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Procedure Properties

Title: Gate Books, Log Books and Registers
Category: Custodial Operations - Standard Operating Procedures
Version: 01
Implement Date: 20 May 2013
Application: Custodial Operations
Availability: Public

Authority

Appendices and Forms

Operational Instructions

Operational Instruction - Supervisors' Handover at Change of Shifts

Associated Custodial Operations Standard Operating Procedures

Policies

Ownership: Statewide Operations

Custodial Operations Standard Operating Procedure - Gate Books, Log Books and Registers


Performance Standard
Authority
1.Procedure Requirements
1.1Definitions
2.Gate Books
2.1Manual gate books
2.3Electronic gate books
3.Log Books
3.1Log book requirements
3.2Log book requirements - maximum security unit (MSU), safety units and detention units
3.3Recording equipment check
4.Registers
5.Inventories
6.Archiving Completed Gate Books, Log Books and Registers
Under no circumstance must gate books, logbooks or registers be destroyed.

Performance Standard

A gate book, log book or register is used to record significant daily events, incidents and record routine duties and responsibilities required to be carried out and completed by specific employees.

  • Safety & Security - Our Principles - Containment

Refer - Safety and Security - Our Principles (in-confidence)

Standard Guidelines for Corrections in Australia - Safe Environments and the Effective Management of Risk - standards 1.25 - 1.34

Refer- Standard Guidelines for Corrections in Australia Revised 2004

Authority

1. Procedure Requirements

Gatebooks, log books and registers detail the requirements for recording significantdaily events and incidents, together withroutine duties and responsibilities of staff, which are necessary to maintain the safety and security of a facility. These documents are official records that may be required to be produced as evidence in court, refer standard operating procedure - Preservation of a Crime Scene and Evidence.

A corrective services officers' responsibilities in the maintenance and use of gate books log books and registers include ensuring -

  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.

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.

To maintain the integrity and security of all gate books, log books and registers, the general manager or nominee must ensure -

  1. they are bound to prevent the pages from being removed;
  2. each gate book, log book and register has a document control number;
  3. page numbered; and
  4. they are checked and endorsed by a supervising officer of each area maintaining such documents (including name, date and signature).

For supervisor responsibilities at change over of shift, refer appendix - Operational Instruction - Supervisors' Handover at Change of Shifts

1.1 Definitions

Apparent good health - Queensland Corrective Services (QCS) has a duty of care to prisoners in QCS custody. This involves undertaking reasonable observations and/or engagement with the prisoner to ensure the care and wellbeing of prisoners. Apparent good health checks of prisoners is a dynamic and ongoing observation process, which is heightened during the conduct of headcounts/musters, unlock/lock-away and unit patrols.

Corrective services facility - for the purpose of this standard operating procedure, all corrective services facilities, the Escort and Security Branch and Helena Jones Centre.

General managers nominee - includes:

  1. deputy general manager;
  2. correctional manager; and
  3. correctional supervisor.

2. Gate Books

A gate book must record all movement entering or leaving a corrective services facility.

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

2.1 Manual gate books

Where a manual gate book is maintained it must be located at the point of entry to a high security facility. For low custody facilities a gate book or movement log is to be maintained in the duty office or vestibule.

Manual gate books 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. any prohibited things that the person has been approved by the authorised delegate to bring into a corrective services facility in accordance with CSA, s128(2)(a);
  5. identification card or visitor pass number of non facility employees (not required for facility staff enrolled through the biometric identification system) with the exception of medical staff employed at the Princess Alexander Hospital Secure Unit (PAHSU); and
  6. destination within the facility.

2.3 Electronic gate books

Where a biometric identification system is available a general manager of a facility may implement an electronic gate book. Refer standard operating procedure - Security Management Systems and Operational Instruction - Biometric Identification and Access Control.

Where an electronic gate book has been implemented, a manual log book entry must be maintained for a person who is unable to be identified by the biometric identification system.

The general manager must implement a process for the off-line storage and archiving of the electronic records associated with the implementation of an electronic gate book. Records must be archived in the similar manner to manual gate books.

3. Log Books

A logbook is designed for the recording of occurrences, and depending on its location. 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;
  9. facility access points;
  10. maximum security units;
  11. detention units; and
  12. safety units.

Low custody facilities only require one logbook which is to be located and maintained in the duty office.

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

3.1 Log book requirements

Logbooks must include but are not limited to -

  1. for secure unit prisoner movements in a high security facility (a general manager of a corrective services facility may determine the information required for residential prisoner movements in a high security facility and low security facility accommodation prisoner movements) -

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

  2. 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;
  3. details of searches conducted;
  4. times of unlock and lockaway conducted;
  5. times of cell access/unit patrols conducted;
  6. times of headcounts/musters conducted;
  7. times of apparent good health checks conducted;
  8. periods of open air exercise for prisoners undergoing separate confinement, refer Corrective Services Regulations 2006 (CSR), ss 5 (d);
  9. issue or receiving of equipment;
  10. recording equipment checks;
  11. security and safety checks;
  12. person/s entering and leaving area; and
  13. details of safety orders, intensive management plans, at-risk management plans etc.

3.2 Log book requirements - maximum security unit (MSU), safety units and detention units

In addition to the log book requirements specified in section 3.1, staff rostered to a MSU, safety unit or detention unit must record -

  1. the time restraints are applied to a prisoner and removed;
  2. the times apparent good health checks are conducted on those prisoners who have restraints applied for purpose of preventing them from harming themselves or others; and
  3. attendance of Offender Health Services staff.

Section 3.2 does not apply to prisoners who have restraints applied in accordance with appendix Escort Staffing, Weapons and Restraint Matrix (in-confidence) for external escorts.

Refer appendix - Restraints Schedule

3.3 Recording equipment check

A corrective services officer must record the issue and return of equipment applicable to a 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.

4. Registers

Registers record the relevant details for the issue and return of facility based equipment that is necessary for the daily operation of a particular area. For example, refer standard operating procedure Safety & Security Equipment Management and administrative form Safety and Security Equipment Register.

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

Register requirements will be detailed in relevant standard operating procedures.

5. Inventories

Inventories are documents designed to maintain an inventory record of facility operational items or equipment. For example, refer standard operating procedure Safety & Security Equipment Management and administrative form Safety and Security Equipment Inventory.

6. Archiving Completed Gate Books, Log Books and Registers

The general manager or nominee is responsible for the archiving of completed gate books, log books and registers under the conditions specified in the Libraries Act 1988.

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;
  3. document control number; and
  4. facility name.

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

Manual gate books, log books or registers must be safely and securely stored (eg. sealed in an envelope or archive box etc) within an appropriate environment for long term preservation.

Electronic records must be copied to off-line storage media and archived in the same manner.

Conditions for storage of completed gate books, log books or registers must comply with the following minimum standards -

  1. no risk of flooding;
  2. no risk of atmospheric pollutants;
  3. the building is constructed of fire resistant material; and
  4. no access by unauthorised personnel.

Completed gate books, log books or registers must be secured in a lockable cabinet, compactus or secured storage area when not in use.

Refer - General Retention and Disposal Schedule for Administrative Records : QDAN249 v.6

Endorsed by:

MARK RALLINGS

A/ Deputy Commissioner, Statewide Operations

Approved by:





MARLENE MORISON
Commissioner





Version History

20/05/2013 Version 01