Procedure - Gate Books, Log Books and Registers

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Purpose
1.	Process
1.1	Gate books
1.2	Offender Register (Probation and Parole)
1.3	Log books
1.4	Prisoner movements
1.5	Significant events
1.6	Important routines
1.7	Recording equipment check
2.	Registers
2.1	Tool control register (repair and maintenance personnel)
3.	Archiving completed gate books log books and registers

Purpose

To ensure that an accurate written record is maintained of the location and or movement of prisoners, visitors and staff into, out of and within a facility and offenders to a probation and parole office.

To record significant daily events, incidents and record routine duties and responsibilities required to be carried out and completed by specific employees and to maintain the safety and security of a facility.

1. Process

Gate books, log books and registers are official documents and as such may be produced as evidence in court. Gate books, logs and registers are accountable documents and must be treated accordingly. Refer procedure - Preservation of a Crime Scene and Evidence

Officers responsibilities in the maintenance and use of gate books log books and registers include ensuring that-

1. gate books, log books and registers are numbered with the commencement and completion dates clearly indicated on the front cover;
2. each page is serially numbered, indicating day, date and time;
3. pages are not removed from any book or register;
4. gate books, log books and registers are not defaced in any way;
5. no erasures are permitted either by rubbing out entries, or by using 'whiteout' or other masking agents;
6. errors or amendments must have a single line through them accompanied by the initials of the person making the alteration;
7. black or blue ink only is used for any entry;
8. gate book entries start on a new page for each day;
9. log book entries are compiled on a shift by shift basis, with particulars of occurrences on one shift clearly separated from the next shift;
10. the date, and details of the officer recording the register particulars are completed for each and every entry made;
11. all entries are accurate, neat and easy to read;
12. all entries are able to be identified as to the author by name and signature, date and time; and
13. all times entered are in 24 hour time.

All gate books, log books and registers must be checked and endorsed daily by the supervising officer of each area maintaining such documents. Any facility records that are not listed with the State Archives must not be destroyed without the written approval of the state archivist. The general manager of a corrective services facility must provide for the recording and preservation of all records and documentation authored and maintained by employees in the course of their duties including-

1.1 Gate books

A gate book must be maintained at the point of entry to a facility and must record by day, date and time-

1. the entry and exit of every person including employees passing that point;
2. name and initials of every person including employees passing that point;
3. purpose of entry;
4. identification card or visitor pass number of non facility employees; and
5. destination within the facility.

1.2 Offender Register (Probation and Parole)

A register must be maintained at the reception of all District Offices and Reporting Centres. Registers must contain the-

1. Offender's full name;
2. Time of arrival; and
3. Initials of staff member who will seeing offender.

1.3 Log books

Logbooks must be maintained in areas including-

1. accommodation unit offices;
2. movement control stations;
3. supervisors' offices;
4. workshops;
5. control room;
6. health services centre;
7. reception store;
8. officer security points; and
9. facility access points.

As a minimum logbooks should contain the following details-

1.4 Prisoner movements

Details of all prisoner movements that include-

1. name;
2. times;
3. destination;
4. return; or
5. departure.

1.5 Significant events

Significant events out of the ordinary, whether to do with an individual officer or prisoner, or the management of the area generally, occurring during the shift, must be recorded.

1.6 Important routines

Important routines may be-

1. times of unlocking/locking;
2. musters and headcounts;
3. checks of prisoners well being;
4. staff commencement of duty;
5. details of searches;
6. issuing or receiving of equipment;
7. security or safety checks; and
8. unit patrols.

1.7 Recording equipment check

Recording the issue and return of equipment applicable to the post and-

1. that all required checks of equipment and tools against inventories have been completed;
2. the results of those checks; and
3. the time and details of the supervisor to whom the results were forwarded.

2. Registers

There are a number of pre-printed registers used by corrective services that include-

1. reception and discharge register;
2. visitors' sign in register;
3. visitors' Identification pass register; and
4. tool register (duplicate copy).

Other registers include but are not restricted to-

1. key and equipment registers applicable to specific areas (ie. accommodation blocks and units, industries, reception store, medical services centre etc);
2. search requiring the removal of clothing register;
3. search register;
4. substance testing register;
5. tool register (industrial);
6. duress alarm activity register;
7. personal duress alarm issue register;
8. gate house key issue register;
9. employee weapons issue register government service entity;
10. weapons and ammunition temporary register (visiting police);
11. armoury equipment issue register;
12. armoury issue register (police issue);
13. radio issue register; and
14. night shift equipment issue register.

2.1 Tool control register (repair and maintenance personnel)

All tools and equipment that enter a high security facility must be recorded in a Tool Register to provide a record of accountability when the person taking the tools and equipment into the facility, leaves the facility.

Refer appendix - Examples of Gate Books, Log Books and Registers.

Tool and equipment registers must have the capacity for the duplication of all entries for the accountability of tools and equipment entering and leaving a facility.

The original copy must accompany the person who is in control of the tools or equipment inside the facility. This must be presented to the control of access officers when the person departs the facility.

3. Archiving completed gate books log books and registers

The general manager of a corrective services facility or district manager of probation and parole office must nominate an officer to be responsible for the archiving of completed gate books, log books and registers under the conditions specified in the Libraries Act 1988, this is usually performed by the facility's administration and finance manager.

Completed gate books, log books and registers must be labelled with the following information printed clearly on the front-

1. name of gate book, log book or register;
2. date commenced and completed; and
3. facility name.

Under no circumstance must gate books, logbooks or registers be destroyed.

Completed Gate Books, Log Books or Registers must then be safely and securely stored (eg.: sealed in an envelope or archive box, etc) within an appropriate environment for long term preservation.

KELVIN ANDERSON
Commissioner

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