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 - Prisoner’s 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 offender’s 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 - Sl. No. Time of the day Events 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 of duty done by the Station staff. (7). The general diary shall be commenced at 07.00 hrs in all stations and out-posts and shall be closed at 07.00 hrs the next day, which will be followed by the conduct of roll calls when the men will be suitably briefed of their duties and of the important events. (8). As soon as the general dairy for each 24 hours period is closed, it should be handed over to the station writer (who should be picked up and assigned such duties by the SHO; If a suitable writer PC is not available in a station, a competent constable from any other station or from other units shall be got posted through the Senior Superintendent of Police or the Superintendent of Police). The station writer, in turn, will extract the required information from the general diary and records as follows:- (a). In the SHR form one line entry in respect of each member of the Police station shall be made. This will be signed by the Station House Officer. (b). In the SHR to be prepared by the writer by binding 200 or 300 SHR forms in which one or more pages will be allotted for daily one line entries in respect of each member of the Police station (all ranks); the diary figures for each member will be totaled for every calendar month and the monthly totals for each member will be carried over to one or more loose SHRs, as a monthly SHR return to be produced by the Station House Officer before the Circle Inspector by the 2 nd of the following month.