File Management for Homicide and Serious Crime Investigations

Question 1

Chain of Command

Answer 1

File Manager is appointed by and responsible to the 2IC Investigation.

Question 2

Purpose of File Manager

Answer 2

Main functions of a File Manager are to:

• Assist with establishing and maintaining the Investigation headquarters
• Operate the paper flow and associated structure in accordance with Serious Crime Document Management System in the Serious Crime Template
• Manage electronic and physical files relating to the Investigation
• Support the 2IC by reading all documents for the purpose of highlighting important information to the 2IC
• Assist the 2IC with the identification and recording of evidential material
• Complete a synopsis of all documents received, excluding documents relating to convert policing activities
• Assist with the preparation of the prosecution file
• Assist with the management of the trial.

Question 3

Setting up the Investigation Headquarters

Answer 3

File Manager must liaise with 2IC to establish the requirements for the Investigation Headquarters, including:

• Location
• Office Support Staff
• Transport
• Equipment
• Communication
• ICT requirements.

Question 4

Communication Flow

Answer 4

Establish flow and communication throughout investigation. Assist 2IC to prepare daily sitreps, Police and special notices, organisation charts, daily rosters and ensure these are well displayed in the Investigation Headquarters. File Manager must know of all developments of the investigation in order to brief staff.

Document File Management process as per usual

Question 5

10000 Documents

Answer 5

Generally discloseable:

• FWS
• Jobsheets
• Video Interview Transcripts
• Notebook entries
• Specialist Reports.

Question 6

50000 Documents

Answer 6

May be fully or partially withheld:

• Search Warrant Applications
• Email messages
• CHIS information (If stored must be password protected)
• Surveillance Device Warrant Applications
• Pre-determined Internal Police documents eg File Management Spreadsheet, Exhibit Register, Master Telco Spreadsheet, Photograph Index, Area Canvass Spreadsheet, Directives.

Question 7

70000 Documents

Answer 7

Covert Phase. Material generated may not be forwarded to the File Manger until the phase has been conducted.