STANDING ORDER (GENERAL) 252 THE POCKET BOOK (SAPS 206) 1. Background A pocket book (SAPS 206) must be used as a personal duty record and as an activity or task record to show all police work performed by a member. If completed properly, the extent of a member s tasks, the measure of his or her diligence and his or her spirit of enterprise will be reflected therein. 2. Definitions In this Order, unless the context otherwise indicates (a) functional duties means all operational policing duties performed by a member at a police station or unit; (b) "member" means (i) a member of the South African Police Service appointed in terms of the South African Police Service Act, 1995 (Act No 68 of 1995), and (ii) includes a member of the South African Reserve Police Service, while such member is on duty in the Service; and (c) station commander means any member appointed in command of a police station, whether permanently or temporarily. 3. Keeping of a pocket book (1) The following members must when he or she is on duty have a pocket book (SAPS 206) in his or her possession: (a) every non-commissioned officer involved in functional duties; and (b) an officer, if his or her work in the operational environment necessitates it. (2) Officers who do not keep a Pocket Book must keep a dairy according to SO(G) 27. (3) A commander may instruct an officer to keep a Pocket Book. In the latter case, the need for keeping a diary falls away. 4. Completion of a pocket book (1) The pocket book must be completed as follows: (a) in black ink; Division: Visible Policing V 02.00 Page 1 of 5
(b) (c) (d) (e) the day and date at the commencement of each day and, therafter, at the top of every page used for that day; the time of each occurrence in the left hand margin; without leaving blank spaces between entries; and the last pages may be used for making notes on information obtained (e.g. persons or vehicles sought, or lost and stolen property). (2) A member must make entries in his or her pocket book (a) at the time of the occurrence giving rise to the entry, or as soon as possible thereafter, while events or incidents are still fresh in the memory of the member; (b) as complete and accurate as possible (e.g. giving the exact place and time), including relevant reference numbers (e.g. CAS number); and (c) in the order in which they occurred. (3) If applicable, entries must be signed by the interested parties to serve as proof of actions taken. 5. Entries not to be recorded in the pocket book A member performing his or her duties in the community service centre or any other office where an Occurrence Book is kept, do not have to make entries in his or her pocket book concerning matter recorded in the Occurrence Book. However, the day and date on which such duties are performed must still be recorded in his or her pocket book. 6. Entries to be made in the pocket book (1) The following entries must be made in the pocket book: (a) reporting on and off duty; (b) incidents that occurred during operational policing duties; (c) a deviation from duty or patrol instructions, with reasons; (d) the arrival at and departure from premises, persons visited, investigations carried out, and statements taken and exhibits seized; (e) particulars of property found, including property of injured or deceased persons at a scene of crime or road accident; (f) serving of summonses or any other court related documents; (g) complaints received and attended, including the outcome of the complaints; (h) enquiries made; (i) description of suspicious persons or vehicles observed during patrols; (j) names and addresses of witnesses; Division: Visible Policing V 02.00 Page 2 of 5
(k) (l) (m) (n) (o) (p) (q) (r) (s) (t) (u) visits to vacant houses or key points; particulars of road accidents and if a vehicle is towed away the following: (i) particulars and signature of the person requiring a breakdown service; (ii) full particulars of the vehicle to be towed away; (iii) particulars of the insurance company where the vehicle is insured; (iv) particulars, including particulars of the breakdown service, and signature of the person removing the vehicle; particulars and signatures of the following persons attending to injured or deceased persons at a road accident scene: (i) ambulance personnel, including particulars of the ambulance; (ii) personnel from the Department of Health that remove the deceased from the scene; arrests made, property of persons in custody seized; actions conducted during operational policing duties and the results thereof; assistance rendered to the community, as in cases of fires, floods or when dangerous animals threaten their safety; delay or mechanical breakdown with vehicle; a reprimand by a commander, entries in accordance with the Disciplinary Regulations of the Service, and entries to afford a member an opportunity to improve on the performance of duty; any information relating to incidents which are likely to form the subject of subsequent enquiries; recording of the fact that an arrested person has been informed of his or her rights as set out in SO(G) 341; and names and addresses of persons reprimanded for minor offences, with reference to the nature of the offence and location where it occurred. 7. Summary of work in the pocket book (1) At the end of each month and on being transferred to another station, a member must make a summary of his or her work, in accordance with the following example and sign it. Only the number of each paragraph needs to be repeated, followed by the answer. "SUMMARY OF WORK DONE [quote month and year] (a) Number of cases investigated. (b) Number of road accidents attended to. (c) Number of cases in which dependence producing drugs were seized: (i) Dagga Division: Visible Policing V 02.00 Page 3 of 5
(ii) Other (d) (e) (f) (g) (h) Quantity of liquor seized [in litres]: (i) Spirits (ii) Wine (iii) Beer (iv) Home brews Number of articles seized: (i) Firearms (ii) Vehicles (iii) Other stolen items Arrests: (i) Offences with code numbers below 500 (ii) Offences with code number 500, and above Number of persons reprimanded for minor offences. Total number of hours worked, over and above normal working hours (e.g. at roadblocks, special duties). 8. Inspection of a pocket book (1) The pocket book must be inspected by the relevant Station Commander, or a member designated by him or her, at least once a week. Daily reporting on and off duty entries must be inspected and signed by the member s immediate commander. (2) An inspecting officer must, when inspecting pocket books, satisfy himself or herself that proper use is being made of every member and that they are diligently performing their duties. (3) The Station Commander must ensure that only those members designated to inspect the books, or to make entries therein, must have access to pocket books handed in at the station for inspection. 9. Using the pocket book in court (1) A member may refresh his or her memory in the witness-box regarding the facts of any event, by referring to any note made in his or her pocket book, at or shortly after the event. (2) The defence, as well as the court, are entitled to see entries from which the witness refreshes his or her memory. The witness may be subjected to cross-examination as to the circumstances under which such an entry was made in his or her pocket book. All entries must be a true account of the facts, as the evidence may be rejected, should inconsistencies arise between recorded evidence and that testified to in court. Division: Visible Policing V 02.00 Page 4 of 5
10. Issuing, closing and storage of pocket books (1) A pocket book which is full must be handed to the Station Commander or a person designated by him or her and be replaced with a new one. (2) The full pocket books must be kept under lock and key at the station, each member's books separately and bound together in sequence. (3) Before proceeding on transfer to another station, a member must hand over his or her pocket book then in use, to his or her present Station Commander, in exchange for a new book. (4) A Pocket Book Register must be maintained by the Station Commander, or a member designated by him or her, in which particulars are recorded of all pocket books issued to members at a station. 11. Theft, lost or destruction of pocket books The following steps must be followed when a member discovers that his or her pocket book got lost, was stolen, or destroyed: (a) The member must immediately report it to his or her commander; (b) the member must make an entry in the Occurrence Book (SAPS 10) with regards to the report he or she has made to his or her commander; (c) the member must submit a statement to the circumstances; and (d) if the pocket book was stolen, a case docket must be opened, registered and investigated. Division: Visible Policing V 02.00 Page 5 of 5