FIELD NOTES, THE FOUNDATION FOR A SUCCESSFUL PROSECUTION

The art of field notes is not unique to the security industry alone, journalists, investigators and seasoned prosecutors take hundreds of notes in the execution of their duties per day…what is unique though, is the reason for taking notes. In a country with a prosecution rate as low as 2%; South Africans are turning to the private security industry for a feeling of safety and security. But how can these private citizens protect their communities be successful in an area where the conventional security apparatus provided by the state has failed???

The answer amongst others lay in the facts. A successful prosecution is synonymous with events on record and an accurately reconstructed scene. From their arrival first responders are bombarded with a continual process of evaluating and recording information. Without field notes, testifying in a court of law months or even years later would be impossible.?

Unfortunately pocket book entries are overlooked by apprentice security personnel and untrained community volunteers. Some may even scribble down a few notes (if any) on the nearest piece of paper which they later re-write in an incomplete and meaningless post action report (if reports are ever generated). This ill practice will not only lead to great frustration and embarrassment for all parties involved, but would also hinder any follow-up action needed by authorities, insurance companies and families.

On arrival, the first responder must adopt a strict but respectful attitude and follow the basic scene management approach. This approach, if done systematically, will place the first responder in control, keep them focused on the task at hand and have a calming effect on the people directly involved with the scene. Once the physical integrity of the scene has been secured and all victims, witnesses, bystanders and suspects are in a safe area, begin to record information about events leading up to the incident.

Authors of pocket book entries are advised to start their notes by answering the following five questions in relation to events unfolding on scene: Who, What, When, Where and How.

1.???Who: ?Who are the parties involved, who called for assistance, names of victims, witnesses, suspects (if possible) and any additional contact information for future reference.

2.???What: What occurred, shortly describe the type of incident / accident.

3.???When: When did the incident / accident occur, note the date and time of the incident / accident and the time of arrival on scene.

4.???Where: Where did the incident / accident occur?

5.???How: How did the incident / accident occur?

The second question “Who”: Can be elaborated on by providing all units active in the area with a detailed suspect description in the form of a BOLO (BE ON THE LOOKOUT) message as soon as possible, this description rests on the theory that everything in the universe is unique and a suspect or suspects can be identified by their own unique physical characteristics.?

Suspect description:

1.???Sex:?Is the suspect male or female?

2.???Race: Is the suspect white (Whisky), coloured (Charlie) or black (Bravo)?

3.???Head: Describe the suspect’s hair; start with the hair colour, length and then the cut.

4.???Facial hair: Does the suspect have a beard or is he clean shaven?

5.???Markings: Does the suspect have any markings visible: scars or tattoos that can assist with identification?

6.???Gloves: Did the suspect wear cloves and if so what colour were they?

7.???Clothing: What clothes did the suspect wear?

8.???Foot wear: What type of food wear did the suspect wear?

9.???Weapons: Were the suspect armed, if so describe the weapon: knife, gun or club?

An increase in the commission of Trio-Crimes: Robberies on a business premises, truck hijackings and Cash in transit robberies has shown that criminals often rely on their ability to make a quick getaway, and an accurate description also in the form of a BOLO (BE ON THE LOOKOUT) message of the suspect vehicle will be needed for a quick apprehension.?

Suspect vehicle description:

1.???Make:?What make is the suspect vehicle?

2.???Model: What model is the suspect vehicle?

3.???Colour: What colour is the suspect vehicle?

4.???Sedan / Hatchback: Is the suspect vehicle a sedan or hatchback?

5.???Registration number: What is the registration number on the suspected vehicle?

6.???Markings: Describe any markings on the suspect vehicle that might assist in identification.

7.???Brake light shape: Describe the shape of the brake lights fitted on the suspect vehicle.

8.???Type rim: Describe the type of rim fitted on the suspect vehicle.

All entries must be recorded in an official pocket books and NEVER ON A PIECE OF SCRAP PAPER. Entries must be readable and comprise of short understandable sentences, it must contain all the facts and be as complete as possible. The author must avoid duplication and erasing mistakes, if mistakes are made neatly draw a line through the mistake so that it is still readable and make an initial input next to the mistake; continue to record the correct information immediately after. Ensure that pages are numbered. Neatly note the time and date of your BOLO (BE ON THE LOOKOUT) messages next to the description of the suspects or suspect vehicle. Any additional information like; back-up requested, what hospital the victims were transported to, who the scene was released to and at what time must also be recorded, a small sketch on the adjacent page proves to be good practice.?

ALL SECURITY PROFESSIONALS AND COMMUNITY VOLUNTEERS MUST TAKE COGNIZANCE OF THE FACT THAT THERE ARE NO “SPECIAL POWERS” CONFERRED UPON THEM, INDIVIDUALS PROVIDING ANY FORM OF SECURITY SERVICES (PROFESSIONALLY OR AS A COMMUNITY VOLUNTEER) ARE SEEN AS A “PRIVATE CITIZEN” IN THE EYES OF THE LAW AND MAY NOT PARTAKE IN ANY SOLICITATION OF INFORMATION WITH A INTERROGATIVE ATTITUDE. Members of the public are encouraged to report such abuse to the nearest South African Police station immediately. ! ! !

Finally, unfolding events like a distressed or injured client, a defiant suspect and a growing crowd of spectators must never serve as an excuse for a lack of or incomplete field notes.??