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.