Code of police practice:
A guide for first line officers
The Canadian Association of Chiefs of Police
The following guidelines provide information about taking and keeping notes of your work:
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About your notes | |
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Using the notebook | |
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When to take notes | |
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What to write | |
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Recording names | |
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Recording the date and time | |
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Recording places | |
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Investigating | |
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Evidence | |
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Suspects | |
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Recording your grounds | |
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Computer notes |
- Your notes:
- are confidential
- belong to the department
- may be your reference in court
- Your may have to disclose your notes to:
- your supervisor
- other police officers on a need-to-know basis
- your legal counsel
- court officials
- the Crown, who may disclose them to the defence
Using the notebook (Notetaking)
- Number the pages of your notebook.
- Use pen, not pencil.
- Write legibly.
- Stroke through a mistake and initial it.
- Do not rip out or skip pages.
- Do not destroy notes.
- Keep your notebook secure.
When to take notes (Notetaking)
- Take notes as events occur or as soon as possible after.
- Take notes while people are talking to you.
What to write (Notetaking)
- Courts want to know who, what, when, and where.
- Record the date, time, and place that you make each note.
- Record what you observe, hear, say, and do.
- Be precise. Don't say "acting wierd," but say exactly what you saw and heard.
- Include grounds for detention, arrest, or search.
- No conclusions.
- No personal opinions.
- Do not identify confidential sources.
Recording names (Notetaking)
- Record for each suspect and witness:
- name
- position
- address
- phone number
- Record who reports or refers the situation to you.
- Record who assists in the investigation.
- Record about the evidence:
- who searches for it
- who collects it
- who identifies it
- who handles it
Recording the date and time (Notetaking)
Record the date and time of the following events:
- the situation is discovered and reported
- you arrive
- other officers arrive
- you start and finish investigating
- you learn key information
- you contact witnesses
- you arrest, detain, caution, or search anyone
- when events recalled by witnesses took place
Recording places (Notetaking)
- Record where the situation is.
- Record where events recalled by witnesses took place.
- Record where evidence is found.
Investigating (Notetaking)
- Consider describing or sketching the scene.
- Measure and record distances.
- Record any damage done.
- Record what people say, do, and how they behave.
- Record word-for-word what the suspect or witness says if possible.
- Record the descriptions of suspects.
- Record what other officers do if significant.
Evidence (Notetaking)
- Record the following if you find evidence:
- what the evidence is
- where you found it
- when you found it
- Record collecting the evidence:
- who searched for it
- who collected it
- who identified it
- who handled it
- Record how you identified the evidence.
- Record what you did with the evidence for continuity of evidence.
Suspects (Notetaking)
- Record the grounds for detaining, arresting, or searching a suspect.
- Record the cautions and warnings you read to a suspect.
- Record whether a suspect appears to understand the cautions and warnings.
- Record your steps taken to call Counsel.
- Record anything said by a suspect.
- Describe the behaviour and appearance of a suspect.
Recording your grounds (Notetaking)
- Record the facts that show the elements of the offence.
- Record the facts that inculpate or exculpate.
- Record the evidence obtained.
- Record contradictory statements or evidence.
- Record missing evidence that reasonably should have been there.
- Record missing information.
- Record the grounds that support detention, arrest, or search.
Computer notes (Notetaking)
If you use a computer for notetaking, consider:
- the court may "seal" your computer if your computer notes become evidence
- your notes may be considered unreliable in court because information on a computer can be changed
- computer failure can result in lost information
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