A commu'rm STUDY or THE ORGANLZATION ANa ADMINISTRATION OF A CIVILMN AND A MILITARY * CWINT, INVESTIGATION, ARREST, IDENTIFICATION, AND SUMMARY AND ANALYSIS RECORDS Thesis for degree of Master of Science MICHIGAN STATE UNIVERSITY Curl Oscar Swanson, It. 1-96? L I B R A R Y Michigan State ,1 61 University r3 A COMPARATIVE STUDY OR THE ORGANIZATION AND ADMINISTRATION OF A CIVILIAN AND A MILITARY TOLICN RECORDS s STEM WITH EMPHASIS ON THE PURPOSE, PRRPARATION AND DISPOSITION OR COMPLAINT, INVRSTICATION, ARREST, IDENTIFICATION, AND SUMMARY AND ANALYSIS RECORDS by Carl Oscar Swarmon Jr'. AN ABSTRACT Submitted to the College of Business and Public Service Michigan State University of Agriculture and Applied Science in partial fulfillment of the requirements for the degree of MAS”ER OF SCIENCE School of Police Administration and Public Safety 1961 JXW APPROVED 1/ (mmdnmnfi 2 CARL OSCAR SWANSON JR. ABSTRACT Police records are administrative devices for coordinating and controlling the various functions of a police department, and are used for recording, planning, and executing police operations. An efficient police records system assists the police chief in fulfilling his responsi- bilities as an administrator. It also assists the individual police officer to perform his duties more efficiently. This study covered the organization, administration, and elements necessary for a police records system. It \ emphasized the purpose, preparation, and disposition of complaint, investigation, arrest, identification, and summary and analysis records. The following are the methods used in this study: (1) a review of the literature in the fields of civilian and military police records, (2) a study of the centralized records system of the Pontiac, Michigan, Police Department, and (3) personal experience working with military police records in the Fort Richardson, Alaska, Military Police Company. The civilian police literature was surveyed to determine the accepted organizational and administrative principles and procedures necessary for an efficient police records system. The study of the Pontiac Police Department's 3, CARL OSCAR SWANSON JR. ABSTRACT centralized records system made possible an understanding of these principles and procedures. An examination of the police records system used by the Fort Richardson Military Police Company, as applied in this study, indicated a need for the application of'uniform principles and procedures in the management of their records system. This study compared the organization and administra- tion of a civilian and a military police records system to determine similarities and differences. Where similarity in function existed, the principles and procedures of the civilian police records system were considered for applica- tion to the military police records system. It was concluded that the Pontiac Police Department's records system generally followed the organizational and‘_~ administrative principles and procedures recommended by O. W. Wilson, the Federal fiureau of Investigation, the International City Managers' Association, and the International Association of Chiefs of Police. In most instances it was found that military police records served the same purposes as did Civilian police records, and that adoption of certain basic principles and procedures of civilian police records would benefit the Military Police Corps. A COMPARATIVE STUDY OF THE ORGANIZATION AND ADMINISTRATION OF A CIVILIAN AND A MILITARY POLICE RECORDS SYSTEM WITH EMPHASIS ON THE PURPOSE, PREPARATION AND DISPOSITION OP COMPLAINT, INVESTIGATION, ARREST, IDENTIFICATION, AND SUMMARY AND ANALYSIS RECORDS by Carl Oscar Swanson Jr. A THESIS Submitted to the College of Business and Public Service Michigan State University of Agriculture and Applied Science in partial fulfillment of the requirements for the degree of MASTER OF SCIENCE School of Police Administration and Public Safety 1961 ACKNOWLEGEMENTS My profound appreciation to the Provost Marshal General of the Military PoliCe Corps and to the United States Army for making possible this Opportunity for graduate study at a time when I am serving on active duty as a Captain in the Military Police Corps. I am indebted to Mr. Glenn M. Schultz, my advisor, who through his time, effort and constant guidance made possible the completion of this thesis. My sincere appreciation to Mr. George D. Eastman, Sergeants James Bale and Fred Wirth, and others of the Pontiac Police Department who willingly and enthusiastically assisted me in conducting this study. My special thanks to my wife Jean who encouraged me throughout the writing of this thesis. TABLE OF CONTENTS CHAPTER . PAGE I. INTRODUCTION 1 The Problem 1 Statement of the problem 1 Importance of the study 2 Review of the Literature h Civilian pelice records publications u Military police records publications 5 Statement of the Methods Used 7 Organization of the Remainder of the Thesis 1Q II. A STUDY OF THE PONTIAC POLICE DEPARTMENT'S RECORDS SYSTEM 112 The Organization of the Police Records System . 12 Centralization of the Records System .lh Records Duties of Police Personnel 15 Commanding officer of the services bureau 15 Chief records clerk ' 15 Desk sergeant 17 Report review Officer 17 SWitchboard operator 1? Dispatcher 17 Identification officer 18 Index clerks 18 CHAPTER Traffic records clerks File clerk receptionist Statistician Platoon supervisors Investigating police officer Follow-Up Procedures for the Police Records System The Elements of the Police Records System Forms Records Control Records Disposition Records files Index files Miscellaneouslfiles Complaint Records Miscellaneous service complaint record Offense records Casualty record Lost-and—found record Investigation Records Supplemental progress report Traffic accident investigation report Evidence records iv PAGE 19 19 19 20 20 20 ELI 2h 25 26 26 29 35 . 36 38 no hl kl RI 1&3 CHAPTER Arrest Records Intoxication report and arrest record Arrest record Traffic citation Prisoner property receipt Identification Records Fingerprint card Physical description sheet Photographs Crime report Summary and Analysis Records Daily police bulletin Uniform crime report Consolidated reports Spot maps Traffic analysis records III. A STUDY OF FORT RICHARDSON MILITARY POLICE COMPANY'S RECORDS SYSTEM Organization of the Military Police Company's Records System Records Duties of Military Police Personnel Provost marshal's Office Operations division Criminal investigation division PAGE 1.6 A6 A6 A6 in - 117 [IS 149 A9 50 51 53 ' SA 55 59 59 62 6h 6S 66 CHAPTER Follow-Up Procedures for the Military Police Records System The Elements of the Military Police Records System Forms Records Control Records Disposition Records files Index files Miscellaneous files Complaint Records Complaint report Offense report Incident report Investigation Records DD 578 (Offense or Incident Report) DD 19-65 (Report of Investigation) Traffic accident investigation report Evidence records Arrest and Disposition Records DD 578 (Offense or Incident Report) DA 19-93 (Notice of Traffic Violation) DA 579 (Temporary Receipt for Property) vi PARS 67 68 68 69 e9 69 71 73 7A 71+ 76 . 76 77 7e 78 81 82 8h 8h 8h 85 CHAPTER DD 629 (Receipt of Prisoner of Detained Person) DD M97 (Confinement Order) DD 582 (Disposition of Offender Report) DD MOO (Provisional Pass) Summary and Analysis Records DA 19-50 (Military Police Desk Blotter) DA 19-20 (Provost Marshal's Activities Report) Patrol report Desk Journal Traffic spot map IV. REVIEW OF THE LITERATURE Organization of a Police Records System The Purposes of a Police Records System Centralization of a Police Records System Follow-Up Procedures of a Police Records System Reecrds Duties of Police Personnel Standards for a Police Records System The Elements of a Police Records System Forms Records Control vii PAGE 86 87 87 88 89 89 9o 92 93 911 95 96 9e 99 103 10h 106 107 107 108 CHAPTER Records Disposition Records Complaint records Investigation records Arrest records Identification records Summary and analysis records V. SUMMARY AND CONCLUSIONS Pontiac Police Department's Records System Organization of the Records System Centralization I Follow-up procedures Records duties Elements of the Records System Forms Records Centrol Records Disposition Records Recommendations Fort Richardson Military Police Company's Records System Organization of the Records System Follow-up procedures Records duties viii PAGE '109 110 111 111 113 115 117 122 122 122 122 123 1211 I -125 125 127 127 130 135 136 136 137 138 ix CHAPTER PAGE Elements of the Military Police Records System. 138 Forms 138 Records Control 139 Records Disposition 139 Records 1&0 Recommendations 1&6 BIBLIOGRAPHY 1u8 APPENDIX A. Pontiac Police Department's Forms 15h APPENDIX B. Fort Richardson Military Police Company's Forms ' 177 LIST OF FIGURES FIGURE 1. Pontiac Police Department Organization Chart 2. Pontiac Police Department Services Bureau Personnel Chart 3. Sample Index Card A. Sample Stolen PrOperty Card 5. Sample Characteristic File Card Enforcement Rates for Cities Fort Richardson Military Police Company Organization Chart Fort Richardson Military Police Company Personnel Records Duties APPENDIX A l. Follow-Up Indicator Form 2. Formal Follow-Up Indicator Form 3. Major Disposition Codes Form . Miscellaneous Service Complaint Form 5. Miscellaneous Offenses Form . Robbery Form 7. Burglary Form 8. Theft Form 9. False Pretenses, Trick, Imposture Form PAGE 13 16 31 33 3h 57 61 63 155 156 157 158 159 160 161 162 163 FIGURE 10. Assignment Chart Form 11. Casualty Report Form 12. Lost and Found Form 13. Supplemental Progress Report Form 1h. Traffic Accident Report Form 15. Intoxication Report and Arrest Record Form 16. Arrest Record Form 17. Fingerprint Form 18. Physical Description Form 19. Crime Report Form 20. Consolidated Monthly Report Form 21. Standard Summary of Motor Vehicle Traffic Accidents Form 22. Traffic Safety Activity Report Form APPENDIX B 1. Military Police Desk Reference Form 2. Complaint Report Form 3. Offense or Incident Report Form A. Report of Investigation Form 5. Property Tag Form 6. Military Police Receipt for PrOperty Form 7. Notice of Traffic Violation Form 8. Temporary Receipt for Preperty Form xi PAGE 161; 165 166 167 168 169 170 171 172 173 17h ' 175 176 178 179 180 181 182 183 18h 18S xii FIGURE PAGE 9. Receipt of Prisoner or Detained Person Form 186 10. Confinement Order Form 187 11. Disposition of Offender Report Form 188 12. Provisional Pass Form 189 13. Military Police Desk Blotter Ferm 190 1h. Provost Marshal Activities Form 191 CHAPTER I INTRODUCTION Police records are administrative devices for coordinating and controlling the various functions of a police department. They are used to record past experiences in order to plan for the execution of future police operations. When a police department is large enough for specialized divisions there may be a danger of its becoming. a number of disconnected units within the structure of the larger department, unless the functions of these units are coordinated. A centralized records system is a logical administrative device that,the police chief or provost marshal can use to coordinate the units of his department.- To combat crime effectively the police chief or provost marshal must knot how, ihen. and where crime is occurring, so that he can plan and shift his forces accordingly. PrOperly maintained police records can supply him.with this information. I. THE PROBLEM Statement 2; the problem. The following are the purposes of this study: (1) to compare the organization and administration or a civilian and a military police records system, (2) to compare the purpose, preparation, and disposition of civilian and military police records, and (3) to propose certain recommendations for the Military Police Corps. Importance 23 the study. Throughout the years basic principles and procedures for the organization and administra- tion of police records systems have been developed. 0. W. Wilson,1 the Federal Bureau of Investigation, the Inter- national City Managers' Association, and the International Association of Chiefs of Police have published guides? to standardize these basic principles and procedures. . It was found in this study that these authorities in the field of police administration stress the following principles for an efficient police records system: (1) centralizatidn of records, (2) centralization of complaint 10. W. Wilson is a recognized authority in the police field. He has made numerous surveys of police departments throughout the United States and has written a number of books pertaining to police administration. At the time of this study he is the Superintendent of the Chicago Police ‘Department. He was formerly Dean of the School of Criminology at the-University of California in Berkeley. 20. W.‘Wilson is the author of the book, Police Records. The Federal Bureau of Investigation has published a Manual for Police Records. The International Association of Chiefs of Police has published the book, Uniform Crime Reports. The International City Managers' Association has published the book, Municipal Police Administration. recording and communication facilities, (3) adequate follow-up procedures, and (h) prOper use of summary and analysis records. The Military Police Corps has several Department of Army Regulations that are limited to the purpose, preparation, and disposition of military police records. However, there is no regulation that sets forth the principles for an efficient records system. Because bf this, each post, camp, and station formulates many of its own police records proce- dures with varying degrees of completeness and effectiveness. The regular transfer of military personnel causes a constant change in the administrative procedures for the maintenance of records, because each provost marshal or records supervisor, as he is transferred, implements his own records keeping procedures at his new assignment. A considerable amount of time is spent in retraining records clerks and military policemen because of these changes. These problems could be reduced if the Military Police Corps published a guide for the uniform management of military police records. The coordination of military police activities involving more than one post or major command would be simplified by a uniform records system. The use of standard procedures throughout the Military Police Corps would assist h military police personnel to understand the various functions of military police activities and provide economy of Operation. This study discusses records keeping procedures that can be used as a guide for a military police records system. II. REVIEW OF THE LITERATURE Civilian pplice records publications. The following are the major sources on police records used in this study: (1) O. W. Wilson's book, Police Records, published in l9h2, (2) the Federal Bureau of Investigation's Manual 2; Police Records, published in 1953, and (3) the International City Managers' Association's book, Municipal PQlice Administratigp, Chapter twelve, entitled, "Records," published in 1958. ' At the time of this study, 0. W. Wilson's book, Police Records, was the only textbook devoted entirely to the purposes, administration, organization, and installation of a police records system. The basic principles and proce- dures that Wilson outlined in his book are still followed. The Federal Bureau of Investigation's Manual 93 Pglice Records outlines the procedures to be used in the administra- tion, preparation, and disposition of complaint, investiga- tion, arrest, and miscellaneous police records. Chapter twelve, entitled "Records," in the Inter- national City Managers' Association's book, Municipal Police Administration, is based on numerous record systems installed by the Public Administration Service. 0. W. Wilson is the principal author of this chapter. Although not a major source cited in this study, the book, gaifgzmiggimg Re ortin , published in 1929 by the International Association of Chiefs of Police, was an important police records publication. This book classifies offenses and provides instructions on how they should be reported. By an act of Congress, the Faderal Bureau of Investigation is the agency responsible for collecting and tabulating information contained in the Uniform Crime Reports. Because changes in the method of crime reporting occur from time to time, the Federal Bureau of Investigation periodically publishes a Uniform Crime Reporting Handbopk, keeping the reporting information up-to-date. I This study also includes information from other police administration textbooks, police department surveys, and periodicals. Most of this literature is based upon the principles of organization and administration discussed in the major sources cited. Military police records ppblications. Military police records publications used in this study are regulations and pamphlets published by the Department of Army for the Military Police Corps. Generally these publications are limited to the purpose, preparation, and disposition of individual reports and records. 6 To establish standard recording and reporting proce- dures for certain military police records, Special Ragulation gggrgg-i, The Military Pglice Preparation 22 Reports 52g Records was published in 1952. This regulation covers the following records: (1) the desk reference card, (2) the desk blotter, (3) the offense or incident report, (h) the complaint report, (5) the notice of traffic violation summons, and (6) the disposition of offender report. To establish uniform procedures for reporting offenses committed by United States Army personnel, Aggy Regulation gggfgg, The Military Police Provost Marshal Activities Report was published in 1958. This record fulfills approximately the same purposes for the military police as does the civilian police's Uniform Crbme Report. The Department of Army published Aggy Regulation jgggfgg, Criminal Investigation Reports.g§ Investigation in 1957. This regulation established uniform recording and reporting procedures for criminal investigations. To establish standard office procedures for the criminal investigation division of the provost marshal's office, Army Pamphlet, Number 12:3,‘ggigg £2; Standardiza- 2133 3; Criminal Investigation Office Procedures was published in 1953. Specific parts of this pamphlet are out- dated; however, at the time of this study, it was the most complete army publication concerning the administration of police records. The Military Police Corps has several field manuals that briefly discuss military police records. (Eiglg Manual gg-gg, Criminal Investigation, published in 1951, briefly discusses various records relating to criminal investigations. Eiglg_Manual 12722, Militagy Police Traffic Control was published in 1958 and discusses records relating to traffic matters. However, it does not describe or suggest a traffic accident investigation report form to be used. E1219,Manua1 jggegg, Military Police gnerations, published in 1955, briefly discusses police records. III. STATEMENT OF METHODS USED This is a comparative study of civilian and military police records. It is limited to the following: (1) the principles and procedures of records administration and organization, (2) the elements necessary for a records system, and (3) the purpose, preparation, and disposition of complaint, investigation, arrest, identification, and summary and analysis records. For the purpose of this study, the term, "police records," refers to the above records but does not include personnel, correspondence, budget, maintenance, traffic engineering, or jail administration records. The following methods are used in this study: (1) a review of the literature in the field of civilian police records, (2) a study of the centralized records system of the Pontiac, Michigan, Police Department, and (3) personal experience working with military police records in the Fort Richardson, Alaska, Military Police Company. The purpose for surveying the literature was to discover accepted organizational and administrative principles and procedures necessary for an efficient police records system. The administration of a police records system was found to be so complex that it was impossible to understand its operation solely by reviewing the literature. Therefore, it was necessary to study the Pontiac Police Department's records system. This study made possible the understanding of the organization and administration of a centralized records system. The Pontiac Police Department's records system.was selected for study for the following reasons: (1) It incorporated the principles and procedures for the organiza- tion and administration of a police records system set forth in the literature reviewed. (2) In December of 1958, Captain Roland T. Sherry, Superintendent of Records, Berkeley, California, Police Department, reorganized the Pontiac Police Pnnqrtment's records system, incorporating the organizational and administrative principles and procedures set forth by O. W. Wilson, the Federal Bureau of Investigation, and the International Association of Chiefs of Police. (3) It was comparable in the number of personnel and functions to the Fort Richardson Military Police Company. (h) Pontiac, Michigan was conveniently near Michigan State University. (5) Mr. George D. Eastman, Public Safety Director for Pontiac, Michigan invited me to study the police records system in that city. The personal experience with military police records used in this study was obtained at Fort Richardson, Alaska. By comparing this experience to a previous one at Fort Lewis, Washington, a lack of uniformity was found in the management of military police records at these installations. Military police records and forms used in this study were Department of Defense, Department of Army, and local. forms developed by the Fort Richardson Military Police Company. Department of Defense forms indicate that these forms are used by all of the armed forces units engaged in police activities. Department of Army forms indicate that these forms are used only by the Army's Military Police Corps. Information from the Provost Marshal General's School, Fort Gordon, Georgia, was also used in this study. The sample civilian records and reports used in this study were obtained from the Pontiac Police Department. 10 IV. ORGANIZATION OF THE REMAINDER OF THE THESIS In Chapter II, the organization and administration of the Pontiac Police Department's records system is discussed. The chapter is divided into two parts to include the organizational principles and the elements of its records system. ~The organizational principles include the following: (1) centralization of the police records system, (2) records duties of police personnel, and (3) records follow-up proce- dures. The elements include the following: (1) forms, (2) records control, (3) records disposition, (h) complaint records, (5) investigation records, (6) arrest records, (7) identification records, and (8) summary and analysis records. In Chapter III the organization and administration of the Fort Richardson Military Police Company's records system is discussed. The chapter is organized into two parts to include the organizational principles and the elements of its records system. The organizational principles include the . following: (1? the organization of the military police records system, (2) records duties of military police personnel, and (3) records follow-up procedures. The elements include the following: (1) forms, (2) records control, (3) records disposition, (A) complaint records, (5) investigation records, (6) arrest and disposition records, and (7) summary and analysis records. 11 Chapter IV contains a review of civilian police literature pertaining to the administration and organization 'of police records systems. This chapter discusses the organizational and administrative principles and procedures for a police records system and the elements of a police records system. Chapter V contains the summary and conclusions drawn from the study of the Pontiac Police Department's and the Fort Richardson Military Police Company's records systems. The summary of the Pontiac Police Department's records system is compared to the principles and procedures cited in Chapter IV, Review of the Literature. The summary of the Fort Richardson Military Police Company's records system is compared to the Pontiac Police Department's records system. Recommendations for both thb civilian and military police records systems are proposed. CHAPTER II A STUDY OF THE PONTIAC POLICE DEPARTMENT'S RECORDS SYSTEM This chapter covers the organization and the elements of the Pontiac Police Department's records system. The organization of the police records system includes the following: (1) centralization, (2) records duties of police personnel, and (3) records follow-up procedures. The elements include the following: (1) forms, (2) records control, (3) records disposition, (h) complaint records, (5) investiga- tion records, (6) arrest records, (7) identification records, and (8) summary and analysis records. I. THE ORGANIZATION OF THE POLICE RECORDS SYSTEM The Pontiac Police Department's Records Division is located in the Services Bureau. The following functions are included in the Services Bureau: (1) administration of police records, (2) communications, (3) handling property obtained during the course of police duties, (h) identification and booking of offenders, and (5) operation of the complaint desk. (The Commanding Officer of the Services Bureau holds equal rank and authority with the commanding officers of the other bureaus within the department. See Figure 1, page 13, for the organizational chart of the Pontiac Police Department. 13 Bfiflmo 20HB¢NH2¢¢mO Hzmsammmm D¢mmbm D¢mmbm IszHzmd Q¢Hommm domemm MEHmo m>HBom9mm mm0H>mmm fJL _ .rJIL _ _ 7 i _ NOHQom mo mmHmo Emam Rama &0 moeommHQ 11“ 11; Centralization 93 the Records System 0. W. Wilson in his book, Police Records points out that a centralized records system best accomplishes the objectives of a police records system because it encourages departmental teamwork, assists in maintaining high standards of police service, and obtains maximum benefits from the records. The Pontiac Police Department's records are centra- lized in the records division and are available on a twenty- four-hour basis to the policemen on duty. The records division is easily accessible to the dispatcher and to the line operating units. The police desk is located near the entrance of the police station close to the dispatcher's office, the switchboard operator, and the records division. The Pontiac Police Department centralizes complaint. recording with its communications facilities. The dispatcher is the only one allowed to record complaints. The switch- board operator receives all incoming telephone calls, and routes all complaint calls to the dispatcher. Complaints brought to the attention of policemen on duty are radioed or telephoned to the dispatcher. The desk sergeant, receiving complaints from the public in person, relays these complaints to the dispatcher. These procedures prevent the 15 delay of emergency complaints and assure that the dispatcher receives and records all complaints. By consolidating the complaint recording with the communication facilities, the police chief exercises administrative control over all police actions taken on complaints. Records Qgties 2; Police firsonnel See personnel chart, Figure 2, page 16, for job positions of personnel assigned to the Services Bureau. The following job positions require twenty-four-hour coverage: (1) desk sergeant, (2) switchboard operator, (3) dispatcher, and (h) identification officer. Four individuals are regularly assigned to each one of these positions. Each works a forty-hour week: therefore, specially selected personnel from the line operating units servethese positions for the remaining hours of the week, sick leave, and vacations. Commanding Officer 2; Egg Services Bureau. The Commanding Officer of the Services Bureau supervises the following functions: (1) communications, (2) preperty control, (3) booking and identification procedures, (h) records administration, and (5) Operation of the complaint desk. ‘ggigf records 21335. The chief records clerk assists the Commanding Officer of the Services Bureau in supervising the functions of the records division. He is responsible BUREAU COMMANDING OFFICER CAPTAIN , (1) CHIEF RECORDS DESK REPORT REVIEW CLERK SERGEANTS OFFICER SERGEANT (l) SERGEANT (u) J INDEX CLERKS CIVILIAN (2) DISPATCRERsfi— OFFICER (u) LSTATISTICIAN CIVILIAN (1) IDENTIFICATION OFFICERS OFFICER (u) l CLERK’TYPIST RECEPTIONIST CIVILIAN (1) SWITCHBOARD OPERATORS CIVILIAN (A) TRAFFIC RECORD CLERKS CIVILIAN (2) FIGURE 2 SERGEANT (1) PONTIAC POLICE DEPARTMENT SERVICES BUREAU PERSONNEL CHART l6 17 for assuring that files in the records division are prOperly maintained, that records personnel satisfactorily perform their jobs, and that summary and analysis reports are prepared correctly. The chief records clerk does not supervise the report review officer. Desk sergeant. The desk sergeant supervises the Operation of the police desk. He assists in the booking of Offenders, receives complaints from the public in person, and forwards these complaints to the dispatcher. Report review officer. The report review Officer's duties will be discussed in detail in the section entitled, "Follow-Up Procedures for the Police Records System," page 20. I ‘Switchboard_operator. The switchboard operator receives and monitors all incoming telephone calls, and transfers them to the prOper police activity. For example, the dispatcher receives only the calls upon which he is . expected to take action. Dispatcher. The dispatcher is the key figure in the department's complaint recording process. He receives the complaints by telephone, teletype, radio, or from the desk sergeant. He records the complaints, assigns officers to investigate, prepares arrest records, and the prisoner 'property receipts. The dispatcher also maintains a written radio log on all police radio transmissions, a procedure 18 required by the Federal Communications Commission. To avoid duplication, the dispatcher's duties concerning the prepara- tion of specific records will be discussed with those records. Identification officer. The identification officer fingerprints and photographs arrested offenders. He assists in identifying previous.offenders by checking the arrest and fingerprint files. One identification officer is designated .by the chief of police to be the custodian of lost-and-found, stolen, and evidence properties. To avoid duplication, the identification officer's duties concerning the preparation of certain records will be discussed with those records. Igggg clerks. There are two index clerks. One clerk processes the complaint and investigation records; the other One processes the arrest and identification records. The clerk who processes the complaint and investigation records (extracts and files all necessary information from these records. He prepares the index card in triplicate, one each for the alphabetical file, the location of incident file, and the crime classification file. When necessary, a fourth card is prepared for the political division file. (See pages 29 and 30 for an explanation of these files). The clerk underlines the classification to be used in filing the card in the appropriate file. Fbr example, he underlines the “location of incident," on the card, and then places it in the location of incident file. The clerk also maintains the 19 stolen or lost property file, permit file, police officers' file, the warrant file, and the modus operandi file. (See pages 30, 3S, and 36 for explanations of these files). The index clerk who processes the arrest and identifi- cation records extracts and files all necessary information from these records.* This clerk also maintains the criminal record, characteristics, fingerprint, physical description, and photograph files. (See pages 28, 32, h7, RB, and R9 for explanations of these files). Traffic records clerks. There are two traffic records clerks who receive all information concerning traffic matters. They extract and file information that is used for traffic analysis and engineering studies. They also maintain the traffic accident location, traffic casualty, traffic prOperty damage, and traffic citation files. (See pages 27 and 28 for explanations of these files). F119 clerk pgceptionist.' The file clerk receptionist files certain reports and records_not filed by the index clerk. traffic records clerks, and the statistician. This clerk assists the police officers in locating information in the files and acts as a receptionist for the public who request information from the records division. Statistician. 'The statistician's duties will be discussed in detail in the section entitled, "Summary and Analysis Records," page 50. 20 Platoon supervisors. The platoon supervisors train police officers in the preparation of records and reports. They assure that their subordinates' reports and records are complete and accurate before sending them to the records division. I Investigating police officer. The individual police officer is responsible for turning in complete and accurate reports. Although his supervisor. checks his reports, he is Istill held accountable. A police officer investigating a complaint records inia notebook the action he took and what facts he discovered during the investigation. He uses this information to complete reports and records and to refresh his memory when testifying in court about the investigation. When required, the investigating police officer prepares a supplemental progress investigation report. He also assists in booking arrested offenders. Followsgp Procedures for the Pglice Records System The report review Officer is responsible for the following police records follow-up procedures: (1) review of all records and reports, (2) maintaining the followfiup control file, i3) coordinating investigation activities within the department, (u) the disposition of all cases, and (5) follow-up procedures for the control of stolen property. The report review officer is directly responsible to I the Commanding Officer of the Services Bureau and acts for 21 him when reviewing the reports and records. This arrangement reduces friction between the operating police bureaus and the Services Bureau, since the Services Bureau Commander is on the same level of authority as the other bureau commanders. The report review officer is familiar with the func- tions performed by all the bureaus in the department and knows the rules and regulations concerning reporting proce- dures, investigations, and closing of offense reports. He checks all reports and records for accuracy, completeness, and proper crime classification. He initials each report and record to signify that he has checked it prior to filing. The report review officer maintains a chronological follow-up control file of all pending investigations. This file is arranged by the days of the month and the months of the year. The follow-up days are on the odd days of the month. A case which requires attention beyond the first twenty-four hours is entered on a follow—up indicator card. The number of the case is placed in the upper-right- hand corner with the.follow-up date entered directly below it. The report review officer notes on the card any part of the investigation he wishes to recheck. This card is placed in the follow-up control file behind the date shown on the card. 22 There are two types of follow-up notices,3 (l) the informal notice that is destroyed after proper action is taken, and (2) the formal notice that is placed in the investigating officer's personnel records. The formal notice is sent only after the investigating officer fails to acknowledge the informal notice. This notice can be used for future disciplinary action or dismissal. The report review officer initially gives the investigating officer eight days in which to take decisive action on a case. If no action is taken within the allotted time, he sends informal follow-up notices to the investiga- tor's supervisor and to the investigator. If there is no response to these notices within forty-eight hours, a formal notice is sent to the investigator's supervisor. If the investigating officer thinks that the notices are unjustified,.he does not argue the point with the report review officer. Instead, he discusses the notice with his supervisor who in turn, confers with the report review officer." If no agreement is reached, the matter is referred to the Commanding Officer of the Services Bureau for a ruling. .The report review officer coordinates investigation activities within the department. Because he is required to 3For examples of informal and formal notices, see Figure 1 and 2, Appendix A, pages 155 & 156. 23 read all reports of investigation, he is in a position to point out facts from the various reports that are of mutual interest to all investigators. The report review officer is responsible for noting on the case record that the case is closed. The process of closing an investigation requires close examination of the case to determine whether or not further investigation is necessary or possible. If a case does not require further investigation it is closed. This is an administrative action taken by the report review officer, and should not be thought of as an investigative action taken by an investiga- tor.’ The report review officer enters on the case record the disposition code and the badge number of the investigat- ing officer who completed the case. The disposition codes are used to indicate the particular disposition of a case.. The codes represent various completed actions.h These codes are used by the statistician to prepare summary and analysis records. The report review officer is also responsible for follow-up procedures on reported stolen property. He sends post cards to identified owners of the property thirty days after the property is reported stolen. This is done to hFor an example of the disposition codes used by the Pontiac Police Department, see Figure 3, Appendix A, page 1 7. 2h inquire whether or not the owners have recovered their preperty. Regardless of the answer, the case is closed after thirty days. The report review officer works during the daytime shift. When he is absent the chief records clerk performs his duties. II. THE ELEMENTS OF THE POLICE RECORDS SYSTEM The following elements of the police records system are discussed in this section: (1) forms, (2) records control, (3) records disposition, (h) complaint records, (5? investigation records, (6) arrest records, (7) identifica- tion records, and (8) summary and analysis records. Forms The Pontiac Police Department uses five-by-eight-inch cards for all complaint, offense, and arrest records, and three-by-five-inch cards for index files. These forms are filed in appropriate-sized filing cabinets. The fingerprint card, the criminal record jacket, and various identification records vary in size from eight—by-eight-inches to eight-and- one-half-by-eleven—inches. They are all filed in cabinets designed for eight-and-one-half-by eleven-inch forms. The department uses colored offense forms which indicate by color different types of crimes. For example, 25 a police officer, investigating a robbery may seek to study the robbery cases that have occurred during the past month. Knowing that robbery offenseiformsiareugreen,:heucangqusckly remove all green cards from the case file for the past month. The police chief designated the Commanding Officer of the Services Bureau as Forms Control Officer to assure that each form is justified by sound reasons before it is approved for use. Forms are periodically reviewed for revision or elimination. Records Control The Pontiac Police Department uses three sets of numbers to control records and reports. They are complaint, arrest, and identification numbers. A complaint number is assigned to each incident requir- ing police action, and is interchangeably called a complaint or case number. This number is used as an identification. number for referring and cross-indexing to any information pertaining to a particular case or complaint. The dispatcher is the only one in the department authorized to number complaint reports. The numbering is done by machine, starting with number one and ending with 99,999. At the end of the sequence, the numbers start over again, prefixed by the Vletter "A" and so on through the alphabet. Each time a person is arrested, he is assigned, in sequence, the next arrest number appearing on the arrest log. 2b This log is maintained at the police desk. To differentiate between felonies and misdemeanors, misdemeanors have the letter ”M" prefixed to the arrest number. The first time a person is arrested and fingerprinted he is assigned an identification number. This number is then attached to all his identification records. On subsequent arrests the offender receives this original number. The identification numbers are also used to file the criminal record jackets which are established for second offenders. The identification numbers are issued in sequence. Records Disposition The Pontiac Police Department maintains files for the fellowing reasons: (1) to serve as an official memory of police Operations, (2) to provide information for (ad summary and analysis reports, (b) assistance to the individual police officer, and (c) keeping the chief and others concerned informed about police activities. The department uses records, indexes, and miscellaneous files. Records files. The records files include the following: (1) the case file, (2) the traffic accident location file, (3) the traffic casualty file, (A) the traffic preperty damage file, (5) the traffic citation file, and (67 the criminal record file° The case file is the master file of the records division. It contains all numbered reports of citizens' 27 complaints to the police, crimes of all types, names of arrested offenders, and noncriminal incidents, such as suspicious noises, lost, found, or abandoned preparty, issuance of all kinds of permits, and traffic accident investigation reports. Each complaint is given a complaint number, and if further investigation is required, it is then usually referred to as a case. All information regard- ing a particular case is given the same complaint number. The information is either filed with the original case record in the case file or cross-indexed by complaint number and filed in supporting files. i A police officer who wishes to study a case, can remove it from the case file, however, he must leave a charge-out card in its place. The charge-out card contains the officer's name, the case number, the date the card was removed, and the date it is to be returned. It is slightly larger and of a different color to aid the file clerk in replacing the case in the file. The file clerk is the only one authorized to refile a case record. The traffic accident location file is indexed alphabetically by street intersection. Regardless of where an accident occurs along a street, the report is filed by the nearest street intersection. This file provides informa- tion on where the majority of accidents occur. The city traffic engineer consults this file to study accident reports 28 for the purpose of eliminating possible traffic hazards. This file may indicate where traffic enforcement or other action is needed. The traffic casualty file is an alphabetical file that includes the names of all persons injured or killed in traffic accidents. The traffic property damage file contains an alpha- betical listing of all the names of persons involved in traffic accidents that resulted in property damage. The traffic citation file provides a permanent history of the individual driver's traffic violations. This file contains duplicate copies of traffic citations and cards that show the court's disposition of the violator. The citations are maintained alphabetically by the names of the violators. The criminal record file is prepared on all offenders arrested for the second time. This record is filed by the offender's identification number. A jacket-type folder is used for this file; it contains extra sets of fingerprints, photographs, wanted notices, and other correspondence pertaining to the offender. The following identification records files are discussed with the identification records: (1) the fingerprint file, (2) the physical description sheet file, and (3) the photograph file. 29 Index files. Index files are established to guide personnel in locating specific records or specific types of information. The index cards are cross-indexed to the records by some means of identification, such as a number or a name. For example, an investigator may not remember the case number of a particular crime, yet he may recall the name of the offender. He finds the offender's name in the alphabeti- cal index file and from this card obtains the apprOpriate case number which enables him to locate the case in the case file. When using the index file, the investigator writes down the information desired but he does not remove the card from the file because of the possibility of misplacing or misfiling it. Y The department maintains the following index files: (1) the alphabetical file, (2) the location of incident file, (3) the crime classification file, (u) the political division file, (5) the stolen or lost property file, (6) the modus Operandi file, and (7) the characteristics file. The alphabetical~file is the records division's master name index file. This file contains, in alphabetical order, the names of all persons appearing on the complaint records except the names of the investigating officers and witnesses. Names of public and semi-public buildings such as libraries, schools, hospitals, and apartment houses are also indexed alphabetically‘in this file. 30 The location of incident file is indexed alphabetically by the names of the city streets of Pontiac. This file provides an accumulation of locations where incidents have been reported to the police. It also indicates crime areas. The crime classification file is indexed according to the different types of offenses contained in the Federal Bureau of Investigation's Uniform Crime Report. (See page I 51 for an explanation of the types of offenses contained in this report). The political division file indicates the amount and kind of assistance that the Pontiac Police Department has given to other public agencies in the city. An index divider is inserted in the file for every municipal office or unit that has reported offenses, made complaints, or requested the services of the police. This file is indexed alphabetically. by the names of the public agencies. D ’ An example of the information contained on the alphabetical, crime location, crime classification, and 'political division index cards is shown in Figure 3, page 31. The stolen or lost property index file contains descriptions of property which has been so reported. It is indexed alphabetically according to the types of articles reported stolen or lost. There are two additional sub files, the initial file and the number file. The initial file DATE CASE # OFFENSE NAME, AGE, SEX, RACE ADDRESS LOCATION or INCIDENT CRIME CLASSIFICATION SUMMARY OF INCIDENT OFFICER INVESTIGATIDG FIGURE 3 SAMPLE INDEX CARD 31 32 contains alphabetically arranged cards on property that has engraved inscriptions or initials. The number file contains serial numbers or other identifying numbers appearing on the property. These cards are filed by the last three digits of the numbers. An example of the information contained on the stolen or lost property index card is shown in Figure h, Page 33. At the time of this study, the Pontiac Police Depart- ment did not have a complete modus operandi file. However, they are in the process of arranging an index file based on the information included in the crime report. This informa- tion will be used to link crimes to known crbminals or to identify a crime as one of a series committed by an unknown offender. The characteristics. file is used to assist the police in identifying offenders by their distinguishing features. The physical characteristics of offenders are extracted from the physical description sheet, and placed on separate index cards for each of the following characteristics: (1) hair and eye color, (2) height, (3) weight,£nui (h) aliases and nicknames. For example, all offenders with blond hair are further indexed by color of eyes, height, and weight. If the offender is of a race other than caucasian, the word "hair" is marked out and the name of the race is substituted. For an example of the information contained on this card, see Figure ‘5. page 3h- 33 DATE REPORTED CASE # OFFENSE OR INCIDENT DESCRIPTION OF ITEM (EXAMPLE) WATCHMAN'S OPEN FACE, SIZED 16, SECOND HAND MISSING. SMALL DENT ON BACK. INSCRIPTION OF RAILROAD ENGINE ON BACK WITH FUNNEL SMOKE STACK. VERY OLD. KEEPSAKE. NO NUMBERS AVAILABEE. FIGURE h SAMPLE OF STOLEN PROPERTY CARD I [HAIR EYES HEIGHT WEIGHT BLK BLU 5'10" 198 NAME NICKNAME SMITH, JOHN CHARLES THE BEAK ALIAS WHITE, J.C. FINGERPRINT CLASSIFICATION EU 0 o 11 17 R'Ol 9 L IDENT # 25139 OFFENSE ROBBERY CASE # CS 7565 FIGURE 5 SAMPLE OF CHARACTERISTIC FILE CARD 3h 35 Miscellaneous files. The department's miscellaneous files include the following: (1) the permit file, (2) the police officers' file, and (3) the warrant file. i The permit file contains all permits that are issued by the police department, such as guns and peddlers' permits. If a question arises as to whether or not someone has been issued a permit, the dispatcher can easily check this file. The police officersé file contains a synopsis of Officers' reports of arrest made as a result of violations of crimes committed in their presence. This file also contains greference to those cases in which an officer is injured or struck in carrying out his duties or is listed as the victim. This file is used as an indicator of ability, work habits, and emotional stability of the individual police officer. The warrant file includes all warrants in possession of the Pontiac Police Department. The warrant is filed in. an open—top, three-by-eight-inch, document-type envelope. ' The subject's name, address, offense, amount of bail, and icomplaint number is typed near the top of the envelope. This envelope is filed alphabetically by the name of the subject. The subject's name is indexed in the alphabetical file. When a policeman removes a warrant from the file, the index clerk makes a notation on the face of the envelope to indicate the policeman's name and the date the warrant will be returned. When the warrant is served, the envelope is 36 destroyed. This file is checked periodically to remove outdated warrants. Complaint Records A The purpose, preparation, and disposition of the Pontiac Police Department's complaint records are discussed in this sedtion. For the purpose of this study, the word, complaint is not to be confused with the formal complaint that is made to a magistrate for the purpose of obtaining a warrant of arrest. . The complaint records are the foundation upon which all cases requiring police action are based. All supplemen- tary and later developed information concerning a complaint are attached to it. The Pontiac Police Department's complaint records include the following: (1) the miscellaneous service complaint record, (2) the offense records, (3) the casualty record, and (h) the lost-and-found record. Miscellaneous service complaint record. The miscellaneous service complaint record is used for the following reasons: (1) to answer inquiries about complaints which prove to be unfounded, (2) to show the amount of miscellaneous services rendered by the department, (3) to indicate the chronic complainer, and (h) to protect the police department from complaints of poor services rendered by the department. 37 The following instructions on the form remind the dispatcher not to use it for: (1) missing persons, (2) arrests, (3) property lost, found, or taken into custody, or other than routine automobile tows, (h) investigations requiring Supplementary reports, (5) casualties resulting from motor vehicle or traffic accidents, falls of persons on city streets, suicides, dead bodies, or (6) instances in which criminal sets were involved. The miscellaneous service complaint record is constructed in duplicate, enabling the dispatcher to prepare both copies at one time. Both copies are given the same complaint number and sent to the records division where the original is placed in the case file as a permanent record. The duplicate is filed in the miscellaneous service complaint file by the condition number that appears on the face of the record. There are eighteen conditions listed, such as noises, suspiciouspersons, and hazards.5 These conditions represent the complaints that occur frequently. By listing the conditions in this manner, it saves the dispatcher time in preparing the report. —It also makes it easier for the statistician to tabulate the information for summary and_ analysis reports. If the reported complaint does not fit 5For an example of the miscellaneous service complaint form and the eighteen conditions, see Figure h, Appendix A, pagelSS. 38 one of the first seventeen conditions, miscellaneous condition, number eighteen is checked. The investigating officer records a description of the incident on the reverse side of the form. If a person is found to be the cause of the incident, his name is also placed in the space provided on the back of the form. Offense records. Offense records are prepared on all serious complaints such as felonies and gross misdemeanors. ’flThe dispatcher, upon receiving a complaint, attempts to obtain the following information from the complainant or victims (1) name, sex, age, address, and telephone number, (2) date and time of the offense, (3) type of offense, (h) how the offense was committed, (5) what was the object of the attack, (6) value of the property, and 17) miscellaneous information as indicated on the record. 5 A In the case of an emergency complaint, the dispatcher obtains the name of the complainant or victim, location, and type of offense, and immediately dispatches a patrol to investigate. He later obtains the detailed information from the investigator. I ‘ The dispatcher records the name of the police officer assigned to investigate the complaint, and the location of the incident by platoon and beat number. The information at the bottom of the offense record, such as the time the assignment was made to investigate the case and the time the 39 investigating officer returned to service, provides an administrative check on the dispatcher and investigating officer to determine if all nedessary actions have been completed.6 The offense record is prepared in duplicate and assigned a complaint number. The dispatcher holds the original record until the investigating officer returns to the station to complete it. 'When required, the duplicate is sent to a bureau that is assigned to-investigate specific type offenses. To accomplish the assignment, the dispatcher uses an assignment chart that indicates which bureau should investigate the offense.7 The dispatcher classifies reported offenses, and later, the report review officer reviews the classifications to determine if they are correct. , Each offense record used by the department has a distinctive color. The miscellaneous offense record is white, the robbery offense record_is green, the burglary offense record is a salmon color, the theft offense record. is yellow, and the false pretense trick and imposture offense record is pink. 6For examples of the offense records and the informa- tion contained at the bottom of the records, see Figures 5, 6, 7, 8, and 9 in Appendix A, pages 159,160,16l,1625ahd,l63. For an example of the assignment chart see Figure 10, Appendix A, page 16h. no The miscellaneous offense record is a "catch-all" for offenses not covered by the other offense records. The. majority of the Part II offenses of the Uniform Crime Report are recorded on this form. (See page 51 for an explanation of Part II offenses). I The robbery offense record is used for offenses defined as taking-"or: attempting to take property from a person, or from his immediate presence by using threat or force to put the victim in fear. The burglary offense record is used for offenses defined as breaking and entering a dwelling houSe or business establishment, with the intent to cemmit a felony therein. The theft offense record is used for offenses to include pickpocketing, purse snatching, shoplifting, or any other stealing of property or things of value which are not taken by forCe, violence, or fraud. The false pretense, trick, and hmposture offense record is used for all offenses of fraudulent conversion, embezzlement, and obtaining money or property by false tokens or pretense. .ACasualty record. The casualty record is used to record investigations of the following injuries and deaths: (1) suicides, (2) attempted suicides, (3) dead bodies, (h) sick cared for, and (5) traffic accident victims. This hl record is assigned a complaint number and sent to the records division for filing in the case file.8 Lost-and-found_£ecord.. The lost-and-found record is used to record all persons or prOperty reported to the police as missing. It is prepared for property found by the police or found by citizens and turned into the department.9 This record is given a complaint number, and filed in the case file. Investigation Records A report of investigation is required on all serious complaints reported to the department, such as felonies, serious misdemeanors, loss, theft, or destruction Of property, and injuries to persons. The department's investigation records include the following: (1) the supplemental progress report, (2) the traffic accident investigation report, and (3) evidence records. Supplemental progress report. The supplemental progress report is the Pontiac Police Department's report of investigation.10 This report is prepared under the following 8For an example of the casualty record, see Figure 11, Appendix A, page 165. 9For an example of the lost-and- found record, see Figure 12, Appendix A, page 166. 10For an example of the supplemental progress report form, see Figure 13, Appendix A, page 167. hZ circumstances: (1) by police officers who obtain information concerning a case, whether or not assigned to it, (2) on pending cases at regular intervals until a case is closed, (3) upon arrest of the offender, and (h) when an investiga- tion discloses an offense to be unfounded. The detective bureau personnel use dictating machines to record their reports of investigation. Stenographic assistants later transcribe this information onto the supplemental progress report. The patrolman investigating an offense is required to type the supplemental progress report himself. The supplemental progress report is prepared in duplicate. The original is attached to the original offense record in the case file. The duplicate cepy is attached to the duplicate offense record when the investigation is referred to a specific bureau. Traffic accident investigatigg_report. The Pontiac Police Department uses the Michigan State Police's traffic accident investigation report form.11 The investigation information on this report is not available for court proceedings, but is used for the purpose of recording 4.. 11For an example of the traffic accident investigation report see Figure 1h, Appendix A, page 168. h3 statistical data that can be used for future traffic legisla— tion, enforcement, engineering, and education. The front and back of the traffic accident investiga- tion report is divided into sections. This form is similar to the traffic accident investigation report approved by the National Safety Council. The investigating officer prepares this report in duplicate. The original is sent to the Michigan State Police as required by state law, and the duplicate is sent to the traffic clerk who extracts and files the information in the traffic accident location file, the traffic casualty file, and the traffic property damage file. Evidence records. Evidence records are included in the discussion of investigation records because evidence is normally obtained during the course of an investigation. Evidence records are required to insure proof of prOper custody of physical evidence in the event it'becomes necessary to prove the chain of custody in court. At the time of this study, the Pontiac Police Department did not have a prepared form for recording the chain of custody for evidence property. The procedure followed by the police officer obtaining the property was to record the description of the property and the complaint numben on a five-by~eight inch card. From that time on, all persons receiving that particular evidence property, signs Ah the record as having the property in their possession. An identification officer is designated by the chief of police as the evidence property custodian. The evidence record is filed in the evidence room by complaint number, and when the evidence is disposed of, the record is attached to the case in the case file. Arrest Records The Pontiac Police Department's arrest records include the following: (1) the intoxication report and arrest record, (2) the arrest record, (3) the traffic citation, and (h) the prisoner prOperty receipt. The administrative action taken on an arrested person brought into the station is called "booking" the offender. The desk sergeant enters the offender's name in a bound book, called the arrest log. The dispatcher enters the offender's name and other information as required dn an individual arrest card. The department uses two types of arrest records, the intoxication report and arrest record and the arrest record. The intoxication report and arrest record is used for all minor misdemeanor arrests, and the arrest record is used for all felony and gross misdemeanor arrests. Both records contain the following information: (1) the arrested person's name and address, (2) where, when, Why, and how the offender was arrested, (3) the name of the arresting officer, (h) the complaint number, and (6) the offender's personal identification information. The court's disposition of the offender is entered on the arrest records as an aid to the police chief in checking the effectiveness of the department's investigations. The disposition information entered on the records includes the following: (1) the conviction, (2) the disposition of the offender after his conviction, (3) the penalty, (h) the name of the judge and court, (5) the date of sentence, (6) the number of continuances, if any, (7) the number of detainers held, if any, and(8) clearance by the identification bureau. Intoxication report and arrest record. -The intoxica- tion report and arrest record is constructed in triplicate, allowing the dispatcher to prepare all three copies at the same time. The original is attached.to the offense record in the case file, the duplicate is placed in the arrest file, and the triplicate is attached to the warrant, and sent to court. Before the triplicate copy is sent to the court, the offender's previous offenses are noted thereon.12 The arresting officer records the details of the arrest in the Space provided at the bottom of the record. A supplementary report of investigation is not required with this record. 12For an example of the intoxication report and arrest record, see Figure 15, Appendix A, page 169. ho Arrest record. The arrest record is constructed in duplicate.13 The original is attached to the offense record in the case file, and the duplicate is filed in the criminal record file. The arrest record provides a reference for determining whether or not an offender has been arrested before. A supplementary report of investigation is required with this record. Traffic citation. Traffic citations are issued to traffic offenders committing minor traffic Violations. Major traffic violations are recorded on the miscellaneous offense record, because they require a supplementary report of investigation. The police officer observing the violation prepares the traffic citation in triplicate. The original is sent to the municipal court, the duplicate is placed in the traffic citation file, and the triplicate is given to the violator. Prisoner property receipt. The prisoner property receipt is discussed with arrest records, since a prisoner prOperty receipt is made on every arrested offender. The prisoner prOperty receipt provides a permanent record of the prisoner's personal property. At the time of this study, the Pontiac Police Department did not have a standard form to 13For an example of the arrest record, 396 Figure 16, Appendix A, page 170. 1&7 record prisoner's property. The dispatcher prepares the property receipt in duplicate on a five~by~eight~inch card. The information on the receipt includes the following: (1) the complaint number, (2) the date, (3) the arrest number. (#1 the prisoner's name and signature, (5) a description of the prOperty received,_and (6) the name and signature of the officer receiving the property. The prisoner verifies the property listed on the receipt with his signature. The property custodian or the desk sergeant signs the receipt as he accepts the property. The prisoner keeps the original and the property custodian retains the duplicate. The desk sergeant must turn over prisoner's property to the property custodian as soon as possible. When the property is returned to the prisoner, he, signs the property custodian's copy of the receipt. This copy is then attached to the case record in the case file. Identification Records Police officers use identification records to identify arrested offenders, and to determine the identity of criminals from traces left at the crime scene. The Pontiac Police Department's identification records include the following: (1) the fingerprint card, (2) the physical description sheet, (3) photographs, and (u) the crime report. Fingerpgint card. Everyone arrested is fingerprinted except violators of minor traffic offenses and minor city m5 ordiuvwnns. The identification officer prepares three sets of fingerprints each time an offender is arrested.3u The {dwrpcir'iinuzzlre CjfiflflhiriOd axwi checked.znv1inst ttu)vc)st rear‘ninil 's ()filictz. AlLi n1il-it21ry' pcilixée companins with similar missions follow this organizational patterwn {mxa Finurra-‘, pace 6], iflgr the orxnuiizational.cflr1rt of the Fort Richardson Military Police Company. The operations division, criminal investigation division, pass and registration section, and the provost marshal's office each maintain certain military police records pertinent to their operations. The operations division is in charge of patrols, traffic, security, communications, property, booking of offenders, operation of the complaint desk, and planning all operations involving military police personnel. Military police records relating to these functions are supervised by the operations division but they are kept in the provost marshal's office. The criminal investivation division performs functions that arc similar to n detective division in a Civilian police department. The criminal investigators have special 61 H>HQ m wk 30 U fl amemo zonseNHzeemo M2¢m£oo MOHQom MmdaHQHE zomamdmva emom 5 ZOHmH>HQ 30HermHBmm>mH QHQ mZOHB¢mmwo - _ . ZOHBomm ZOHB¢m9mHmmm Qz¢ mmwm mmmemomm BZdeHmmd Aomm 1‘ 62 training and qualifications that military police patrolman do not have. Therefore, the investigators are assigned to investigate the more serious offenses. The provost marshal's office is the headquarters that coordinates the various activities of the military police company. This office maintains records and correspondence that are transmitted to and from higher headquarters and certain military police records and files belonging to the Operations division and the pass and registration section. The pass and registration section, under the super- vision of the provost marshal's office, issues all post license tags and permits. Since the records are maintained in three separate offices, they are not centrally located and are not easily accessible to the military policemen. However, the military policemen may use the records if they obtain permission from the supervisors of toe various divisions. The confinement division and the company headquarters are not discussed because their records are not pertinent to this study. figgprds Duties 93 Military Police Personnel The Fort Richardson Military Police personnel perform records duties under the supervision of the provost marshal's office, the Operations division, and the criminal investiga- tion division. See Figure 8, page 63, for the personnel i orsRAbeNs ONRICNR CAPTAIN (I) ASSISTANTv PROVOST MIA! LSITAL MAJ OH (1) l l I NA F SH M. OFFICE (.1 H III" C LERK 1’1 30‘! OS'E.‘ 0 PER AT ION S SE B GT“. A N T N/snt (1) OPERATIONS Sgt ,(1) ill/Sgt (1.) TYPIST AND FILE CLERK Sp/3 (l) PASS AND REGISTRA- TION SUPERVISOR Set (1) A DESK SERGEANTS sac (u) 1 PASS AND REGISTRA- TION CLERK Sp/B (1) l DESK CLi'LRKS Sp/B (u) FTGURF} 8 FORT RICHARDSON MILITARY POLICE COMPANY'S PERSONNEL RECORD DUTIES 63 ‘ (J ii iii ,1. MAL i N "Ji‘i 5'? IC 1‘.» TI ON SUPERVI SOR W0 (1) CRIMINAL INVESTIGA- TION CLERK Sp/3 (l) 61; performing records duties. The job positions of desk clerk and desk sergeant require twenty—four-hour coverage. Four individuals are assigned to each position and each works a forty-eight hour week. Additional personnel are assigned to cover these positions when the regularly assigned personnel are absent. Provost marshal's office. The assistant provost marshal supervises the administration of records for all military police activities. He reviews and approves all records and reports that are dispatched from the provost marshal's office. The chief caerk of the prevost marshal's office supervises the preparation of summary reports and correspon~ dance. He also supervises the maintenance and filing of all records located in this office. The file clerk typist types all correspondence and files the reports and records maintained by the provOst marshal's office. The pass and registration supervisor is responsible for the maintenance and filing of recOrds and reports that are located in his section. The pass and registration clerk maintains index files for post permits and license tags issued by the military police. 65 Qperations division. The operations officer super- vises the activities of the Operations division which include the reviewing and approving of all reports and records dispatched from the division. The Operations sergeant is responsible to the Operations officer for supervising the following military police functions: (1) communications, (2) property control, (3) booking procedures, and (h) operation of the military police desk. The Operations clerk typos all reports that are sent to commanding officers of arrested military offenders. He maintains the traffic accident location file in the Operations office and'forwardc other reports and records to tho provost marshal'a office for filing. The operations clerk acts as property custodian for lost—and-found prOperty that is obtained by or turned into the military police. The desk sergeant is responsible for the operation of the military police station, supervises the military police- men on duty, and checks and approves their reports. Ho books offenders and is responsible for their immediate disposition. He also refers serious complaints to the criminal investigation division. The military police desk clerk performs duties similar to those of the dispatcher of the Pontiac Police Department. He prepares all reports and records originating 66 at the military police station, such as the prisoner's property receipt, prisoner's disposition record, desk blotter, desk Journal, radio log, and desk reference card. He also records complaints and dispatches patrols. The military police patrol supervisors train military policemen in the cOrrect preparation of records and reports. They approve their subordinates reports before the reports are sent to the desk sergeant. . The military police patrolmen record the results of preliminary investigations in their notebooks. They use their noteboOks as references for completing records and reports and to refresh their memories when testifying before a court-martial. I \ Criminal investigation division. The criminal investigation supervisor reviews all reports and records dispatched from his division. He supervises the maintenance and filing of records and reports that are located in his division. ‘ The criminal investigators record the results of investigations in their notebooks. They use their notebooks as references for completing records and reports and to refresh their memories When testifying before a court-martial. The criminal investigatiOn clerk types all military police reports of investigation and extracts and indexes information from these records that are necessary for 67 maintaining the following files: (1) the modus Operandi file, (2) the evidence prOperty file, (3) the missing and recovered property file, and (h) the missing persons file. He also files the complaints and reports of investigation records. FOIlOWfHE Procedures for the Military Pgligg‘flchrds_§ystem o Because of the decentralized maintenance of the Fort Richardson military police records, follow-up procedures are performed by the supervisors of the various divisions. There is no administrative device which brings the records Of the various divisions tOgether for review byxnnaindividual, such as the report review Officer of the Pontiac Police Department. The follow-up procedures for military police records do not go beyond the expected duties of the supervisors which include the review and approval Of reports prepared by their subordinates. There is little records coordination between the various divisions. For example, a criminal investigator may have information that would assist a military police patrolman in one of his investigations or vice versa, but for the want of review machinery, this information is not exchanged. The results of this decentralized records system will be discussed further in Chapter V, Summary and Conclusions. 68 II. THE ELEMENTS OF THE MILITARY POLICE RECORDS SYSTEM The elements Of the military police records system include the following: {1) forms, (2) records control, (3) records disposition, (A) complaint records, (5) investiga- tion records, (6) arrest and disposition records, and (7) summary and analysis records. M The Fort Richardson Military Police Company uses the standard forms required by the Department of Army and the I Department of Defense. The Department of Defense forms used by the military police are standard forms used by all armed forces units engaged in police activities. These forms are ldesignated by the letters "DDT in the lower left—hand corner, followed by the form number. Department of Army forms, on the other hand, are used by the Military Police Corps only. These forms are designated by the letters "DA" in the lower left-hand corner, followed by the form number. In this study, for the purposes of clarity and brevity, the letters (DD) for iDepartment of Defense and (DA) for Department Of Army will be used preceding the form number and title of each form. Forms that are not provided by the Department Of Defense or Depart- Inent of Army are developed locally. The forms are Of three sizes, three-by-five inches, ‘five-by-eight inches, and eight-by-ten-and-one-half inches. 69 The Operations Officer is appointed forms control officer to assure that each local form used is necessary. Forms are reviewed periodically for elimination or change. Records Control As required by army regulation, the Fort Richardson Military Police Company uses a separate set Of numbers for each type of record. These numbers run consecutively for each calendar year.21 For example, the first complaint for 1958 is identified as (0-1-58), and the first offense Or incident report is identified as (0-1-58). At the end Of each year these numbered records are retired to an inactive file. .Records Disposition The Fort Richardson Military Police Company uses records files, index files, and certain miscellaneous'files. These files are required by either Department of Army or local policy. ‘ ‘Rgcgrdg files. The records files include the following: (1) the complaint file, (2) the Offense or incident file, (3) the report of investigation, (h) the traffic accident investigation'report file, (5) the traffic accident location' 21Department of Army, AKTK Regulation gag-292, Records 1955, p. 19. 70 file, (6) the traffic citation file, (7) the desk blotter file, and (8) the patrol report file. The complaint file, required by army regulation, is an accumulation of the complaints received by the military police company. The records are filed in numerical sequence by complaint number. There are two complaint files, one located in the provost marshal's Office, and the other in the criminal investigation office. The file located in the prOvost marshal's Office contains a copy of each complaint reported to the military police. The file located in the criminal investigation Office contains only those complaints referred or reported tO them for investigation. The offense or incident file, required by army regulation, contains copies of the DD 578 (Offense or Incident Report) which is used to record Offenses, incidents, investi- gations, and arrests. The records are filed in the provost marshal's Office by the offense or incident number. The report of investigation file, required by army regulation, is located in the criminal investigation division. The records are filed by report of investigation number. _ ’The traffic investigation report file, required by local policy, is located in the provost marshal's office. The records are filed by the traffic‘accident investigation ' report number. 71 The traffic accident location,file, required by local policy is located in the Operations division. This file is indexed alphabetically by the street intersections of Fort Richardson and provides information of where the majority of accidents occur. The traffic citation file, required by local policy, is located in the operations division. The records are filed in numerical. sequence by the citation serial number. This file provides a permanent history of the individual driver's traffic violations. ' The military police desk blotter file, required by army regulation, is located in the provost marshal's office. The records are filed chronologically and provide the provost marshal with a daily summary of military police activities. The patrol report.fizggirsguiredcbyllooal policy, is located in the provost marshal's Office. The records are filed chronologically and provide a daily summary of military police patrol duties. : lgggg‘gilgg. The Fort Richardson Military Police Company's index files include the following: (1) the desk reference card file, (2) the missing and recovered property .file, and (3) the missing persons file. The desk reference card file is required by army. treeulation, and provides information about all persons whose Inames appear in the narration Of a police blotter entry, 72 except apprehending military policemen.22 The cards are alphabetically filed by name, and cross-indexed to the appropriate military desk blotter.23 The desk reference cards are prepared at the same time that the entries are made on the desk blotter and contain the following information: (1) full name, (2) rank, (3) serial number, (k) Organmzation, (5) blotter entry number, (6)}date of complaint, (7) complaint number, (8) person's part in the incident, such as complainant, victim, or offender, and (9) any previous arrests. The cards are destroyed when they are of no further value to the military police. For example, a card is destroyed when an individual is transferred to another post. This file is located at the military police desk. The missing and recovered property file is required by local policy. It is divided into two sections, one for recording missing property reported to the military police, and the other for recording the property recovered by the military police.2h The information is filed alphabetically 22Department of Army, gpecial Regulation l90-%g-l, Military Police Preparation ofWReports and'Recor s, , change 3. 23For an example of the desk reference card, see Figure 1, Appendix B, page 178 2“Department of Army, Pamphlet 19- -3, Guide for Standardization of Criminal Investigation Office Procedures, 1953, O. 18. 73 by the name of the objects missing or recovered. This information is cross-indexed to the Offense or incident file. This file is located in the criminal investigation division. The missing persons file is also required by local policy and contains the names of absentees, escaped military prisoners, and missing persons wanted by the armed forces or by civilian law enforcement agencies.25 The cards are filed alphabetically by the subjects' names and aliases. This file contains the complete description of the wanted or missing person. It is located in the criminal investigation division. Miscellaneous files. The miscellaneous files include the following: (1) the radio log file, (2) the modus operandi file, (3) the permit file, and (h) the post license tag file. The radio log file is required by army regulation and the Federal Communications Commission. It summarizes all incoming and outgoing radio transmissions made over the military police radio facilities.26 It is located in the provost marshal's office. I The modus operandi file, required by local policy, is located in the criminal investigation division. It is 25Ibid., p. 15. 26Department of Army, Special Regulation lQO-QS-l, Military Police Preparation pf Reports and Records, 19 , p. 30 7h cross-indexed to the offense or incident file and the report of investigation £116.27 The permit file, located in thowpass and registration section is required by local policy. It contains copies of all permits issued by the military police. The automobile post license tag file is required by local policy and contains the post tag numbers of all auto- mobiles registered On Fort Richardson. This file is sub-divided into three sections, one for enlisted personnel, one for officers, and one for civilians employed on the post. These sections are cross-indexed to the following files: (1) color of car, (2) make of car, (3) year of car, and (h) state license number Of the car. The military policemen use these files for identification purposes. These files are kept in the pass and registration section. Complaint Records The Fort Richardson Military Police Company's complaint records include a complaint report and an offense or incident' report. Complaint report. The DD 581 (Complaint Report) is prepared on all incidents requiring police action and serves 27Department of Army, Pamphlet 19-3, Guide for' §§andardization 23 Criminal Investigation Office Procedures, 1953: P0 20. 75 the same purposes as the civilian complaint report.28 It is the basic record for initiating investigations of complaints.29 The complaint report contains the following information: (1) details of the complaint, (2) location of the incident, (3) name of the complainant, (h) date and time the complaint was reported, (5) how the complaint was made, (6) name of the investigating officer, and (7) evaluation of the complaint, such as whether or not it was founded, a felony, or a misdemeanor. The complaint report is given to the military policeman or criminal investigator to be completed at the close of the investigation. This report is filed by complaint number in the complaint file. When the investigation of the complaint discloses that it is unfounded, or does not require further investigation, this is noted on the complaint record, and the desk sergeant closes the case. If the complaint requires further investigation it is recorded on a DD 578 (Offense or Incident Report).30 28Department of Army, $33913; Rqulati-gg 190-4531, Agilitary Police Preparation 3; Repqgts and ggcords, 19§§, p. be . 29For an example of the DD 581 (Complaint Report), see Figure 2, Appendix B, page 179, 30Department of Army, §peg§gl Regulation lQO-gj-IL Milétagy Poligg Preparation 2; figpgrtg and ngggdg, lqgi, p. . 76 Offegsg report. The DD 578 (Offense or Incident Report) serves as the offense report. The investigator prepares this report in one copy and crosses out the word "incident." The following details are included: (1) a concise statement of the offense, (2) a complete identification of weapons, prOperty, vehicle, and persons involved, other than the listed offender, (3) medical attention given, if any, and (h) a list of evidence obtained.31 All reports pertaining to a particular offense are cross-indexed, and attached to the offense report before it is filed. The offense report is submitted to the operations clerk who types it in duplicate. The original istsent to the offender's commanding officer, and the duplicate is placed in the offense or incident file. Incident report. The DD 578 (Offense or Incident Report) is also used to record incidents such as lost-and- found property, miscellaneous service complaints, and casualties. When used for these purposes the word "offense" is crossed out. When this report is used to record lost—and~found property the following information is recorded: (1) name of the person who found or lost the property, (2) where and when A.— 31For an example of the DD 578 (Offense or Incident Report), see Figure 3, Appendix B, pagelBO. 7? it was found or lost, and (3) a complete description of the property. \ Miscellaneous service complaints include domestic complaints, suspicious persons, and hazards. A description of the incident and the name of the complainant is recorded. When this report is used to record casualties the following information is included: (1) circumstances of the casualty, (2) medical attention given, and (3) name of the victim. The incident report is prepared in duplicate: the original is sent to the commanding officer of the complainant or victim, and the duplicate is placed in the offense or incident file. Investigation Records The following records are discussed in this section: (1) the DD 578 (Offense or Incident Reportn.(2) the-DA 19-6Sl (Report of Investigation), (3) the traffic accident investiga- tion report, and (h) evidence records. When the preliminary investigation reveals that the -complaint is justified, a report of investigation is prepared recounting the details. The military police use two types of investigation records, (1) the DD 578 (Offense or Incident Report) and (2) the DA 19-65 (Report of Investigation)ur2The' decision of which report is to be used is based on the Table 78 of Maximum Punishments, in the Manual for Courts-Martia1, United §tates, 1951.32 If the table indicates that an offense is punishable by more than one year at hard labor, or if the offense is one involving moral turpitude, the DA 19-65 (Report of Investigation) is used. Other offenses are recorded on the DD 578 (Offense or Incident Report). DD 518 (Offense g; Incident Report). The investigating military policeman or criminal investigator prepares this report. When the report is used as an investigation report, it contains the same information discussed on pages 76 and 77. All supporting‘data belonging to the investigation is attached to this record and filed in the offense or incident file. 2A 19-65 (Report 23 Investigation).33 This record serves as a guide in taking punitive or administrative action against the subject of the report and provides a permanent written record of the investigation.3h The' commanding officer of the subject of the report, legal personnel, pre-trial investigation officers, and federal agencies are the authorities who use this report. _______- 32Department of Army, Army Regulation 195-10, Criminal Investigation, Military Police Criminal Investigative Activities, 19)79 p. 2.. ,33Department of Army, Army Rggulatign 19S-§O, Criminal Investigation, Reports of Investigation, 1957, p. l. 3"For an example of the DA 19- 65 (Report of Investiga- tion), see Figure h, Appendix B, page 151, 79 This report is an official record of all pertinent information obtained in an inquiry concerning an offense, accident, allegation, or incident. The terminology used in this report is defined according to the status of the report, as follows: (1) progress report, (2) closed report, (3) completed report, (h) supplementary report, (5) completed (controlled transferred) report, and (6) referred report. A progress report is a partial report of investigation used to report to appropriate persons or agencies that an investigation‘of an offense has been initiated, or that this is a progress report on an investigation previously initiated. A'closed report is one that has approval to be closed before all investigative leads have been developed. A completed report indicates that all investigative leads are fully developed and the investigation is brought to a conclusibn, or the control of the investigation is transferred to a different authority. A supplementary report advises appropriate authorities) of a condition, such as the discovery of new evidence which develops after the submission of a closed or completed report; A completed (controlledtransferred) report signifies that the report has been transferred to another command provided all of the following conditions exist: (1) all investigative leads in the area of jurisdiction of the 80 originating command have been fully developed, (2) another command can be identified as having a greater interest in the case, (3) the subjects of the investigation are not under court~martinl Jurisdiction of the originating command, and (h) it appears unlikely that the investigation of the undeveloped leads in the receiving command would result in a requirement of further investigation in the originating command. A referred report indicates the status of reports on undeveloped leads which are referred from other areas of jurisdiction. The report of investigation is prepared in the following manner: (1) The provost marshal's office, controll- ing the investigation, prepares the report. (2) The date shown in the report is the date the provost marshal approves it. (3) The period of time shown on the report is the time required for the entire investigation. (h) The offenses listed on the report are the ones designated by the Manual £3: Qgggtg:fig§§i§l. (5) The block for subjects indicates the number, and whether or not the subjects of the report are military personnel, unknown, civilian, or aliases. (6) The block for victims indicates the numeer, and Whether or net the victimmxf the offense is military, unknown, civilian, or an alias. If the victim is an organization, its name appears 81 in this block. (7) The synopsis of the report contains a narrative account of the investigation. The DA 19-65 (Report of Investigation) is prepared in triplicate. The original is sent to the authorities concerned, the duplicate is placed in the report of investi- gation file, and the triplicate is sent to the Provost Marshal General's Central Repository, Fort Gordon, Georgia, as a permanent record. :yaffic ageident investigation report. Field Manual 19-25, Military_Police Traffic Control states the purposes of traffic accident investigation reports are as follows: (1) to aid in the prevention of future accidents, (2) to serve as a reference in the event that claims are brought against the United States government at a later date, (3) to determine the violation committed, (h) to determine the causes of accidents, and thereby protect any innocent indivi- dual involved, and (S) to serve as reference data for the preparation of reports of accidents to higher authorities.35 The Military Police Corps at the time of this study did not have a standard traffic accident investigation report; therefore, the Fort Richardson Military Police Company developed its own report. It contains information similar to the Michigan State Police traffic accident investigation 3§Dopartment of Army, Field Manual 19-25, Military Police Traffig gentrgl, 1958, p. 167. 82 report discussed in Chapter II, page h2. In addition, infornation such as accident analysis and information about army personnel and vehicles are included Ln this report. The traffic analysis section of the report includes the following: (1) the primary unsafe act, and by whom, (2) the um: if"? physical material; and mocimnical conditions, and (3) the major contributing factors to the accident. The information about army personnel and vehicles includes the following: (1) serial number of person and vehicle, (2) organization of person and vehicle, and (3) the authority of the driver to use the vehicle at the time of the accident. The investigating military policeman prepares this report, and the Operations clerk types it and extracts the necessary information for the traffic accident location file. The report, itself, is placed in the traffic accident investigation report file by the report number. It is cross—indfixed to the traffic accident location file. Egidgflgg records. Evidence records are discussed with investigation records because evidence is normally discovered during the course of an investigation. Evidence records are required for the proper handling of evidence prOperty.36 The investigator who discovers the evidence property marks it M --........g—..‘. ~1- ‘I-gn-Q—‘nb' m. 30rrm2rr~tumnt of Army. £13.13. Mass}. .1222, 31:119. Milititl Pol]. (3:11:11, 1930, p. 87 . “.0— ._'. 83 so that it can he later identified in court as the same evidence. it it cnnnot be murked, it is tagged with a DA 19-23 (Pu—n‘mrty Tug).37 The investigator copies the informa- tion containel on the property tag in his notebook for future reference. Every person who handles evidence property becomes a link in the chain of custody. Each time the evidence is transferred, such transfer is noted with particular reference to the date, time, name, and signatures of the persons involved.38 The chain of custody is maintained on a DA 19~31 (Military Police Receipt for Property).39 Evidence is stored in the property room where it is recorded in the evidence log. The prOperty custodian is required to have either the property or a receipt for it. When the prOperty is disposed of, the prOperty receipt is attached to the offense or incident report related to the case and filed. 37An example of the DA 19-23 (Property Tag) is shown in Figure 5, Appendix B,-pag6182. 38quertment of Army, Field Manual 19-29L Crimigal ig‘csetieeties’ 1951: p- 99- ' 39An example of the DA 19-31 (Military Police Receipt for PrepertY) is shown in Figure 6, Appendix B, pagelBB. 8h Jill‘lf"Lit ”fflfi .iiji73'1911 i.if311 ‘)‘i’i}1’ d ’ The Fort Richardson Military Police Company's arrest and .iis-zposition records include the following: (1) the DD 578 (mffmmo or inffldoz'it Report), (2) the DA 19~93 (Notice of Traffic Violation), (3) the DD 579 (Temporary Receipt for ~ro; wri\), (h) the DD 629 (Receipt of Prisoner or Detained rson), (g) the DD M97 (Confinement Order), (6) the DD 582 (Disposition of Offender Report), and (7) the DD use (Provisional Pass). .DQ ififl (Qflfen,e or Iggideri RQRQCE)' The offense or incident report is prepared on arrested offenders and contains the Following information: (1) the offender's name, rank, service number, description, date and place of birth, identi- fying scars and tattoos, (2)habiliment, (3) sobriety, (h) offense or incident, (5) hour and date of offense, (6) name of the apprehending military policeman, (7) names and addresses of the witnesses, (8) details of the offense, (9) evidence and its disposition, and (M) the disposition of the offender immediately after his arrest. This report is prepared in duplicate. The original is sent to the arrested offender's unit commander, and the duplicate is filed in the offense or incident file. v“ DA 19 93 (Notice of Traffic lie] at ion). The DA 19-93 (Notice of Traffic Violation) is prepared for all violations c. or traffic laws which are not serious enough to warrant an 85 offense or incident report.LLO The military policeman observ- ing a violation prepares this record in triplicate. The original is given to the offender, the duplicate is filed by the notice of violation serial number in the traffic violation file, and the triplicate is sent to the offender's commanding “1 The notices of traffic violations are contained in officer. a book of fifty each, and the Operations sergeant issues them to the military policemen by serial number. The military policemen must account for each notice assigned to him. DA S79I(Temporarx5Rgceipt for Prgpertx). When a soldier is arrested and booked by the military police, personal articles in his possession are taken from him and recorded on a DD 579_(Temporary Receipt for Prcperty).u2 The desk clerk prepares this receipt. The receipt is made in duplicate; the prisoner is given the original, and the duplicate is retained by the.military police. The prisoner signs the receipt, verifying the type and amount of property listed on the form. If at the time of surrendering his prOperty, the prisoner is not competent to verify the amount hopepartment of Army, Special Regulation %29:%§§% Militarx Poligg Preparation.gZ.Repor§s andfiRecor s,' 9 ', p. 61 ulFor an example of the DA 19-93 (Notice 01‘ Traffic Violation), see Figure 7, Appendix B, pagelahs uzFor an example of the DD 579 (Temporary Receipt for Property), see Figure 8, Appendix B, page 185. 86 or kind of property relinquished, this fact is stated in the space provided for his signature. The form is then signed by one or more witnesses. The witnesses count the money and check the personal property to verify the amount and kind of prOperty taken from the prisoner. The apprehending military policeman assuming custody of the prisoner's prOperty also signs the receipt and places the property in an envelope or container which is marked for identification, sealed or locked in the presence of the prisoneru The military policeman turns the property over to the Operations clerk who acts as prOperty custodian. The Operations clerk logs the prisoner's belongings in the property book and stores them in the prOperty room. When the prisoner is released and his property is returned to him, he signs the temporary receipt for prOperty form. The receipt is then attached to the prisoner's offense or incident report and filed in the offense or incident report file. _QQ egg (5393323 2; Prisoner gr Qatained Person). When an offender is booked by the military police, he is either released in his own custody or to his unit commander. When the offender is released to his unit, his commander is asked to come to the military police station End sign a DD 629 . (Receipt of Prisoner or Detained Person).h3 The desk clerk “3An example of the DD 629 (Receipt of Prisoner or Detained Person) is shown in Figure 9, Appendix B, page 186. 8? prepares this receipt in duplicate. The original is attached to the offense or incident report, and the unit commander ‘ who signs for the prisoner is given the duplicate. {QQ,Q21 (Confinement Order). When it is necessary to confine a prisoner because of his intoxicated condition or the possibility of his escape, the desk clerk prepares a DD A97 (Confinement Order) in duplicate.uu The original is given to the confinement officer in charge of the stockade, and the duplicate is retained by the officer authorizing the confinement. 22 582 (Disposition g; Offende; Raport). When the post commander desires to know what remedial action or punishment is given an offender, two copies of a DD 582 (Disposition of Offender Report) are sent with the offense or incident report to the offender's unit commander who is responsible for taking action against the offender.“5 This report contains a narrative account of what action has been taken against the offender. The unit commander prepares both copies of the report. He sends the original to the post commander and the duplicate to the provost marshal's office where it is attached to the offense or incident report or to the report of investigation and filed. uuAn example of the DD M97 (Confinement Order) is shown in Figure 10, Appendix.B, page 187. ‘ usAn example of the DD 582 (Disposition of Offender Report) is shown in Figure 11, Appendix B, page 188. 88 (jgjpgg (P ov1'irn-ii Pass). Military personnel who are r“ ’0'.-- apprehended by the military police off the military reserve? tion for minor violations can be given a DD use (Provisional Pass) which allows them to return to their units without escort or guard.u6 The pass is issued under the following conditions: 1. The offender has not been apprehended for a violation serious enough to warrant his detention. The offender's commanding officer recommends he be given a provisional pass. 34 The soldier was found with an expired pass or without furlough papers, but enroute to his 'assigned station as evidenced by his possession of bus, air, or railroad ticketi. h. The soldier has attempted to report or has reported his delay to his commanding officer. 5. .Tho soldier has missed his transportation or is delayed and overstayed his leave through no fault of his own, and voluntarily reports his status to the military police. R) o The apprehending military policeman prepares the provisional pass in three copies. All three copies are signed by the military policeman and the recipient. The original is given to the recipient, the duplicate is sent to the individual's unit commander, and the triplicate is attached to the offense or incident report and filed. HéAn example of the DD A60 (Provosional Pass) is shown in Figure 12, Appendix B, page 189. h7Department of army, Special Regulation IQO-QS-l, Military Police Preparation gf Reports and Records, 1952, p. 3. {-3 .1 'i‘w wak Michirdnow HSiitar; Feline Cowpany's summary ‘1 7-,; .' _ . ‘ i :1. r'; 1"". 9 3.33 5 {iffjfljf‘i if! '5‘) [21: .1. i 273' 13 (Hf); (l) the”: DA 19132:!) ('1‘? .‘j'; Z.:. of; {1.1: Ti 19' H (Mali Filo t {'971‘) , (If) the [M l‘fi-v-TIO (Provost 'rq‘I-lin ‘xflgiv‘ii H“ P~yvn"t), (,i) the {witrnl.xrxporfg (h) tflr: lung Jwi”ngl, JMJ (Q) can LF1iilV Cunt HIV, The Wilitmry EH)3_i<;ra {Tringpz il“:3 isji) s tiirvi ital 5w114nw21*3r {irxd exiii .ywsi s r'e}nc>r‘trs, the [fix igwfiu (titlitary'ikfiice if e: Blettexfl zuri the [Li 19~20 (Provost Marshal‘s fictiv,ties Report). The other records ‘imr;7i.iv ifiy' tfh‘ {Noz*t iiic:1'i«'; H1 iii] itziryr Ik)lixze .- Hal )9) - ('9 (filiigay; ylir‘v) ("‘5 T3?{ til 04;" ‘2'”?3’). Ti‘O (3.0:; HI] ._.A . -q ...-.\l -- .wiu- «a rrro-.— "l ,..._., 4.. 21-. note. .05,» ‘. m- n. m-.. ----- (V lair) eiéill‘ 3:1‘T9VZiiirtf5 :a (3:2? 1 y‘ :rsatzr):'éi «3_L Mn) 2}. if! Llit s 1°r29:9L11 I”l.Il!§ pelieo nationahfi It in mviviait"d from 0001 hours to ZMOO hours for each day of the yearnzi’ The entries for each day on the desk blotter are record d in th: "entry column," starting with number one. The time the complaint is received is entered in the "time columz." The column for the "sumnary of complaints, incidents, and police information" contains a brie f narrative statement LLBAn e:(anple o:f the DA 19—"0 (Military Police Desk Blotter) is sheen in P‘iguro 13, Appendix B, page 190. Detnrtmont of Army, Sweoial Rapulfltion 190- it 8-1, —r.——o.—.- $zni'7” Tiilidxiry' ma'Iir‘e 1*wn1r1rat ior1()f ii,oor%; HIM; 1310 COIMis, Ll9fifl), u... r~-.«*,..-..‘.._..~ — ~.~ - ~_.-, -~ -vad’m m ”WW I 1,. 9 “r - 1).! rl(,\} .3. ,4; 90 w? ihw LL“ vtud lucid mt. The manner in c 3‘3 the complaint i.) VU§WiPiV f, mand9 3:: bj'ifljifljflllHO. 'rmdix>, er’.in pmxrsorl is H ni;md noivnj. Win: colirni foi'tflir rwwnmiry oi‘;molice zuztion" iwaiwicc tho followinfi: (i) notion Learn by the military I gnulix2e, (2} irriixwitix)n 'ii tins ccntpl:1i11t 1:3 ruif%:rrcui tC) tin) crinin l investigation division, (3) statement of Whether or 13'2i. { 1:2: (1(rdif)l,lil-lii3 i.r3 ‘1!lr;i;i.i‘i.riri ()1? 1111i‘g)iir;(i<3ai., (19.) ai})])I?i)iiiirlfii.C)r1 of ofW“hrt;rs, it‘rnrf, (S) (firirses {vniinst iku) offenderu (6) iflzc rnrchox‘:rnd iqrpeo ()f Ix points tirrt arm) preferred concerning the incident, and (7) the complaint number. The "Untu“fld hynaolumd is initialed by the desk sergeant who nrflnss the Luitry. The desk blotter is prepared in triplicate. The ori9-ginsl is. sent to the provost marshal to keep him informed of daily military police activities. It is then placed in the desk blotter file. The duplicate issaent to the opera- tions division for review, and the triplicate is filed for reference for thirty days at the military police desk. M 1.9-?- chrii T‘Wshal's sailiiiiaa Ramay- This report establishes uniform procedures for reporting specified date to Headquarters, Department of the Army, concerning offenses reported committed by army personnel and facts concerning all prisoners confined in army confinement fa0111t103.50 r"O . . 9 An example of the DA i9-20 (Provost Marshal's Activities Report) is shown.in Figure 1h, Appendix B, pagelgl, 91 This report is divided into three parts and includes the following information: (1) the offenses committed by United States Army personnel, (2) the prOperty recovered by the military police, and (3) the prisoners confined in army confinement facilities.gl Because records relating to jail administration are not a part of this study, the information about prisoners confined in grmy stockados will not be discussed. Part I of this report includes both military and civilian offenses. The offenses are divided into Class I and Class II. The number of offenses and the number of persons charged are reported for the following Class I offenses: (l) homicide, to include murder, voluntary man- slaughter, involuntary manslaughter, and negligent homicide, (2) rape, (3) robbery, (h) aggravated assault, (5) burglary and housebreaking, (6) larceny over fifty dollars and larceny under fifty dollars, and (7) automobile theft. The number of persons charged are reported for the following Class II offenses: (8) wrongful disposition of United States government property over fifty dollars, (9) wrongful appropriation of property over fifty dollars, (10) assaults, except Class I, (ll) forgery and counterfeiting, leepartment of Army, Army Regulation l90-hé, Provost Marshal Activities, 1959, change 1. 92 (12) fraud, (13) weapons, (1h) sex offenses, except Class i, (15) narcotics, (16) marihuana, (l7) dangerous non-narcotic drugs, (18) liquor violations, (l9) drunkenness, (20) breach of the peace, (21) riot, (22) drunken driving, (23) read and driving violations, (2h) other traffic and motor vehicle violations, except parking, and (25) other offenses, except "absent without leave" and minor offenses. Part II of this report includes the monetary value of government and private property recovered by the military police. The post provost marshals use the information contained on their complaint, offense, and traffic records to prepare this report. It is a quarterly report which is due the last day of March, June, September, and December. The post, camp, and station provost marshals are responsible to see that this report is prepared and sent to the Arny area provost marshal. The Army provost marshal consolidates the information from the activities reports sent to him from the various posts, camps, and stations within his army area. He sends the consolidated activities report to its IFUYOSt i rshal General, Department of Army. Egiggl 3339:}. The patrol report provides a summary of activities and observations of each military police patrol during its tour of duty. The patrol report provides the following: (1) scatisticel data, (2) an indication for 93 selective cn [‘01"C..Ur;1-‘:ni., (3) an indication or" the work load of the military police patrol, and (h) material for training. Each patrol prepares ‘this report for each tour of duty. It includes the following information: (1) the names of the military policemen assigned to the patrol for the tour of duty, (2) the patrol number, (3) the time the tour of duty started and the time it ended, (h) the number of traffic citations issued for moving and non-moving violations, (5) the number of complaint reports prepared, (6) the kinds of noncriminal services rendered, (7) the number of offense or incident reports prepared, (8) the traffic hazards observed, and (9) any information that is of interest to the provost marshal. The patrol report is given to the operations clerk who tahulates the information for charts and reports. The report is filed in the patrol report file. 2393 jgy gal. The desk journal reflects all adminis- trative matters pertaining to the operation of the military police station during a twenty-four—hour period. Changes in pe1sonnel, vehicles, and routine military duties, such as flag detail and bugle calls are entered on the desk Journal. The desk journal information is prepared on the DA l9~50 (Military Police Desk Blotter) form. It is prepared in triplicate. The original is filed in the desk journal file in the provost marshnl's office. The duplicate is sent to 9h the Operations division Where the clerk extracts information for summary and analysis reports. The triplicate remains at the military police desk for thirty days. Traffic spg§.mgp. The traffic spot map is used to assist in selective traffic enforcement and to indicate visually the traffic problems. It is used in conjunction with the traffic accident investigation report and notice of traffic violation records. These records and the traffic spot map provide the provost marshal with information of what, when, and where traffic problems are occurring. The spot map is a large scale map of Fort Richardson, Alaska, with pins of various shapes and colors indicating the exact location, the severity of traffic accidents, and traffic accidents involvingpedestrians. At the end of each year the map is photographed. CHAPTER IV REVIEW OF THE LITERATURE A review of police records literature written by authorities in the field of police administration was necessary to provide background material upon which to base the study of the Pontiac Police Department's and the Fort Richardson Military Police Company's records systems. From this review the organizational principles and the elements necessary for an efficient records system were obtained. They provided the basis for the comparison of civilian and military police records systems. The organizational principles and elements necessary for the installation of a police records system discussed in this chapter are recommended by O. W. Wilson, the Federal Bureau of Investigation, the International City Managers' Association, and the International Association er Chiefs of Police. These recommendations are fundamental for all police departments, regardless of size. The missionsof'police organizations are to protect life and prOperty, preserve order, prevent criminal acts, investigate crime, arrest violators of the law, control 96 traffic, recover property, and regulate noncriminal conduct.52 The military and civilian police missions differ in that the military police normally have-jurisdiction over military personnel only. To accomplish their missions police agencies must have an effective means to execute carefully planned operations, vigorous follow-through, and continuous evalua— tion of their procedures. An efficient records system is one of the most effective means of accomplishing these goals. I. ORGANIZATION OF A POIJCE RECORDS SYSTEM The quality and usefulness of the records in a police department directly reflect‘its efficiency.‘ Records are the primary source of communications which integrate the police department.53 0. W. Wilson, in his book, Police Records, states further that an adequate records system requires the following: (1) effective organization and procedures, (2) records that contain all essential information, and (3? capable personnel.5h . For the purpose of organization, the duties of the police department are divided into primary, secondary, and Szbonald 3. Leonard, A Surve ‘3; the Police Qgpartment "City of Little Rock, Arkansas," (Detroit: 1959), p. 29 53O. W. Wilson, 291106 Records, (Chicago: Public Administration Service, 19u2), p. 1. 5“:b1d., p. 35. 97 administrative phases. The primary phase includes the line or operating units. The secondary phase includes the auxiliary services that aid the Operating units. The adminis- trative phase includes the management and administration of the department.55 Police records activities are found in the secondary phase, since they assist the operating units. A records system must be integrated into the organizational structure of the police department. Its position is determined by the number of duties assigned to it. The duties normally consist of the following: (1) com- plaint recording, (2) communications, (3) identification and booking of offenders, (5) controliof property, and (6) maintaining police records..;6 0. W. Wilson recommends that the records division be organized on the same level as other divisions within the department, and the supervisor of the records division be given the same rank and authority as the supervisors of the other divisions.57 This gives status, promotes cooperation, and reduces friction between the records division and the other divisions within the department. #4— 55International City Managers' Association, Municipal Police Administration, (Chicago: l9u2), p. l. 56 S7 Wilson, 23. cit., p. 13. 11314,, p. 23. ‘ 98 The organizational principles involved in a police records system discussed in this section include the following: (1) the purposes, (2) the centralization, (3) the follow-up procedures, (h) the records duties of police personnel, and (S) the standards for a police records systmn. The Purposes f g Police Records §ystem A police records system serves a multitude of purposes which can be subsumed under four major functions. The first function, the supervision.and control of the police department, is best accomplished by a set of procedures which coordinates the activities of the department, fixes responsibility, accounts for all police actions taken, and maintains the standards of performance set by the police department.58 The second function of a records system is to assist in the operation of the police department. Records assist in the identification of persons and property, investigation, preservation of evidence, and the disposition of offenders.59 The third function is to assist the police chief in evaluating the effectiveness of the department by providing h 5 58International City Managers' Association, 22. cit., p. 2. . ' : ngederal Bureau of Investigation, Manual 2; Police Recordg, (Washington D. 0.: 1953), P. 2. 99 him with the necessary information for analyzing the police problems and utilizing police manpower. By analyzing the results, he evaluates the effectiveness of present procedures and provides guidance in planning for a more effective police department.60 ' The fourth function assists the police chief in keep- ing interested persons, other than police personnel, informed of the activities of the department by means of daily, monthly, and annual reports to the city council. This information can be used to answer questions of the press and public about 61 various police actions. Centralization 93.3 Police Records System The late Bruce Smith, formerly head of the Institute of Public Administration, New York City, stated that many police chiefs realized the need for records but were not able to maintain them properly because the administration of a records system was so complex that they were apt to have dozens of forms and files, but no system.62 A centralized records system can help overcome many of the complex problems, since it is an efficient system to aid in coordinating and supervising the police department. 60Wilson, 92. cit., p. 1. 6 1Weldon R. Cooper, Municipallgglice Administratigg in Texas, (Chicago: The University of Chicago Libraries, -—.W 19.38.)! p0 187' 62 Wilson, 93. cit., p. viii. 100 John P. Kenney, in his book, Police Management Plannin , points out that authorities in the field of police administration agree that records should be centralized.63 In a centralized records system all information concerning police activities is brought together in one place. There- fore, infermation that is of interest to more than one police activity is interchanged and shared. For example, a case investigated by the detective division could have information essential to the juvenile division. However, if each division maintains its own records, it is unlikely that this information would be interchanged. A centralized records system administratively integrates and coordinates the functions of the various activities, and makes it possible for the various divisions to set as a team in promoting the objectives of the entire police department.6u In order for the centralized records division to carry out its assigned missions, its physical location within the department should be carefully planned. It must be easily accessible for use by all line activities to prevent them from establishing duplicate sets of records for their own convience which would defeat the purpose of a centralized 65 records system. 63Kenney, 92. cit., p. 110. 6uWilsen,‘gp, cit., p. 8. Federal Bureau of Investigation, 22. ci ., p. 1. 101 The records division should also be accessible to the public for information but arranged so that the public does not interfere with its operations. It should be in close proximity to the complaint desk to allow the desk sergeant or dispatcher to obtain information quickly.66 Actual space requirements vary with the size of the department and its responsibilities. Its interior arrangement depends upon space available. When planning for the construc- tion of a new police station one may consult O. W. Wilson's book, Police Records for the formulas that compute space requirements for a records division in relation to the size of the police department.67 If the police officer is to use the records in perform- ing his duties, these records must be available to him at all times. This would be difficult unless the records are centralized.68 If the police-officers, themselves, cannot be allowed to search the records files, a records clerk must be available on a twenty-four-hour basis to provide them this service. There is some controversy as to who should have access to the records. Roland T. Sherry, Records Chief of the 66 67 Wilson, 32. cit., p. 2?. lDi§-: P° 27- 68 Federal Bureau of Investigation, 22. cit., p. 2. 102 Berkely Police Department, advocates that police officers have direct access to the records. However, 0. W. Wilson states that a records clerk should provide the police officers with the records, because the records may be lost or mis- filed.69 By assigning the maintenance of records to a centra- lized records division, the work is given to a few individuals who can become proficient, thus promoting more efficient records keeping procedures.70 An important part of a centralized records system is centralized complaint recording and communication facilities. Centralization of complaint recording with communication facilities assure that all complaints reported to the police are recorded, and prompt action is taken.71 Exceptions to centralized records are made for "confidential" and "working" records kept in specialized divisions, such as juvenile, vice, and detective divisions. For example, it may be necessary for the detective division to keep certain "working files" of reports related to cases 690. W. Wilson, Police Planning, (Springfield: Charles C. Thomas, 1957), p. 1 7. . 70C. W. Wilson, Police Records, (Chicago: Public Administration Service,-T9E2i, p. 10. Federal Bureau of Investigation, op. cit., p. 8. 103 they are investigating, however the original cepies of these records are kept in the central records division. Certain administrative records that control assignments may also be kept by the various divisions.72 The Federal Bureau of Investigation's flggggl of Police Rggggdg states that the advantages afforded by a centralized records system is as important to a small department as it is to a large one.73 Fellow-QB Procedures f‘a Poligg Records gystem The Federal Bureau of Investigation points out in the Manual gf Peligg Records that it is essential for the police chief to have an administrative device which will insure prompt and proper attention to cases requiring police action. An adequate follow-up procedure on all active cases assure the following: (1) that they are handled preperly, (2) that reports on iWa cases are rendered regularly, (3) that reports are prepared according to departmental regulations, and (h) that information of mutual interest will be exchanged between the various divisions in the department.7h The follow-up procedures should be assigned to a police officer in the records division. This is a full-time 72Leonard, 22' cit., p. 178. 73 ' . Federal Bureau of Investigation, gp. cit., p. 2. 7’ l. 'l-J'ziilu p. 12. 10h or part-time job, depending upon the size of the police department. He must be given the authority to maintain the standards set by the department for the preparation of police records. However, he should not have command authority over the investigative officers. There should be an administrative channel of command that he follows when investigating officers do not follow department directives.7S Records Duties 2; Police Personnel The establishment of a centralized records division and adequate follow-up procedures should not lessen the responsibility of the individual police officer or his supervisor for preparing records and reports. They, as well as the records personnel, must be trained to fulfill their responsibilities.76 .1 The records division cannot fulfill its mission to the police department if the police officer who makes an! arrest or takes a complaint fails to obtain and record the information completely and accurately. The police chief cannot assume that the records are fulfilling their purposes unless every man in the department is trained to understand how records assist him in the performance of his job.77 h 5 75International City Managers' Association, 22. cit., p. 2 . 6 7 Wilson, gp. cit., p. vii. 7 Ibido, p. 370 .105 The supervisors of the various activities of the police department must be instructed in the use of the records system and realize the advantages they will derive from it. They must be in accord with the department's records proce- dures to be able to supervise and train their subordinates in the proper use of the records system.78 The records division personnel should be carefully selected and trained just as the other members of the department are selected and trained for their jobs. Both civilians and police officers should be assigned to the records division. The police officers should be assigned to 'positions that require police experience, and civilians should be assigned to clerical positions.79- The police department's manual should contain a chapter or section devoted to the records system and the preparation of reports and redords. A manual for the records division should also be prepared, outlining the duties of the records division personnel. This manual should include the purposes, preparation, and disposition of police records. Detailed_instructions should be included for each h 78International City Managers' Associatibn, gp. cit., Po 27. 79Wilson, 22. cit., p. 2h. 106 assigned Job. This manual would permit records personnel to 80 become familiar with all phases of records procedures. Standards for g Police Record§_§y§tem The Federal Bureau of Investigation in the Manual gf Police Records recommends the following standards for efficient records procedures for all law enforcement agencies: 1. A permanent written record is made of each crime ‘ immediately upon receipt of the complaint. All reports of thefts or attempted thefts are included regardless of the value of property involved. 2. Staff, or headquarters, control exists over the receipt of complaints to insure that each is promptly recorded and that in the end each is accurately tabulated. 3. An investigative report is made in each case show- ing fully the details of the offense as alleged ,by the complainant and as disclosed by the police investigation. An effective follow-up system is used to see that reports are promptly submitted in all cases. h. All reports are checked to see that the crime class- ification conforms to the uniform classification of offenses. S. The offense reports on crimes cleared by arrest are noted as cleared. 6. Arrest records are complete, special care being taken to show the final disposition of the charge. 7. Records are centralized: records and statistical reports are closely supervised by the chief; periodic inspections are made to see that the rules and regulations of the local agency relative to records are strictly complied with. 80Public Administration Service, Survey of the Police Department of Greenwich, Connecticut (Ch cage: Public Aaminis- tration Service, 1937), p. 76. 107 8. Statistical reports conform in all reapects to the Uniform Crimg Reporting standards and regulations. 1 II. THE ELEMENTS OF A POLICE RECORDS SYSTEM The elements of a police records system discussed in this section include the following: (1) forms, (2)1ecords control, (3) records disposition, and (h) records. Forms Forms become records or reports when information is recorded on them. Whenever possible, the forms should be of_ 82 Form sizes are uniform size to facilitate filing. generally three-by-five inches, five-by-eight inches, and eight-and-one-half-by-eleven inches.83 Colored forms are generally used to simplify filing, routing, or identifica- tion.8h Forms should be periodically reviewed for revision or elimination.85 8IFederal Bureau of Investigation, 22- cit., p- 56- 82 Wilson, _p, cit., p. 32. 83Ibid., p. 32. 8”Ibid., p. 3h. m 8 5D. S. Leonard, gp. cit., p. 217. 108 Recordg Control To control police records departments use complaint,v arrest, and identification numbers. Each complaint should be given a consecutive serial number in the order it is received, regardless of the offense classification, to keep an accurate count of the number of complaints that are received. The complaint number should be stamped on the form in the space provided. The numbers may extend from 1 to 99,999 and then through the alphabet. For example A-l to A-99,999, 8-1 to 8-99.999, etc. The complaint numbering machine should be located at the central complaint desk and used only by the person in charge.8.6 Arrest records should be numbered consecutively to keep an accurate count of the number of arrests. The numbering process is the same as for complaint records, except a different numbering machine with different colored ink is used. This machine should be used by the individual responsiblgfi for recording arrests.87 Identification records are numbered consecutively. An identification number is used to control the identification records pertaining to each offender. An identification ‘ 86V. A. Leonard, Police Organization and Management, (Brooklyn: The Foundation Press, Inc.,—I9§I), p. 167. 7Federal Bureau of Investigation, 22. cit., p. 31‘ 109 number is assigned to each criminal who is fingerprinted. The same number is used for each subject, regardless of the number of times he may be arrested or fingerprinted.88 Records Disposition A police department maintains files for the following reasons: (1) to proyide an official memory of police Operations, (2) to prepare summary and analysis reports, (3) to assist in the supervision of the various activities of the department, and (h) to assist the police officer in the performance of his duty.89 1 Unless data are recorded in a logical and systematic way, it is impossible to coordinate fully large masses of facts, especially if those facts are gathered by a number of persons. Most of the information which enables a police department to arrest offenders would be useless if not integrated by a system of records. Information gathered during investigations, therefore, must be promptly recorded, indexed, and filed as an aid to further investigations.90 Files are generally classified as records files or index files. 88Wilson, 22. cit., p. 12h. 891bid., p. vii. 0 h 9 International City Managers' Association, op. cit., p. 000 110 Basic records files include the following: (1) the complaint or case file, (2) the arrest file, (3) the traffic files, such as the accident investigation report file, the accident location file, and traffic violation file, and (A) the various identification files, such as the criminal history folder, the fingerprint file, and the physical characteristics file.91 Maximum usefulness of records is assured through index files that enable the speedy and certain identification of records, persons, and property.92. Basic index files include thefollowing: (1) the alphabetical file, (2) the location of incident file, (3) the crime classification file, and (h) the stolen or lost property file.93 Records Police records can be classified as follows: (1) com- plaint, (2) investigation, (3) arrest, (h) identification, 1 and (S) summary and analysis records.9h 91Federal Bureau of Investigation,‘gp. cit., p. 1h. 920. W. Wilson, Police Planning, (Springfield: Charles C. Thomas, 1957), p. 173: A 93)Federal Bureau of Investigation, 22. cit., p. 38, 23, 21, and 28. u 9uInternationa1 City Managers' Association, op. cit., I). 03. 111 Complaint recordg. The police department must give all complaints its courteous and prompt attention. Each complaint must be recorded to indicate that it has been received and action has been taken.95 The complaint record establishes the basis for all police action taken on a reported incident. Complaint records also serve as documentary evidence of unfounded complaints or of the chronic complainer.96 There should be at least two types of reports for recording complaints, one for noncriminal matters, and one for criminal complaints.97 Investigation records. Investigation records normally include the following: (1) the report of investigation, (2) the traffic accident investigation report, and (3) the evidence records. If the preliminary investigation is sufficient to close a case, it can be recorded and closed on the complaint record. ~However, if the case requires further investigation, supplementary investigation reports are required at specific intervals until the case is closed.98 95Federal Bureau of Investigation, gp. cit., Po 3. 6 9 Ibid., p. 8. 9? lgid., p. 8. 9th$fl°i P0 12' 112 {wiriflf fJM) prelindjwlry iwxnua tigMIiirnw the Inolicc offiver records his findings in his notebook which he uses hw«nrqplnte investigation records or to refresh his memory xvhrxn in. t'LI‘ 'I it e in court.99 The report of investigation should be complete and accurate, since the information becomes a permanent written record to be used for future reference. It must be brief, objective, arranged in logical order, to include all information about the offense, such as who, what, when, where, why, and how.100 Traffic accident investigation reports are used for the following reasons: (1) to foretell where and when accidents are likely to occur, (2) to remove road hazards, (3) to provide summaries of accidents to determine the effectiveness of safety programs, (A) to help identify unsafe drive.rs, and (5) to provide information for use in court action.]01 9)Lleyd N. Heffren, The Officer in the Courtroom, (Charles C. Thomas ,Springfield): 1955, p. 39. lOOCOPnOliUS F. Cahalane, The Policeman, (E.P. Dutton 21nd ComImIny, Inc., New York), 1923, p. 39. 10‘Traffic Institute of Northwestern University, Ili”ffjc Accident TnveItipaiOr' Manual, (Northwestern Univer— -vm-W-n szity LIaIIIC In. tituto, seceni edition, Evanston), 19Sh, 11. 2 h. 113 Evidence obtained during the course of an investiga- tion must he recorded in such a way to insure proof of propar custody, in the event it is necessary to prove the chain of custody in court.102 Evidence prOperty should be handled by as few people as possible to prevent loss, damage, or tampering of the evidence.103 Arrest records. Anrcst records include the following: (1) individual arrest records, (2) the arrest log, (3) traffic arrest citations, and (h) prisoners' property records. Arrest records assist in the administrative control of the prisoner and his property. Arrests, except for minor traffic violations or minor city ordinances, are recorded on individual arrest records or in a bound book, called the arrest log.10u Information regarding the court's disposition of an offender should be included on the arrest record, since it can be us ed as an indication of the effectiveness of police investigation. A thorough investigation may convict an offender, or a poor investigation may be the reason an offender is released.10S __ a. 10 W. H. Parker, Da1ly Traininp Bulletin of the Los An rlcs Pol1ce Department, Vol. II, (Charles C. Thomas, Spring- 110115195h, p. "209. 10 03V!)130H, 9.2. 0113., p. 1714.. 1Oh'Federal Bureau of Investigation, 92- cit., P0 31° .4 5112.151- , p- 32. 11h The individual arrest record is more adaptable to statistical analysis than the arrest 103, because it is easier to pull a card from the file than to leaf through a bound book. The arrest log is cumbersome and difficult to filo or dispose of, while the individual arrest card is not.106 ' The traffic arrest citation is used for the following reasons: (1) to record minor traffic violations, (2) to maintain a permanent driving history of traffic offenders, (3) to assure that the traffic violation is properly disposed of, and (h) to provide the court with a driving record of the offender to be used as a guide in disposing of the case.107 For accounting purposes traffic citations are issued to the police officers by serial numbers. The traffic cita- tion book should be of a size to fit into the policeman's pocket. Each citation should be made in triplicate. The original is retained by the policeman for his record, the duplicate is given to the offender, and the triplicate is filed by the department.108 When an offender is arrested and jailed, he is given a receipt for the personal property taken from him. The 106 Ibido, p. 330 10 7Wilson, 22. cit., p. 116. (8 l) lhli°! P' 1170 115 prisoners' property receipt serves the following three purposes: (1) It provides the prisoner with a receipt for prOperty the police have taken from him. (2) It protects the police from being accused of taking property and not returning it upon the prisoner's release. (3) It provides a permanent record which may be useful for future investiga~ c 109 tions. Identification records. Identification redords supplement the arrest records, because they contain and classify the descriptive information and the criminal history of the arrested offender.110 Identification records should include the following: (1) the physical characteristic record, (2) the ten-digit fingerprint record, (3) photographs, and (h) the criminal history folder.1113 Modus operandi records may also be used. ' Police departments should deve10p a physical characteristic index file to assist in the identification of suspected offenders. This file should contain a complete physical description of all arrested offenders to include scars, missing parts of the body, and tattoos.112 192§1g,, p. 111. 1101bid., p.12u. 111 'Ibido, p. 12”. llglnternational City Managers' Association, 22°.2l2'! p. lilB. 116 All prisoners should be fingerprinted, except persons arrested for minor traffic violations and minor city ordin- ances. Prisoners should be fingerprintod each time they are‘ arrested so that a copy can be sent to the Federal Bureau of Investigation for a criminal records chock.113 Photographs should be taken of offenders who are arrested for gross misdemeanors and felonies.llh The photo- graphs are generally kept in albums and visible files. The photographs in the album should be filed according to crime classification. The visible file is constructed so that photographs may be added or removed without disturbing the file. It is normally limited to the more serious offenses. The photographs are filed by crime classification, and subdivided by sex, race, and height.115 A criminal history folder is prepared for all second offenders who have been fingerprintcd. This folder contains duplicates of all records pertaining to the offender, such as fingerprint cards, photographs, wanted notices, etc.116 The modus Operandi records are used to link crimes to known criminals or to identify a crime as one of a series __ 11'3W1130ny 92. cit., p. 1250 11’"International City Managers Association, 22' SiE" .l l] 5 ‘Pederal Bureau of Investigation, op. cit., p. 35. 1.] 6 Wilson, 22° g}§., p. 130. 117 committed by an unknown criminal.117 O. W. Wilson states in his book, Policg Records, that before a method of Operation file is established in the police department, research should be done to determine its value to the department for the amount of time spent in maintaining it.118 It is effective when the department is large enough to have electronic data processing equipment. Without this equip- ment, it is too difficult to sort out the desired cards.119 The state of California has established a central crime reporting and method of operation center. All police departments in the state are connected by teletype and their crime reports are sent in to the central crime reporting office. The information is then available to all police departments in the state.120 Summary and analysis records. The success of a police department in its fight against crime can be measured by evaluation of data obtained from the summary and analysis records. Measuring results of police action serves the following major purposes: (1) It serves as a basis for 117Ib1d., p. 131. llalplg., p. 131. 119 International City Managers' Association, gp.‘gi§., p. htO- 120 State of California Department of Justice, Modus Qperandi_and Crime Reporting, p. 5. 118 budget estimates. (2) It is a basis for analyzing the effectiveness and efficiency of the police department. (3) It enables the police chief to answer charges brought against the department and support his statements with facts.121 ' The police chief's decisions for the planning and Operation of his department should be based on the following four fundamental aspects of each crime reported: (1) the type, (2) the rate of occurrence compared to population, (3) the geographic distribution, and (h) the temporal distribution. This information must be thorough and timely to guide his decisions for the deployment of his manpower at the right time and place.122 This information is contained in the following summary and analysis records: (1) the daily police bulletin, (2) the Uniform Crime Report, (3) the consolidated reports, (h) spot maps, and (S) the traffic analysis records. The daily police bulletin should provide a daily chronological summary of police activities and administra- tive announcements for the entire department.123 121 p. uhl. 22 1 Federal Bureau of Investigation, 32. cit., p. 2. International City Managers' Association, pp. cit., 123Wilson, gp. cit., p. 58. 119 The Uniform Crime Brnort, published quarterly by the Federal Bureau of Investigation, is used to compare crime rates between communities. It should not be used to compare police efficiency between communities because of the many uncontrollable factors, such as racial and nationality cherncteristics, housing and other physical factors, economic status of the citizens, and the administration of courts and penal institutions.12u Lew enforcement agencies throughout the United States contribute to the crime reporting program monthly and annually. There are two parts to the Crime Report; Part I includes offenses that are most likely to be reported to the police. Part II includes offenses that are less likely to be reported.125 I O. W. Wilson, in his book, Police Records, recommends further classifications, in addition to the Part I and Part II offenses contained in the Uniform Crime Report. They include the following: Part III cases to include reports of lost—and—found persons, animals, and property; Part IV cases to include reports of casualties, such as traffic accidents, other accidents, suicides, bodies found, sick cared for, and q l‘HInternetionel city Managers' Association, 0 . g££o9 p. MHZ. 125 Federal Bureau of Investigation, Uniform Crime figrggting_flggdpook, (Washington D. C. :), 1§60, p. l. 120 mental cases; and Part V cases to include all cases not covered in the first four categories.126 The daily, weekly, monthly, and annual consolidated reports provide the police chief with the following informa- tion: (1) knowledge of crime conditions, (2) results obtained from investigations, (3) persons arrested and their disposition, (u) distribution of police personnel, and (5) police problems in general.127 Spot maps are used to indicate visually traffic and crime problems. Weaknesses in the police department's fight against crime and traffic accidents can be pointed out quickly, and decisive action can be taken in those areas to bring specific problems under control.128 Traffic analysis records are used to analyze traffic accidents and violations to determine the effectiveness of the traffic program. In the book, Municipal Police Adminis- tration, the International City Managers' Association recommends the following traffic analysis records: 1. Officers' Daily Activity Report, submitted by each officer to his superior at the close of each tour of duty, showing by break-down what he did during the working day and the totals of actions taken. 126W1180n, 92. Cit. , p. 257-259. 127 International City Managers' Association, 92. cit., p. M31. 8 2 Wilson, 22° cit., p. 212. 121 3):»:1113 '1'1-«11‘10 Stemwary, s1uminff daily the totals OI' {we.i(it‘)ll)'l.3 and uhf‘cnmtnnont for the past IBM inimini arui for* the :ncxfldi or';yea1' to (Lite. Hrnnkdown will be by type and severity of ncuident, and by kind of enforcement action anzl ty}>e ()i‘ vitniiiiioxz. i‘w"extremal iiepcgn't to show the effective daily personnel strength of the traffic division, and the reasons for men being off~duty or not werhixqqcm mouse mnemomamszID .o .quO .3 1358: o. Cuxwrfillmu..m has... 5...... a... 38...... as... .EolD + A2130... .03... 0.3... 33:55 3.3.3.3.... msomomamsmlm .m .c«c..u_...Ecc we comuuemmmuum 3 page... .REEMUABG £53988 omumoEoQIlD .m 338A :55... A. v ”we“. A v “o...“ A v .3 v8.5.0 45...... umMoZulD A .302: e.- zve 15......» 22.3 .3 new} 131 .33....» in so 8333 ice...- bmu so 3388. we 11* 5.333- 32.0%.. onto... .0 e122. .22.. Set net—ace. net—e3 R3832. 2e atone.- .eueeEStau 9.2.3 332 2.3 0:22... on... 350 $330 2351.30 2... ..3.... .o .25.. c... e in... 2...... 8...... m. 8.... .3 32.3 .88.... 2.8.: no. .8... I. .2. =2. E... s... 620.535.... .md—dfihfl. MMDZD Z—jmunm thzmmmyamm VSZH. 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Department .....-..... Coughing No. r719“: ....... l9 ........ Day 0! Week at .. AM. .................... PJI. I Ille Clizgeuher. : 7 ‘ D ') County Clty Twp. ’ Z Highway or street on which accident occurred (Nome) 9 AT ITS INTERSECTION '1'”! (mm, highway or n. n. mssln‘) : OR 8 IF NOT AT INTERSECTION: (leet or miles or mctlorte theme!) [N I: J of (tntsreecthu etreet. highway. our, village. county the or R.R.) I l Special re ereoce Use to Indicate core precIse location: (alley, house number. err-econ. milepost, mderpees, or olter 1......) Sec. ......................... Tmnlrllle N0. ........................ C...” Reed "0. .................... Jv l Image to property other the vehlcles I roadway in: at address of owner ol object struck D . or.................... leer tro- Neme euect and stete nature 0! We {IN IS. IE 1' J edge a roed'sy c . Ne vIsIhle m CW! N INJIIY (llee only the most sevleoe one In 0.05 spec I. Inlay.) I - Deed helere report node. A - Viethle ale-a el IeIory, es hleedtsg would er dlstevtsd was-her, er bed to he eenlsd Iter- scene. I - Other vlsIhls Inlay. es hmlses. ehreslsns. svelllng. lletpleg, etc. het censlelst 00 sole or cemetery seeeeselessssss. 0 - Ne IndIeetlen Mme eat 0 I fi-E 6 Parts 0! vehlcle ds-sged Vehlcle mud to: By: .. : owmmzu. u...) m or no cm Jute bl Drlverfl'ULL None) Street or [ID c“, C '7 8 _ "I“. cum". um v “I" . “I. ‘ see! sex mwnv I Driver’s ” . Ll D Dste 0! ll Llcesee Other Type Llceose D 0.. - ll .................. .. > . State Huber 3'00“] Typo ltd/0t Rutrlctlau ”cam. Day, Year OCCUPAN‘I'O ‘ ' «I Front Corner Address .- 3 Frost Right Address -: Rear Left Address Rest Celt-L Address Rest Right .. Adhess ....... Name Street or RFD Clty md Store 3 7... “0.. & TEE “FSC 1 : Year ................Mske Type State o! Reg No. No. g Parts 0! vehicle damsged Vehicle renoved to: By: 3 Ownerfl'ULL Name) Street or RFD City State ....... .......... 3 Drlverfl’ULL Name) Street or RFD Ctty C ‘ 3 ‘ 5 ' °"' " “ ' AOI stx INJURY : Dtlver's Regular Operator's lese D Date ol '8 License Other Type Llceose D B '3: State Number . Specify Type and lor Restrictions "will. DOV. Yeer ‘ occumuvrs - 5 Front center Address .. .... 7 5 Front Right Adhess ...... j Rest Lelt Address ...... 5 Rest C293" Addeu = 3 Rent Right =... Mdrees ......E Name Street or RFD City and State red taken to By WEATHER LIGHT KIND OF LOCALITY ROAD'AY (Check an) CONDITION (Check one) (and: a...) cous'rnucnon wage , catnac'rza conomon k two Clear or cloudy D Mtg. or lodestrlel (Check are) l . one ec ) (Check one) Raining U Daylight U Shopplog or hushess D Concrete D Dry D Srralght road D Detect (describe) Snowing [3 Dual or D Avert-rests [J Electron D 'et D Cave Fog a." C] School or playground C] Gravel 0 Snowy or lcy ‘ Other (spectly) D Darkness C] One family hones D Dlrt or send D Other (smelly) D Level I. C] Farms. llelds D Other (smelly) D On grade .32'332'172'. slippery D Not developed 0 Hilleresr D No detect ; Name Addtell Age Sc: ...... 2 Name FIGURE 11,1; Are Sex ...... E N.” Age Sex ...... ddrese TRAFFIC ACCIBENT REPORT FORM ALL APPLICABLE SCHEDULES MUST BE CHECKED. OFFICERS CONSIDERED OPINION SHOULD BE GIVEN IF PAC” m NOT ODTAMABLI. WHAT DRIVERS WERE GOING TO DO BEFORE ACCIDENT ROAD TYPE (Check are or-orefor each diver) Driver No. i was headed IN IS 15 1' 1 on 8".“ orfiiliwey at MPH Swat" Mm. "c Driver No. 2 was Iieaded [N [S E 1' I on at. ........ MPH D D 2 driving lanes Dimvzznm‘heck one for esch driver) D D 3 “h“ h... E] D Go straight ahead C] C] Make U turn D D Back [:1 C] 4 «note lanes E] [j Overtake [j E] Make right turn [3 D Maire left turn D D Slow or stop '3 U Start in trafflc lane [:1 E] Start froio parked position D U lie-sin stopped in traffic lane [:1 C] lie-sin parked E] [j Divided roadway (cum ......) C] C] Divided roadway (or...) D [3 One way street D E] Unpaved - ... width WHAT PEDESTRIAN WAS DOING Pedestrian was going [N ]s IE l' D Along I D Across or into (Check one) D Crossingor entering at intersection D Crossing or entering not at intersection D Getting on or off vehicle D Standing in roadway Street Nears, High-er No. C] Ioiking in roadway - with traffic D 'aiking in roadway - against traffic ....... .. To N.E. oorner to 8.3. corner. or west to east aids. are. D Pushing or working on vehicle [:1 on... with. io roadway D Playing in roadway D Diet is roadway C] Not In roadway VIOLATION INDICATED (Check one «more for eooh driver) DIR'VzER [:1 C] Speed too fast C] [3 Made i-proper turn D E] Failed to yield right of way [3 D improper or'oo signal D D Drove left of center D D iinproper parking location D D improper overtaking D D Other inproper driving (describe) D C] Passed stop. sign ' APPARENT PHYSICAL CONDITION (Cheek are or-ore no prioohlo) DRIVER l a 9:0. . E] Cl [3 m C] C] D Non-i D D D Patigneil D D C] Condition not known B D [:1 Asleep C] D Restrictioggn'ggeaoe D D D Other impair-eat C] D Restriction on iicenseaet (:3: J*; co-pIied whh (ifeeeriln,I [:1 E] Disregarded traffic signal C] D Followed too closely D D No violation indicated L _‘ DRINKING CONDITION (Check one) DRIVER i 2 P10. HAD BEEN DRINKINOI C] D D Under the influence D [:1 D Not under the influence D D D influence not known VISION ons'rnucrion (Check one ornrore for end- driver) onivan I r - [:1 C] 'indshield or windows (doecribe) C] D Bldgs.. signs. hashes, crops. .enihank-eat. parked cars. etc. (describe) ‘ [:l. E] [3 Had not been drinking [:1 Cl D'Not known if drinking canit ir anenicaoLni D D [3 Chemical test given D D No vision obstruction VEHICLE CONDITION (Check one or more) v‘nmgnn D D Defective brakes [I] [j Defective lights [3 D Defective steering D D Defective tires D D Other defective equip-eat" (op-cur) TRAFFIC CONTROL (Check one or-on) [3 Stop tio- D Stop .d go signal D Officer or watch-n [3 Lil. gates or signals Cl Oiled-incur) r: Emacs-m2: (describe) D [:1 Not known if defective D D No defect D No traffic control prusot ‘__— lNDlCATE ON‘THIS DIAORAN WHAT HAPPENED 1. Draw heavy lines to show streets . . INDICATH! 2. None streets . - NORT 3. Draw arrow pointing north ' . ' DY ARRgW 4. Show veh. and ped. thus: - Vehicles:—)ED @(— — 'io . I . Pedestrians O (.....- - S. Show angle of collision . OOOOOOOOOOOIOIOOO.‘OOOO0.0.0... I REMARKS AND RECONNENDATlONS inspect scene for need of traffic engineering? D Yes (enptaho Re-eaanioe driver for lie-as magi C] in Cl 02 (mm) Use conplaint for. or heat of paper for note extensive N-l§. or dint-f; a Arrest: Name Charge —- g Arrest: Nanie Charg- M-x‘ 3 Reported by (rims) Address --- fi' Date received 'i‘iine ......u-.. D All 5C] PN Report received by (officer) —---' U 1 fin to ... ..... .... .. --*' a nves J ' Simnnrre and Rank ‘ ' Dodge No. ~ . Static: or Wt I vesti ated Phoro Coup [II t . E I 2: :cen‘e? 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S S 8 GE . mozmHmwmxm hzmoHuo< emHBo<.NBmm¢m pomde n ' — a . . p p - p a a v .1... 177 APPENDIX B FORT RICHARDSON MILITARY POLICE COMPANYYS FORMS IE$ NAME (Loaf—FlraI-Mlddla InJIJAI) GRADE ISCRVICE NUHBER ORGANIZATION STATION BLOTTER ENTRY an ‘wfiaLE' :(‘s- ‘ ‘ 5E ”‘gJIIXRS ‘ i kW:- ¥fi Ii)’5“ 15:34.56 9.,51 MILITARY EERUICstBEEK) REFERENCE ”PO! "5‘ O -OOODH FIGURE 1 MILITARY POLICE DESK REFERENCE FORM .n ,,~ A COMPIAINT uuuetn COMPLAINT ELFOKT NIT (‘TfiTIQII Wflwwm-“ .. WI.“ ....- -.____..,_ . --.. --.-...__-__-._._.-, L_-___._'._.JL__..__.__._._-__.--.-__-,._.._.___.-... - .._._._..._.. ....-- ..-.- L, DETAILS OF CDI‘FHHM’ (01» rcrnrne. aids If necessary) 1K7€l FIGURE 2 COMPLAINT REPORT FORM . LOCATION or uncnosur . 3. noun or INCIDENT u. DATE or iNCIDENT 5. RECEIVED FROM (1.10! "am. - First Name - fiiddlo 6. ADDRESS 7. TELEPHONE NUMBER Initial) . uztnoo or SUBMISSION or COMPLAINT 9- noun necsuveo A ‘ 10; DATE RECEIVED CZ] 3n mason [:3 TELEPHONE [:1 NAIL 11. COIPLAINAIT (Ln-t n... - rlr-t Nana - Middle 12. noontss ’ _ . ;3. retcpnouz uuuacn Initial) ‘ . /’ ' .— 1u. VICTII (Lane u... - Fir-i Nan. - ulddlo 19. annatss 16. TELEPHONE Huupcfl Initial) " FII. PRELIMINARY Invesvacarnou man: or (Na-o) 13. INVESTIGATION couanrco av (Home) .19. ACTION [:23 none . [223.0rrsusc acres! [:23 TRAFFIC REPORT 20. APPREHtNSION (:::3 nesznnto TO anorucn aaeucv (Specify) [:23 Its E223 N0 1. EVALUATION . ___._- ‘ [II] ourouuoso £223 rtlouv [II] unsocuEAnon [:2] MILITARY orrcusc [:2] TRAFFIC our nsceuvco av (Sicnoturc) stennrunt or ourv orruccn "an on nmno mm ”no on PRINTED um: ..I._ M .- “OFFENSE on INCIDENT REPORT DATE CAII/RBCOIID NO. III—5r FR OM: (URN/Headquarter.) 180. I. NAN! OF SUBJECT 2. GRADE/RATE a. SERVICE NUMBER 4. RACE 3. ORGANIZATION AND LOCATION 0. DESCRIPTION (CompIoIo on all clvmmo and than mHIIary personnel whoco Identuy II In two-um) I a. COLOR or even b. COLOR or HAIR c. COMPLEXION d. HEIGHT a. WEIGHT I. DATE or BIRTH I. PLACE OF BIRTH II. IDENTIFYING scam. TATTOOS. :Tc. 1. How DRESSED (Mltuary or chm-n. and candnlon ol cIoIhIn‘) B. UNDER INFLUENCE OF . OFFENSE OR INCIDENT (SP-ally typo and location) a. HOUR B.DATB III-0L. NAME AND ADDRESS OF COMPLAINANT (fl applicano) II. DAPPREHENDED av DSURRENDERED TO NAME GRADE SERVICE NUMBER ORGANIZATION] I NAM! TELEPHONE I3. DETAILS OF OFFENSE OR INCIDENT (Who - uncooperative. 'Aucch alumna“ oi moment p. f o I W3C on - How. Include attitude at “me oi mpuhcmlon me! tin «mm i} now onflmw on nvoru ”do. I! Inca-nary) FIGURE 3 OFFENSE OR INCIDENT REPORT FORM "O EVIDE NC! AND ITS DISPOSITION “do! and deletibc) I5. DISPOSITION OF OFFENDER . INCLOSURES 17. D I I ; ISTRIBUTION SIGNATURE TYPED NAME/GRADE OF CO OR REPORTING OFF nn FOR“ R79 Knlflnu a: 19:9 M MAY nu: Inch. 37 II. 5. rmmmrm "9!!!!992 95m: - 1953 0 -.‘:~.:-.-,,". II CI‘O'II'I‘ UII‘ “DIVESTIGA'I‘ION (MILITARY POLICE) (Sno SR [90—304) PREPARING AGENCY (URI! and Station) CASH." FCORD N0. STATUS OF REPORT PERIOD COVERED OFFENSE TYPE OF INVESTIGATION . C] cmmmu. D DETERMINATION or sum CI mcxcnouno D OTIIaI SUBJECT(S) VICTIIIKS) SYNOPSIS . PNQPGZ FIGURE LI REPORT OF INVESTIGATION FORM LOCATION OR DISPOSITION OF PROPERTY OR EVIDENCE (Include monies) DATE DA FORM 25' SUBMITTED INVESTIGATOR (Simalurl) DISTRIBUTION cams NAME AND GRADE (Typed) APPROVING OFFICER (Slpnalurc) NAME AND GRADE (Typed) n A _ {9895“ 1 0 Cl: REPLACES DA AGO Rum 19.51 ._ ______ _ __ - I82? PROPERTY 8R! 0 45.1) TIIII ‘ °' CASE NUMBER DATE UNIT AND LOCATION C] TAKEN FROM [3 RECEIVED FROM [I FOUND ORGANIZATION AND STATION TOISITION WHERE FOUND DESCRIPTION OF ARTICLES (Use meme IMO I! 8 WWW?" ALLEGED OWNER AND STATION PROPERTY RECEIVED BY (PrInI. or In. Mlle) OPECIAI. DISPOSITION INSTRUCTIONS WWW DA 1:3?” 19" 23 wmcII'Ils'IIgsoL FIGURE 5“. PROPERTY TAG FORM r' MILITARY POLICE RECEIPT FOR PROPERTY Icowm on cm «a (1' "W (AR 190-22) iTTRSIsuAIIou or RECEIVING HEADQUARTERS LOCATION (TIM or reason non-won mom" Is OBTAINED noontss 133' Go"!!! [Down LocIIIou or mom" mmrosc FOR WHICH OBTAINED ‘~3 IIEM QUAI- DESCRIPTION OF ARTICLES . up TITY (Include nodal. aerial Nr . Identifylnt unrko. condition. and vulva. when appropriate) FIGURE 6‘ MILITARY POLICE RECEIPT FOR PROPERTY FORM I CERTIFY um I HAVE-RECEIVED AND HOLD MYSELF RESPONSIBLE FOR THE Wu. k DATE “ IYPEO NAME. GRADE AND BRANCH -' SIGNATURE ' SEA1I_9E_£USIQDY A '53" DATE RELIIIQUISIIED av RECEIVED av PURPOSE or CHANGE or CUSTODY TYPED NANEp GRADE AND DRANCN TYPED NAME. GRADE AND GRANCN SIGNATURE SIGNATURE TYPED NANE. GRADE AND DRANCN TYPED NANE. GRADE AND DRANCN SIGNATURE SIGNATURE TTPED NAME. GRADE AND BRANCN TYPED NAME, GRADE AND DRANCN SIGNATURE SIGNATURE TYPED NAME. GRADE AND BRANCN TVPED NAME. GRADE AND BRANCN SIGNATURE SIGNATURE r \ A lflnRM I l\ '5'! CHAIN OF CUSTODY (Continued) ITEN NR DATE RELINQUISHED BY RECEIVED BY PURPOSE OF CHANGE OF CUSTO _i 07.] TYPED NANE. GRADE AND GRANCN TYPED NANE. GRADE AND BRANCN SIGNATURE SIGNATURE SIGNATURE SIGNATURE TYPEO NANE, GRADE AND GRANcN TIRED NANE. GRADE AND BRANCH sIGNATURE SIGNATURE TIRED NANE. GRADE AND DRANcN TYPEO NANE. GRADE AND DRANcN SIGNATURE SIGNATURE TYPEO NANE, GRADE AND DRANcN TYPED NANE. GRADE AND DRANCN SIGNATURE SIGNATURE ' TIRED NANE, GRADE AND DRANcN TIRED NANE, GRADE AND DRANCN SIGNATURE SIGNATURE . TYPED NANE, GRADE AND DRANcN TIRED NANE, GRADE AND DRANcN ISIGNATURE SIGNATURE RIPED NANE, GRADE AND BRANCH TYPEO NANE, GRADE AND DRANcN IGNATURE SIGNATURE TYPEO NANE. GRADE AND DRANcN TYPEO NANE, GRADE AND DRANcN fIGNATURE SIGNATURE 'YPEO NAHEI GRADE AND’BRANCH TIPED NANE. GRADE AND DRANCN EIGNATURE SIGNATURE TYPED NANE, GRADE AND BRANCH ‘ TYPED NANE. GRADE AND DRANcN SIGNATURE SIGNATURE TIRED NANE. GRADE AND DRANcN TIRED NANE. GRADE AND DRANcN IGNATURE SIGNATURE ' TIRED NANE, GRADE AND DRANcN TIRED NANE, GRADE AND DRANcN SIGNATURE SIGNATURE TIRED NANE. GRADE AND DRANcN TYPED NANE, GRADE AND DRANCN SIGNATURE SIGNATURE TYPED NAue. GRADE AND BRANCH TYPED NANE, GRADE AND eRANcII (IN I”-“- I) ‘ _ NOTICEBF TRAFFIC VIOLATION - I mu m D7 8 9 5 7 5 DRIVER OF VEHICLE (Lad Elmo!” Nam-MIMI. MINE—TI) . GRADE m I . ICE ‘W 7 , fl ' I I . . A W IN I J W V. T, n" n .“ TTI'T‘I" "VF" . l “ a ‘ ‘ k i l ‘ r ‘l . . " l.” l‘ _ ‘ : * \ I A N, ‘- N . '. - Th, ‘ WI a I'm 5“ '2‘ ~ .I- I fi’ I.‘ I. GOVERNMENTPMR‘NNO omen m-uA-n FIGURE R NOTICE OF TRAFFIC VIOLATION FORM DA .m I9-93 DREW” -_.'.. om 3 1&1 TEMPORARY RECEIPT FOR PROPERTY CASE NUMBER TRER (Last Name - First Name . Middle Initial) GRADE SERVICE NUNDER . q, - .OANIZATION STATION DATE 1139; MONEY WOUNT IN IIIRITING AMOUNT IN FIGURES EFFECTS QUANTITY DESCRIPTION FIGURE-8 TEMPORARY RECTIPT FOR PROPERTY FORM DELIVERED TO (Signature of Sorvlco Pollen) SIGNATURE OF WITNESS YERIFIED DY (Sllnaturo of Prllonor) SIGNATURE OF WITNESS u DISPOSITION .vE DELIVERED THE PROPERTY LISTED ABOVE To D‘TE S'GNATURE OF CUSTOO'A" .NE PRISONER WHOSE SIGNATURE APPEARS BELOW DATE SIGNATURE or PRISONER {RECEIPT OF THE PROPERTY LISTED ABOVE IS AC- ‘KNOWLEDGEO M. --.“ ~- 1:36 I - . RECEIPT OF PRISONER OR DETAINED PERSON I CERTIFY TNATTI AM AUTHORIZED Tgmgggclgg, AND I HEREBY ACKNOWLEDGE RECEIP O H N U N M RECEIVED FROM (Unit. Guardhouno. or Stackado) ' STATION ILAST NAME - FIRST NAME - NIDDLE INITIAL ‘ SERVICE NUNBER GRADE ORGANIZATION , STATION OFFENSE IONEV’ EFFECTS ' PRISONER’S STATUS CUSTODY GRAD UNSENTENCED NAXINUN, SENTENCED NEDIUN CASUAL NININUN HIE SIGNATURE OF PERSON RECEIVING ABOVE INDIVIDUAL SERVICE NUNBER ‘ GRADE ATE - TITLE I RECEIVING UNIT AND STATION )D PORN 629 REPLACES no AGO roan 19-1II, Rummmumnmmormum 0.0m" 1.IAR 52 1 JUN N5, RNICN Is OBSOLETE- FIGURE 9. RECEIPT OR PRISONER 0R DETAINED PERSON FORM 18T CONF INENE'NT ORDER J°"‘ Prepnre in duplicate. Original in retnined by Confinement Officer; duplicate is returned to officer directing the confinemont. The normei period for preferring court martial chnrcee following reetreint of eccnned in 24 Ionre. (An to who may direct confinement. nee pern‘reph 213. AC” 1951) TOT INSTALLATION Confinement Officer THE PERSON NAMED OELON NILL BE CONFINED 'tIET'RIIE'='FTRST‘RTRE - RIDDLE INITIAL GRADE 'SERVIci‘RURiER OEPARTNENT OE_RTLITART svc ORGANIIATION REASON: I23 RESULT OF COURT NARTIAL SIGN TURE OF OF CE RD R G ENT (Or euifiofTNDJ repreeenteilve) I VPED 0R PRINTED NANE, GRADE A TITLE OF . E CDNFINEIENT (Or authorinod repreeentntive) b RECEIPT FOR PRISONER TNE PRISONER NAMED ABOVE NAS RECEIVED POR CONFINEMENT AT: "°”" ”‘7‘ IT'IO BI FRIRIEB NINE IND GRID! 5’ EONEINENENI OFFICER 3TONTTURTTOF_EONTTNENENT-DFFTEE r on or no repreeen - (0r authorised repreeenceiive) .¢;,.) - ORGANIZATION ' FOR" REPLRCES EOITION OF 1 "I ’1 ONION "RV OE OSEO DD 1 5E9 53 4 97 - ' ' , ' #onIImo-mm FIGURE I) C 0 NF I NEME NI‘ ORDER F0 RM L DISPOSITION OF OFFENDER REPORT CASE No- HEADQUARTERS « ILSCAT‘ON TO: _ , _. DATE OFFENDER (Lu: Nam—Fin! NON—MIMI. Initial) ‘ GRADE ' . ' (:35me “o. OFFENSE JUDICIAL OR NONJuoIcINI. ACTION TAKEN (W) . Q DATE fink ‘ RR FINDING _ :: P“ SENTENCE OR PUNISHMENT TYPED NAME OF COMMANDINO OFFICER I SIGNATURE GRADE TITLE AND ORGANIZATION L DD INRIIHD! 582 ‘ - ' ~ ‘ ‘ _ ‘ ; u—ueaan-I n.e.eovERRNENr Penman 0'an FIGURE 11,, I ' DISPOSITION OF' OFFENDER REPORT FORM FRONT PROV I 3 IOIIAL PASS Issuco To . S£RVIC£ NO. GRAOEIRATE ORGANIZATION STATION , . / m 1 .. FROM (LooeHon) q I‘ ‘3 To (Looeuon) ‘ Issuzo AT .1 on: TIN: ISSUED. BY (Nene. Oude/Rete, Ortenheuon) MAR 91 FOR" REPLACES '0 A60 FORM 19-1 1 "IN 'I WHICH IS 0030 DD 1 460 9, l 9 _ LET! REVERSE SIDE ORDER: The bearer lo ordered to proceed by tho moot dlroot routo on tho llrot evelleble trenoportetlon. Old to re- port on errlnl to his omndlu o“ cer. A ACKNOWLEDGEMENTI \( . I hereby ecknowl(od JOE‘S» of be ebove ordbr. I understood um failure to obe this order wlll ubjoc by ooorte—nrtle, on (2) thin or Big}? In tlntee or terminteo the llebllnyl 51hr: ootloe Involved In on pre- vlone tolloe sIONATun: one 0.9.mmmmno'm: Tm o—emu FIGURE 12 PROVISIONAL PASS FORM FOR um: 189 ’ - on: (From 0001 hours Io 2:00 Noun) lPAGE N0- MILITARY POLICE DESK BLOTTER (SR 190 .45 " I OR STATION DESIGNATION 1:0. OF PAGES :90. “‘3' TIME suuumv 0F OONPLAINT. INCIDENT. POLICE INFORMATION 5”““‘“;A::N‘°T'°" U ENTERED OT SAMPLE FIGURE 13 MILITARY POLICE DESK BLOTTER FORM AIFNOOTIH‘IO 19. 50 II. I. Dovnrmmr "INT-mo omen mo 0 ...~ ~: I I . PROVOST MARSHAL ACTIVITIES (AR 190-46) REPORTS CONTROL SYMBOL PMO-2(Rl) FROM: PERIOD COVERED 1,9,1 PART I - OFFENSES (Army Military Personnel) PERSONS PERSONS CIASS I OFFENSES OFFENSES CHARGED CLASS II OFFENSES CHARGED 1. TOTAL (2 thru 8) 9- TOTAL (10 thru 27) 2. HOMICIDE . 10. HRONGFUL DISPOSITION ”2' S. PROPERTY (Over :50) a. MURDER 8 VOLUN- 11. WRONGFUL APPROPRIATION (Over :50) TART NANSLAUGHTER 12. ASSAULTS (Except Class/AD b. INVOLUNTARV NAN- 13. FORGERY AND COUNTEREETTING SLAUGHTER A NEG- T Tr: L'GENT HONICIOE 1a. FRAUD \ 15. WEAPONS 43‘ \V/ 3- RAPE 16. SEx OFFENSES—(E§#ep5/4y 17. NARCOTICSI’FYJDPI 1P5 u. ROBBERY . 18. MARIHL HA :_\\ 19. ANGLRHI HON NARCOTIC DRUGS 5. AGGRAVATED ASSAULT I 20. LI\SA'(rxcbpt 21 and 24) ' 21f QUNRTNQESS (Except 24) 6. BURGLARY A HOUSE- 22 ;/t F THE PEACE (Except 23) BREAKING . ggTPT TTTTS ) zHOT 7. LARCENY (Except 8) I KC~m-°N. éRUNKEN DRIVING a. OVER S50 “[28. ROAD AND DRIVING (Except 24) b. $50 OR UNDER fi-26. OTHER TRAFFIC A MOTOR VEHICLE (Except Plrklflt) AUTO THEFT 27. OTHER OFFENSES EXCEPT AWOL A MINOR OFFENSES “_ PART II - PROPERTY RECOVERED BY MILITARY POLICE GOVERNMENT (Including Non-Appropriated Fund Property) 2, PRIVATE S , S __, PART III - PRISONER POPULATION Ag ALL PRISONERS - STOCKADES AND HOSPITAL PRISONER HARDS MOVEMENT 0F POPUIATlnN ARMY NAVY AIR FORCE CIVILIAN TOTAL 1. TOTAL PRISONERS LAST DAY PRECEDING PERIOD 2. TOTAL RECEIVED DURING PERIOD (28 thru 2c) a. TRANSFER FROM OTHER MIL CONFINEMENT FACILI TIES _ b. RETURNED FROM ESCAPE (b(1) + b(2)) I1) INSTL PAROLEE 8 TEMP PAROLE VIOLATORS RETURNED I2I OTHERS C- INITIAL CONFINEMENT AND ALL OTHER GAINS ’ 3- TOTAL REMOVED DURING PERIOD (3. "*h'9_ 3d) a. TRANSFER TO OTHER CONFINEMENT FACILITIES 0- ESCAPE (ha ) + 5(9)) (lI INSTL PAROLEE I TEMP PAROLE VIOLATORS (2’ OTHERS SENTENCE C- RELEASED FROM CONFINEMENT AT TERMINATION OF d. OTHERS REMOVED (Specify Rea-on) PROVOST MARSHAL ACTIVITIES FORM FIGURE ALI . ”TOTZL PRISONERS IA T DAY OF PERIOD 3- SENTENCED _ D. ADJUDGED I c. COMMISSIONEO AND WARRANT OFFICER PRISONERS -‘uf- [— d OTHER L :: - - ' S CAPACITY OF STOCRAOES AND HOSP PRISONER WAROS DA 1 "I“ 19-20 .Illll no . AUG 54. AND DO FORM 158. 1 JUN 31 (for Any In.) 3. ALL PUNITIVE DISCHARGE TYPE PRISONERS - DISCIPLINARY BARRACKS, STOCKADES AND HOSPITAL PRISONER HANDS (Military Personnel centonced to confinement end punitive civilian: sentenced to .1: months or more). discharge or dilute-e1 by court-nettle! order and MOVEMENT OF POPULATION ARMY NAVY AIR FORCE CIVILIAN TOTAL 1. TOTAL PRISONERS LAST DAY OF PRECEDING PERIOD 2. TOTAL GAINED DURING PERIOD (2- thru 29) a. INITIALLY GAINED b. RECEIVED FROM (5(1) ‘5'" 5(4)) I1, DISCIPLINARY BARRACKS (2) FEDERAL INSTITUTIONS (3! POST AND BASE STOCKADES (HI RETRAINING CENTERS G. ESCAPED PRISONERS RETURNED (ch) + c(2)) I1! INSTALLATION PAROLEE AND TEMPORARY PAROLE VIOLATORS I2I OTHERS d. PAROLE VIOLATORS RETURNED 9- OTHERS RECEIVED (Specify reeeon) TOTAL REMOVED’DURING PERIOD (30 th'" 31) \.A) 'a. RESTORED TO DUTY b. REMOVED T0 (5(1) ‘5'" 5(4)) III DISCIPLINARY BARRACKS I2) FEDERAL INSTITUTIONS (3) POST AND BASE STOCKADES IV) RETRAINING CENTERS C. EXPIRATION OF SENTENCE d. REMISSION OF CONFINEMENT e. ESCAPED (.(1) + «(2)) I1I INSTALLATION PAROLEE AND TEMPORARY PAROLE VIOLATORS I2) OTHERS f. RELEASED ON PAROLE (Excludlna temporary) g. RETURNED TO DUTY PENDING COMPLETION 'OF APPELLATE REVIEW h. RETURNED TO DUTY - MODIFICATION OF SENTENCE i. OTHER RELEASES (Spoclty rec-on) A. TOTAL PRISONERS LAST DAY OF PERIOD 3- DISHONORABLE DISCHARGE (IHCIUdIRI dilllllll) I1I SUSPENDED BY COURT-MARTIAL ORDER I2) OTHERS (Executed, etc.) b. BAD CONDUCT DISCHARGE IlI SUSPENDED BY COURT-MARTIAL ORDER \§\ I2! OTHERS (BiocutOOTTOTE.) 5. PRISONERS WITH SENTENCES T0 CONFINEMENT NOT ORDERED EXECUTED (O! the totele ehovn for Item 4) OFF ENL 6. PRISONERS ON PAROLE LAST DAY OF PERIOD (08’! 0017) REMARKS DATE I TYPED NAME 5 TITLE OF PREPARING OFFICER SIGNATURE ' U. I. MINI-INT PRINTING “MCI ; I”. 0.0!,“ u: