.5 Pocket books falling into the above categories, when originally handed in as complete, should be marked in red ink by the [CJU](#cju) Sergeant on their front cover "TO BE RETAINED INDEFINITELY". 5.6 When an officer is transferred between Divisions his/her completed pocket books will also be transferred to the respective Divisional [CJU](#cju) Sergeant for retention and storage. 5.7 Officers should make prior arrangements with the [CJU](#cju) sergeant in obtaining new pocket books if they run the risk of completing the old ones during weekends, public holidays and at other times when the [CJU](#cju) Sergeant is not on duty. Pocket books nearing completion during working days before weekends or public holidays (e.g. if a pocket book is almost completed on a Friday) should be exchanged early after crossing out the remaining empty pages. 5.8 Replacement of damaged pocket books will only be granted on the authority of the Deputy Divisional Commander after an internal report is submitted to him outlining the reason of the damage. Damaged pocket books will result in cancellation of unused pages by striking a line through and handing in the damaged pocket notebook and receiving a new one. 5.9 The overriding principle is that pocket books are official documents and must be treated as such. All Officers must ensure that pocket books are always kept in good condition and up to date. []{#abbreviationsandglossary.anchor}**Abbreviations and Glossary** ***DCC:** Deputy Chief Constable.* []{#DDC.anchor}***DDC:** Deputy Divisional Commander.* ***Document Author:** The person tasked with the responsibility to prepare the draft SO and to consult other persons or bodies during its preparation.* ***Document Owner:** The person who has been nominated by the DCC and who is responsible to oversee the drafting of the SO. Also responsible to monitor its implementation and to carry out a review at the stipulated date.* []{#vcp.anchor}***VCP:** Static Vehicle Check Point.* []{#vdrs.anchor}***VDRS**: Vehicle Defect Rectification Scheme as provided by [Standing Order RT 10](https://modgovuk.sharepoint.com/:w:/r/teams/25468/STANDING%20ORDERS%202023/Standing%20Orders%202023/ROAD%20TRAFFIC/RT%2010.docx?d=wc8c11b8489b84cef94c3319bd3e6a0b8&csf=1&web=1&e=aSUVwF).* []{#fpns.anchor}***FPNS**: Fixed Penalty Notices as provided by Fixed Penalty Ordinance 25/2010.* []{#cju.anchor}***CJU:** The Divisional Criminal Justice Unit.* []{#dipsampling.anchor}***Dip Sampling:** Random checks.* **Record Of Pocket Books Received & Issued** []{#annex1.anchor}**Annex 1** ------------ ----------------- -------------------- ---------------------------- --------------------------------- ---------------------- **NUMBER** **DATE ISSUED** **TO WHOM ISSUED** **SIGNATURE OF RECIPIENT** **DATE COMPLETED AND RETURNED** **TO WHOM RETURNED** ------------ ----------------- -------------------- ---------------------------- --------------------------------- ---------------------- **Re-issuing of Pocket Books** []{#annex2.anchor}**Annex 2** ------------------------- ----------------------- ----------------- ---------------------------- ------------------- ---------------------- **OFFICIAL SERIAL NO.** **TO WHOM RE-ISSUED** **DATE ISSUED** **SIGNATURE OF RECIPIENT** **DATE RETURNED** **TO WHOM RETURNED** ------------------------- ----------------------- ----------------- ---------------------------- ------------------- ----------------------