CHAPTER - XXXIV POLICE STATION RECORDS

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Transcript of CHAPTER - XXXIV POLICE STATION RECORDS

  • CHAPTER - XXXIV

    POLICE STATION RECORDS

    Note:

    (i). All registers should be page numbered and certified. (ii). All columns in every register should be properly filled in.

    (iii). The signatures of the SHOs shall be affixed wherever indicated.

    1411. Every officer in-charge of a Police Station and ASI/HC in-charge of an out-post shall

    maintain all statutory and other records for the purpose of maintaining public peace, controlling

    and investigating crimes and ensuring successful prosecution of all cases. The records shall be

    updated on daily basis.

    1412. The following records shall be maintained,

    (A). AT THE POLICE STATION

    01 - DOR (Daily Occurrence Reports)

    02 - General diary

    03 - Station House Report

    04. F1 - Form of application for seeking information under the Right

    to Information Act, 2005

    05. F2 - Rejection order under the Right to Information Act

    06. F3 - Form of supply of Information to the applicant under the Right

    to Information Act

    07. F4 - Acknowledgement of appeal under the Right to Information

    Act

    08. R1 - Right to Information (application and disposal) register of the

    Public Information Officer

    09. R2 - Right to Information (application and disposal) register of the

    Additional Public Information Officer

    10. R3 - Right to Information (appeal and disposal) register of the first

    appellate authority.

    11. F5 - Finger print RECORD slips

    12. F6 - Finger print SEARCH slips

    13.F7 - Employment board (Police Welfare) application form (as in

    clause 686 and 689 of Volume I)

  • - 2 -

    14

    15 - Relating to Home Guard Organisation

    INTEGRATED FORMS AS RECOMMENDED BY NCRB

    IF1 - First Information Report (under section 154 Cr.P.C.)

    IF2 - Crime details forms

    IF3 - Arrest / Court surrender memo

    IF4 - Property seizure memo

    IF5 - Final Report From (Under section 173 Cr.P.C.)

    IF6 - Court disposal memo

    IF7 - Result of appeal form

    IF1(A) - FIR book counter foil or First Information Report book

    16 - FIR Index

    16 (A) - Case diary

    STATION CRIME HISTORY

    16 P1 - Part I (True property offence register)

    16 P2 - Part II (Crime charts for 3 years)

    16 P3 - Part III (General conviction register GCR)

    16 P4 - Part IV (Village Crime History)

    16 P5 - Part V (History Sheets)

    INDICES

    17 - Alphabetical loose leaf index

    18 - Name war index

    19 - Descriptive, Deformity and physical peculiarities index

    REGISTERS TO CHECK BCs

    20 - Ex-convict check register (Local)

    21 - Non local ex-convict check register

    22 - Check register for KDs and Suspects

    23 - Village crime register

    24 - Enquiry Roll Form (A) / Information sheet (A)

    25 - Enquiry Roll Form (B) / Information sheet (B)

    26 - O.V. cards

    27 - Sentry Relief Book

    28 - Duty Roster

    29 - Process register

    30 - Process register (Miscellaneous)

    31 - Bail bonds / Security bonds

  • - 3 -

    32 - Prisoners Search Register (PSR)

    33 - Form 95 (case properties to be sent to Court)

    34 - Conviction memo book

    35 - Petty case register

    36 - M.V. Act cases register and Police notice

    37 (A) and 37 (B) - Pocket note books and the second note books

    38 (A) and 38 (B) - Proclaimed offenders register and personal file of PO

    39 - Armed forces deserter register

    40 - Formal Inspection register

    41 - Beat books

    41 (A) - Sample signature book

    41 (B) - Point book / Patta book

    42 - Panchayatar summon books

    43 - Notice to complainant

    44 - Arms licence register

    45 - Arms deposit register

    46 - Government property register

    47 - Indent book

    48 - LARS book

    49 - Government fire arms and ammunition register

    50 - History sheets of arms

    51 - Railway warrants

    52 - Railway warrant register in two volumes

    53 - Bus warrants

    54 - Bus warrant register in two volumes

    55 - Permanent advance register

    56 - Cash book (government)

    57 - Reference / petition register

    58 - Trunk call register

    59 - Casual Inspection register

    60 - GOs visiting book

    61 - Criminal Intelligence gazette file

    62 - Police manual or standing orders

    63 - Other orders from Chief Office File

    64 - House search book

    65 - P.T. case / court register

  • - 4 -

    66 - Unidentified dead-body register

    67 - Missing person register

    68 - Village roster

    69 - N.C. case register

    70 - Computer register

    71 - Kit inspection register

    72 - Kit card

    73 - Annual Range Firing register

    74 - Welfare meeting register

    75 - Departmental proceedings register

    76 - Orderly room register

    77 - Wireless / Wireless set maintenance register

    78 - Stamp account register

    79 - Grant of licences for loud speaker, assembly meeting and

    procession register

    80 - Destruction (weeding out) of old records register

    81 - Register of land / building

    82 - Posting / transfer / reliving register

    83 - Tapal / despatch register

    84(A), 84 (B), 84(C) - History sheets of vehicle, bicycles and petrol coupan book

    85 - Medical history sheet

    86 - Small service book

    87 - Weekly parade register

    88 - News paper magazine register

    89 - Right to Information (Application and supply of

    information) Register

    DAILY OCCURRENCE REPORT (DOR) (01)

    1413. The Daily Occurrence Reports of Police Station shall be sent by the Circle Inspectors

    daily at 0700 hours to SPs, SSPs, IGP and CRB in Form 01. The Circle Inspectors shall furnish

    the details of cases and other events in the following order:-

    I Political activities

    II Labour affairs

    III Communal activities

    IV Any matter of interest from the security angle or otherwise

  • - 5 -

    V Cases registered under

    (a). IPC

    (b). S. 41 Cr.P.C.

    (c). Sections 107, 109, 110 Cr.P.C.

    (d). S. 174 Cr.P.C.

    VI Cases registered under

    (a). Gambling Act

    (b). M.V. Act

    (c). Loud speaker / violation cases

    (d). Other Special and Local Laws

    Note

    Instructions of arrest, ascertainment facts, situation in the area, will be clarified while

    briefing. Any clarification or direction for any failure or guidelines shall go in the memo

    form to the concerned CI or SHO from the offices of Senior superior officers.

    1414.GUIDELINES ON THE USE OF POLICE STATION RECORDS

    GENERAL DIARY (02)

    (1). It shall be the duty of every officer-in-charge of a Police Station to keep a general diary

    in From (R.02) and to record therein all complaints and charges preferred, the names of all

    persons arrested, the names of the complainants, the offences charged against them, the weapons

    or property that shall have been taken from their possession or otherwise and the names of the

    witnesses who shall have been examined. (Section 44 of the Police Act, 1861)

    (2). Every information relating to the commission of a cognizable offence shall be reduced to

    writing by the Station House officer and the substances of such complaint shall be entered in a

    book to be kept by the SHO (general diary in form R.02) (Section 154 Cr.P.C.)

    (3). In the general diary should be entered in regular sequence in point of time all works done

    in the station and the information received. Details of cognizable complaints or of investigations

    already given in the First Information Book and in the case diary, need not be reported in the

    general diary, but record of occurrences in the station in connection with those cases, such as the

    receipt of information, the production of prisoners / accused or the departure for, or return from

    inquiry of investigating officers must be entered. The information received and action taken in

    non-cognizable cases as well as information received regarding fires where there is no reason to

    suspect the commission of a cognizable office should be entered in it.

    (4). If in the normal course of duties in a Police station no entry in the Station House general

    diary becomes necessary for a spell of two hours from the last one, a formal entry stating,

    Nothing special to report (NSR) should be made. The general diary should have no gap in the

    entries for more than two hours under any circumstances.

    (5). The pages in the general diary (one book one volume) should be serially numbered and

    the page numbers should be printed. The following columns should be drawn, whenever an

    entry is made at every page.

  • - 6 -

    The name of the station and the date should be mentioned on the top of every page. On the cover

    of each GD book volume number shall be given consecutively in a calendar year.

    (6). COPY OF THE GD TO BE FORWARDED (03):

    The general diary of a day should cover 24 hours and a copy of it shall be despatched to

    the Circle Inspector daily at the earliest opportunity after being closed in Form No. 03 (i.e.) SHR

    Station House Report containing an abstract