Crime Scene Investigation 4

Question 1

Purpose
The specific duties of the File Manager in a homicide or serious crime investigation will vary depending on the systems used to store information during the operation. However, the main functions of the File Manager are to:

Answer 1

• assist with establishing and maintaining the Investigation Headquarters
• operate the paper flow and associated structure
• manage the electronic and physical files relating to the investigation
• support the 2IC by reading all documents for the purpose of highlighting important
information to the 2IC
• assist the 2IC with the identification and recording of evidential material
• complete a synopsis of all documents received,
• ensure a flow of information throughout the investigation
• assist with the preparation of the prosecution file
• assist with management of the trial.

Question 2

Setting up the Investigation Headquarters
The File Manager, where there is no logistics officer appointed, must liaise closely with the 2IC to establish the requirements for the Investigation Headquarters, including:

Answer 2

• location
• office support staff
• transport
• equipment
• communications
• ICT requirements.

Question 3

To ensure an effective communication flow within the investigation, the File Manager must:

Answer 3

• utilise the project code numbers
• establish a dedicated radio communications channel for the investigation
• set up and manage electronic staff folders
• assist the 2IC to prepare a briefing document and photographs to be used for briefing
• establish the appropriate offence code
• generate a NIA file number for the investigation

Question 4

Documentation tips

Outlined below are some issues the File Manager should consider when preparing the hard copy file:

Answer 4

• Jobsheets may be easier to manage if they are all printed on white paper.
• The use of double sided documents should be avoided wherever possible.
• Staples, pins, file pins should not be used to attach documents together. Bulldog clips,
paper clips and plastic sleeves are a better alternative.
• Documents should not be hole-punched or bound.
• Submitted documents should be uniform in size and not larger than A4 size, although
A3 size may be acceptable in some circumstances.
• A4 notebooks are easier to disclose than A5 notebooks.

Question 5

Principles of the disclosure regime

Disclosure Managers should be guided by these principles:

Answer 5

• The governing principle of disclosure is relevance.
• There is no obligation to acquire, for the purpose of satisfying disclosure obligations,
material that is not already in police possession or control
• Disclosure is an on-going process and the reasons for withholding a document should
be continually reassessed.
• The disclosure process must be auditable, accountable
• Effective file management systems are critical to the success of the disclosure
process

Question 6

Key responsibilities of Disclosure manager

The Disclosure Manager must:

Answer 6

• ensure all relevant and discoverable material is provided to defence counsel
• ensure all relevant and non-discoverable material is identified, listed and defence
advised
• continually assess the risk to ensure that non-discoverable material is identified and
not disclosed
• continually review to ensure that ongoing lawful justification to withhold exists for
each document that is withheld
Robust auditable systems are employed to record decisions and actions
Manage disclosure timeframes within provisions of the act
Retain and file all correspondence with defence council

Question 7

What is an exhibit

Answer 7

An exhibit is any item which comes into the possession of Police during the course of an investigation, whether or not it is eventually tendered in formal evidence.

Question 8

In homicide and other serious crime investigations, the person appointed to the role of OC Exhibits should be suitably qualified in terms of training and relevant experience. In a homicide investigation it is recommended that the OC Exhibits is a qualified Detective, preferably with previous experience in:

Answer 8

• mass exhibit handling
• forensic principles
• methods of exhibit recovery
• approved procedures for packaging and security of evidence
• managing contamination and cross-contamination issues

Question 9

In smaller investigations the OC Exhibits (in conjunction with the OC Investigation) may also conduct an appreciation and facilitate a thorough interrogation of every exhibit, to establish the:

Answer 9

• evidential value of each exhibit
• investigative opportunities presented by each exhibit
• further enquiries that are needed.

Question 10

What is OC exhibits responsibility

Answer 10

OC Exhibits is responsible for establishing required standards for the recovery, handling, labelling, storage, submission to experts, presentation at Court and disposal of exhibits and ensuring these processes are completed in accordance with the requirements set by the OC Investigation

Question 11

The OC Exhibits must, where appropriate, update the OC Investigation and 2IC with relevant information relating to:

Answer 11

• what exhibits have been found, and their movements
• the results of any exhibit examinations
• whether any further enquiries are required.

Question 12

Safe storage of exhibits

In the first instance the OC Exhibits should only accept an exhibit if:

Answer 12

• the exhibit label contains the exhibit number and the name of the operation.
• the property is correctly packaged and sealed, and the exhibit label is visible and secured on the outside of the package
• any prompt action necessary to preserve the exhibit has been taken, for example, drying wet or bloodstained clothing in an appropriate drying facility

Question 13

Those attending Forensic Strategy meetings include the

Answer 13

OC Investigation, 2IC, OC Exhibits, Crime Scene Co-ordinator/OC Scene, and anyone else deemed necessary by the OC Investigation.

Question 14

Topics covered during a Forensic Strategy meeting may include:

Answer 14

• What examinations ESR and others could conduct on exhibits.
• The priority each examination should receive.
• Whether any further work is needed to assist a reconstruction.
• A plan for any work to be completed that is required to assist the reconstruction.
• An agreed reconstruction of the events relevant to the crime under investigation

Question 15

Ensure any exhibits identified for forensic examination are prepared before being delivered, specifically:

Answer 15

• all items are separately wrapped
• all parcels are sealed
• all items or their packages are labelled and numbered
• a list of all items is attached to the Police Form 143
• the Police Form 143 is consistent with the labels on the items
• items are in an appropriate condition, for example, clothing is dry and
blood samples are refrigerated

Question 16

When forwarding an exhibit for examination what actions should be taken

Answer 16

• Ensure exhibit examination decisions are confirmed through the Forensic Strategy meeting process
• Record in the Exhibits Register all decisions taken about the types of examinations to be conducted and the priority allocated to each examination
• Ensure the OC Investigation has authorised the proposed examination
• Prepare the necessary papers for the ESR or other expert
• Ensure any exhibits identified for forensic examination are prepared before being delivered
• Deliver exhibits for scientific examination promptly to avoid deterioration and loss of evidence.
• Inform the expert undertaking a scientific examination if it is no longer required.

Question 17

Producing exhibits in Court
The OC Exhibits is responsible for preparing the exhibits for production at Court. This must be conducted in a manner which:

Answer 17

• clearly demonstrates the evidential value of the exhibits, eg. by mounting clothes on a mannequin or board
• avoids any risk of physical injury, disease, accident, contamination or damage.

Question 18

To preserve the integrity of exhibits and limit the number of persons involved in the chain of custody, it is preferable that as few people as possible handle exhibits.
While an exhibit was under their control, each person with custody of the exhibit must be able to demonstrate:

Answer 18

• when they received custody of the exhibit and from whom
• where and how the exhibit was securely stored
• when, why and how the exhibit was moved from one place to another
• how the exhibit has been treated, safeguarded and preserved
• when and why they transferred custody of an exhibit to another person, and to whom

Question 19

Purpose of the exhibit numbering system.

The exhibit numbering system should be simple, efficient and provide the following key attributes:

Answer 19

• be consistent
• allow delegation of exhibit numbers to staff who will utilise them
• cope with multiple scenes
• be compatible with technology, allowing searching to be conducted using exhibit numbers
• encompass all exhibits,

Question 20

What are the exhibit number ranges

Answer 20

Admin - 10000
Victim - 15000
Witnesses - 20000
Area Canvass - 25000
Scenes - 30000
Suspects - 70000

Question 21

The Property Record Sheet (Police Form 268) that is traditionally used to record seizure and movement of exhibits do not lend themselves to recording complex exhibit movements or five digit exhibit numbers. Therefore for serious crime investigations, the following documents will be used:

Answer 21

Scene Exhibit Schedule - A paper record of the exhibits at a particular scene.
Exhibit Register - An electronic master record of all exhibits obtained during an investigation.
Chain of Custody form - A paper record of any movement(s) of an exhibit, after the time the OC Exhibits has taken custody of it.
Formal Written Statement - Statement by the OC Exhibits, detailing their actions taken to manage the exhibits during the investigation.

Question 22

The Scene Exhibit Schedule should record the following information for each exhibit:

Answer 22

• exhibit number
• detailed description of the exhibit
• name of the operation
• location of the scene
• exact location where the exhibit was found, at the scene
• name of the finder
• date and time it was seized
• relevant signatures.

Question 23

What are the Duties of OC exhibits during investigation

Answer 23

• Conduct all duties as OC Exhibits, in accordance with the ‘purpose’ of an OC Exhibits,
• Establish the Standard Operating Procedures set by the OC Investigation for management of exhibits during the investigation.
• Establish a system of 5 digit exhibit number ranges to cater for all scenes and cover all exhibits
• Establish a secure area for exhibit storage and if possible, an appropriate exhibit processing area.
• Take charge of any exhibits from various phases of the investigation.
• Obtain the original Scene Exhibit Schedule(s) from officers in charge of phases of the investigation so the exhibits received can be audited.

Question 24

Obtain the original Scene Exhibit Schedule(s) from officers in charge of phases of the investigation so the exhibits received can be audited.
Ensure each exhibit is entered on the Scene Exhibit Schedule with the:

Answer 24

• exhibit number
• full description of the exhibit
• name of the operation
• location of the scene
• exact location where the exhibit was found, at the scene
• name of the finder
• date and time it was seized
• relevant signatures.

Question 25

Duties after prosecution - OC exhibits

Answer 25

Collect exhibits from Court after conclusion of the proceedings.
After expiry of the appeal period, dispose of the exhibits as directed by the OC Investigation.

Question 26

Duties before prosecution - OC exhibits

Answer 26

• Prepare a Court Schedule of Exhibits.
• Prepare the exhibits for Court
• Prepare a Formal Written Statement detailing duties conducted as Exhibits Officer

Question 27

The file manager, under the direction of the 2IC must review the file in order to

Answer 27

establish if any enquires remain outstanding
conduct an assessment of the enquires currently underway
review sub-investigations and critical phases of the investigation
prepare for external reviews that may occur

Question 28

Are exhibits allowed in the investigation headquaters

Answer 28

Whether sealed or not, no exhibit should be taken into the investigation headquaters

Question 29

The OC exhibits must ensure the Pol 143 contains sufficient information including

Answer 29

Brief circumstances of the case
purpose of the examination
location where each item originates from
whether any exhibits are damp or require special attention
authorisation by the appropriate supervisor

Question 30

In regards to exhibits update the OC investigation with

Answer 30

what exhibits have been found
any examination results
whether any further enquires are required

Question 31

Identifiying and location homicide or serious crime witnessess - Depending on available resources, initial enquires might be confined to certain areas such as within line of sight and earshot of these locations:

Answer 31

Place where the victim was last seen alive
Place where initial contact with suspect took place
Place where victim was assaulted
Murder site
Body deposition site

Question 32

Preliminary witness interviews - on some occasions it may be necessary to conduct prompt, prelim interviews with witnesses who possess information or material that is likely to rapidly progress the investigation ie: information that may lead to:

Answer 32

early identification or arrest of a suspect
recovery of evidence or relevant information
prevention of immanent disposal or destruction of evidence
prevention of the commission of other offences

Question 33

Before any formal interview is conducted the investigator must make an assessment of the witness. The assessment should consider how the witness interview should be conducted and enable the investigation team to identify:

Answer 33

whether the witness requires special consideration
availability of the witness
any need the witness has for special assistance
the best approach to be taken with the witness

Question 34

The witness interview plan normally covers

Answer 34

the time and location of the interview
the amount of information to be disclosed in the interview
setting interview objectives
‘supporting the interview - eg monitor
the structure of the interview- whether recorded on DVD or written