Documentation Report Writing Flashcards
Notes that can be more than the written word; include photographs, audio/video records, computer records, phone records, computer or any electronic device
Documentation Report Writing
LAW ENFORCEMENT NOTES
Aid in memory when preparing narrative reports and to prepare for court testimony
Documentation Report Writing
PRIMARY USE OF LAW ENFORCEMENT NOTES
Notes taken during an investigation and reports written based on notes taken during an investigation may be used while the investigator is on the witness stand if notes notes aid in the investigator’s memory. The witness and the prosector will request that the agent be allowed to review his/her notes, and it will be up to the discretion of the president judge whether to allow the witness to review the notes
Documentation Report Writing
USE OF NOTES
Investigators notes must be maintained until all court actions, including appeals
Documentation Report Writing
HAVE BEEN COMPLETED
Date and time entry, location the notes were made, the people present, page of item number, and body of facts (who, what when, where, why, and how)
Documentation Report Writing
ELEMENTS OF COMMONLY RECORDED LAW ENFORCEMENT NOTES
When a direct quote is included in notes or a formal report, it should be identified as such with
Documentation Report Writing
QUOTATION MARKS
The date and time the interview ______ and ______ should be recorded
Documentation Report Writing
STARTED; ENDED
If a break in the interview occurs details as to the ______ and ______ of the break should be recorded.
Documentation Report Writing
LENGTH; PURPOSE;
If a potential defendant is given ______ warnings, the advice of rights and waiver must be recorded as well
Documentation Report Writing
MIRANDA
In both original note taking and narrative reports, investigators should describe evidence of ______________, not investigative techniques such as what type of monitoring device they used in an undercover transaction
Documentation Report Writing
POTENTIAL VIOLATIONS
Each incident, such as information obtained via law enforcement records/intelligence, interviews, statements and enforcement actions are documented in individual reports
Documentation Report Writing
INCIDENT DRIVEN REPORTING
The central purpose of all law enforcement writing is to ________ information to the reader
Documentation Report Writing
COMMUNICATE
Accurate, Complete, Concise, Clear, Objective (Fairness)
Documentation Report Writing
5 ESSENTIAL ELEMENTS OF A LAW ENFORCEMENT NARRATIVE REPORT
Requires correct spelling, grammar, punctuation, and record of facts and details
Essential Element of a Law Enforcement Narrative Report
Documentation Report Writing
ACCURATE
Contains all the information necessary to accomplish its purpose
Expect for confidential informants - should not be mentioned if possible
Essential Element of a Law Enforcement Narrative Report
Documentation Report Writing
COMPLETE
Write in active voice which adds clarity to writing
When the doer of the action in the particular sentence is identified
Essential Element of a Law Enforcement Narrative Report
Documentation Report Writing
CONCISE
Reports should be arranged logically, which gives readers a more clear impression of what is being reported, without requiring the reader to go back and forth in a report
Essential Element of a Law Enforcement Narrative Report
Documentation Report Writing
CLEAR
Reports must be fair, objective, impartial, unbiased and unemotional, and language should be used which demonstrate the objectivity of the write.
Opinions, conclusions and rumors of the write should not be included in reports, but if they are relevant and material, they should never be included as facts
If hearsay is included, the writer must identify the source of the information and fully detail the content of any statement
Essential Element of a Law Enforcement Narrative Report
Documentation Report Writing
OBJECTIVE (FAIRNESS)
A document prepared by the investigator to record the specifics of an investigative interview in which facts elected from an interviewee are presented in a logical, concise manner
Documentation Report Writing
MEMORANDUM OF INTERVIEW (MOI)
Case name and number, name and address of interviewee, date and time of interview, location of interview, others present, name and title of interviewer
Documentation Report Writing
COMMON ELEMENTS OF MOI
Hearsay, opinions, conclusions or inferences should be avoid in MOIs
They may be included only if they are noted as such and only those of the interviewee
Documentation Report Writing
AVOIDED IN MOI
Narrative documents are frequently utilized to memorialize other types of law enforcement activities, including enforcement activity (search warrants, arrest warrants, undercover operations), records or law enforcement checks, and intelligence received
Documentation Report Writing
MEMORANDUMS OF ACTIVITY (MOA)
Declarations of fact put into a formal form (typed, written, or printed) by an investigator or the person actually making the statement
Documentation Report Writing
WRITTEN STATEMENTS
Preserve factual information and probable testimony, discourage changes of testimony, impeach the testimony of an untruth witness, elect testimony from reluctant or hostile witnesses, refresh memory of witness at trial, prosecute a witness who lies on the witness stand (false statements or perjury)
Documentation Report Writing
PURPOSE OF WRITTEN STATEMENTS
A written statement of fact made voluntarily and confirmed by the oath or affirmation of the parking making it, before a Federal judge or a Federal investigator having authority to administer the oath
Documentation Report Writing
SWORN STATEMENT OR AFFIDAVIT
Each page of a written statement should be numbered and the subject should
Documentation Report Writing
SIGN OR INITIAL EACH PAGE
The subject should initial and date any ________ made in the statement
Documentation Report Writing
CORRECTIONS
If the witness or suspect refuses to sign the statement
Documentation Report Writing
INVESTIGATOR SHOULD MAKE THE NOTATION OF “ACCURATE” STATEMENT ON THE STATEMENT
Reporting all potential violations enhances the prosecutor’s ability to _______ a possible plea agreement with defense counsel
Documentation Report Writing
NEGOTIATE
Synopsis, Statutes Violated, Body of Report, List of Exhibits
Documentation Report Writing
BASIC CONTENT OF COMPLETED CASE INVESTIGATIONS
Major elements of the case, 5 W’s, names of all defendants, a short summary of violations, date/location of violations
Content of Report
Documentation Report Writing
SYNOPSIS
Listed by reference to the title/section and narrative description of violations
Content of Report
Documentation Report Writing
STATUES VIOLATED
Information that demonstrates the evidence, chronological order, reference to each item of evidence and each proposed defendant, facts/information could have a significant impact to include monetary amounts of loss or restitution, victim impact statements
Content of Report
Documentation Report Writing
BODY OF REPORT
Source documents/evidence referenced, physical evidence such as narcotics/firearms full description along with names who introduced these items in trial
Content of Report
Documentation Report Writing
LIST OF EXHIBITS
