CASE FILE COMPILATION
AUTHORITY F.S.O CAP.46
PART V.
PRESENTED BY
CID TRAINING SCHOOL
NAIROBI.
Complainant reporting an
incident.
OBJECTIVES.
By the end of the session
learners shall be able to,
Define a case file
List all contents of a case file
Compile a recommended case
file.
Introduction.
Investigation O cer collects & compiles all
relevant information surrounding a case.
Compilation of case file is said to be
systematic way of arranging documents
Related to similar evidence put together in
one sub -file
Sequence of filing documents gives
Investigation o cer opportunity to keep track
of vital clues and evidence.
Definition
Case file is a record of all facts
and documents,
In relation to a case under
investigation compiled for easy of
reference.
CONTENTS OF A CASE FILE
Consist of ten parts or sub- files
Marked from sub-file A-J
Sheet of paper marked with relevant sub-
file usually separates other sub-files
It is important to show the contents of that
particular sub-file.
Alphabetical letters are used to represent a
sub-file.
Starting from A at bottom to J on the left
hand side of file
Sub-file ‘A’ 151/10/2007
Consists of all documents relating to the
reporting of a case.
Initial report
OB extract
Crime and incident report
Signals
Amendments
Subsequent report.
Documents are marked A1,A2,etc
Sub-file ‘B’ 151/10/2007
Consists of documentary exhibits.
Photographs
Sketch plan
Maps and legends
Copies of documentary exhibits
Marked as B1,B2,B3 etc
NB. Documents should be placed in a suitable
envelope indicating contents of each on top
of such envelope.
Sub-file ‘C ‘151/10/2007
Consist of expert reports
Medical examination report p3
Post mortem report p23A
Ballistic expert report C6
Government analyst report C6
Accident damage report police vehicles P81A
Fire o cer report (letter)
Motorist examination report P76
Any other expert report etc.
Markings C1,C2,C3 etc.
Documents must be places in suitable envelope
properly indicating contents inside.
Sub-file ‘D’ 151/10/2007
Consist of copies of prosecution
witnesses’ statements.
Copies of statements of all
prosecution witnesses
Identification parade form P156
Statement of police o cer
conducting parade
Be cross referenced with statement
Sub-File ‘E’ 151/10/2007
Consistof accused’s statements
Accused statement under inquiry
Accused plain statement
Accused charge and cautionary
statement
Marking E1,E2,E3 etc.
Sub-File ‘F’ 151/10/2007
Consist of the following-
Investigation diary
Diary must be accurate setting
clearly time, date and place
Markings F-1,F2,F-3 etc.
Statement under inquiry
I ………(NAME,AND……….RANK) OF
POLICE INQUIRY INTO……(DETAILS
OF CASE) HAVE REASON TO BELIEVE
THAT YOU……(NAME OF ACCUSED/
SUSPECT) HAVE INFORMATION
WHICH MAY ASSIST ME IN THE
INVESTIGATION OF THIS CASE.
CHARGE AND CAUTIONARY
STATEMENT
I….(NAME,AND ……….. RANK)OF
POLICE CHARGE YOU………(NAME
OF ACCUSED/SUSPECT WITH
THE OFFENCE OF ………….. IN
THAT (DETAILS OF OFFENCE)
ACCUSED WISHES TO MAKE A
STATEMENT
I………(NAME,AND …….RANK) OF
POLICE UNDERSTANDS THAT YOU
(NAMER OF ACCUSED/SUSPECT
HAVING BEEN CHARGED WITH
THE OFFENCE OF ………….WISH TO
MAKE A STATEMENT.
CAUTION
DO YOU WISH TO SAY ANYTHING? I
CAUTION YOU THAT YOU ARE NOT
OBLIGED TO SAY ANYTHING
UNLESS YOU WISH TO DO SO,BUT
WHATEVER YOU SAY WILL BE
TAKEN DOWN IN WRITING AND
MAY BE GIVEN IN EVIDENCE.
Sub-File ‘G’151/10/2007
Consist of copies of following documents.
Apprehension report P26
Bond and bail bond P18
A copy of charge sheet P5
Notice of intended prosecutionP72
Cancellation of intention to prosecution P72a
Taken into consideration C 14.
Notice to attend court P82 etc
Markings G-1,G-2,G-3 etc.
Sub-File ‘H’ 151/10/2007.
Consist of the following documents.
Accused’s previous criminal records
List of prisoner’s property
List of prosecution witnesses
List of exhibits
Copies of bond to attend court P17
Marking H-1, H-2,H-3 etc.
Sub-File ‘I’151/10/2007
Consistof the following
Covering report
Summary of evidence
Findings
Recommendation
Markings I-1,I-2,iI3 etc
Sub-File ‘J’151/10/2007.
Consist of the following,
Correspondence,
Minute sheet.
Matters related to the case will be filed here
On the left hand inside of the file cover,
Deals with request or advice from the I.O. to o.c.s ,
D.C.I., State Counsel or senior o cer e.g. PCIO,DCIO,
OCPD PPO etc
Also Contains instruction from gazetted o cers,
state counsel to I.O.
Also is used for recording commendatory remarks on
matters of interest.
Markings ‘J-1,J-2,J3 etc.
ADVICES
In case where advice or
consent is to be sought from
another o ce a duplicate file
will be forwarded
I.O retains the original file
containing original
documents.