Title: Gate Books, Log Books and Registers
Category: Safety and Security
Implement Date: 14 October 2009
Application: Custodial Operations/Probation and Parole
Appendices and Forms
|1.2||Offender Register (Probation and Parole)|
|1.7||Recording equipment check|
|2.1||Tool control register (repair and maintenance personnel)|
|3.||Archiving completed gate books log books and registers|
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.
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-
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-
A gate book must be maintained at the point of entry to a facility and must record by day, date and time-
A register must be maintained at the reception of all District Offices and Reporting Centres. Registers must contain the-
Logbooks must be maintained in areas including-
As a minimum logbooks should contain the following details-
Details of all prisoner movements that include-
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.
Important routines may be-
Recording the issue and return of equipment applicable to the post and-
There are a number of pre-printed registers used by corrective services that include-
Other registers include but are not restricted to-
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.
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-
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.
14/10/2009 Version 02 - 28/08/2006 Version 01 - 01/07/2001 Version 00