SECRET

(FOR DEPARTMENTAL USE ONLY)

MAINTENANCE

OF

POLICE STATION RECORDS

DELHI POLICE
POLICE STATION RECORDS

Proper maintenance of Police Station records is a pre-requisite for the smooth

functioning of a Police Station. These records are of immense help in the prevention and
detection of crime and in keeping track of the movements of criminals. Since these records
are of paramount importance, it is the duty of an Officer Incharge of a Police Station to
ensure that these reocrds are safely kept and do not deteriorate from damp, vermin or
other causes.

Every Police Station register is required to be paged in English. No page should be torn
out of a register. Any correction required to be made should be made by drawing a line
through the mistake so as to leave the words erased and by writing the corrected words
afterwards or in the margin. A piece of paper should not be pasted over a mistake. All
entries should be neatly and clearly written and all the corrections should be attested by
the signature of the officer making them.

The following registers are required to be maintained in each Police Station :-

REGISTER NO. 1 FIRST INFORMATION REPORT REGISTER

The First Information Report register shall be maintained on a printed book in form
24.5(1) as given in Annexure-1 consisting of 200 pages. It shall be completely
filled before a new register is commenced. Cases shall bear an annual serial
number in each Police Station for each calender Year. Every four pages of the register
shall be numbered with the same number and shall be written at the same time by means
of carbon copying process. The original copy shall be a permanent record in the Police
Station. One copy shall be sent to the DCP, one to the magistrate empowered to take
cognizance of the offence and the third to the complainant.

A warning stating therin that ‘Burking or writing incorrect report is an offence punishable
under section 218 IPC’ shall be affixed to the cover of every FIR book before bringing it
to use.

Note :- Additional copies of FIR may be prepared for CRO & sent to I/C CRO). This register is a
permanent record.

REGISTER NO. 2 DAILY DIARY REGISTER

This register is maintained of form 22.48 as in Annexure-2. It shall be maintained by

means of carbon copying process. There shall be two copies. The original will remain in
the Police Station and the carbon copy shall be sent to ACP /Incharge of the Sub-Division.

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The DCP shall fix hours at which station diaries shall be daily opened & closed.
All entries in the daily diary shall be made by the Officer In- charge of the Police Station,
Duty Officer or the Station Clerk. Each separate entry shall be numbered and the time at
which it was made shall be mentioned in each such entry.

The opening entry each day shall give the name of each person in custody, the offence of
which he is accused and the date and hour of his arrest.

The last entry each day shall show the balance of cash in hand as shown in cash register.

Any Police Officer who enters or causes to be entered in the daily diary a report which he
knows, or has reasons to believe, to be untrue, whether he has or has not been directed to
make such entry, shall be ordinarily dismissed from service as per P. P .R .22.50. A copy
of this rule shall be affixed to the cover of the daily diary in every Police Station.

As per P. P. R. 22.51 daily diaries may be destroyed two years after the date of the last
entry.

The following matters shall be entered in the daily diary apart from the above:

1. The name of accused persons with complete details including whether in custody or
on remand shall be entered.

2. Information regarding commission of non-cognizable offences including reports of

enmities likely to lead to a breach of peace.

3. The gist of FIR registered giving the No. FIR offence and the section of law under
which the case is registered.

4. The hour of arrival and departure On duty at or from a Police Station of all enrolled
police officers of whatever rank, whether posted at the police station or elsewhere,
with a statement of the nature of their duties. This entry shall be made immediately
on arrival or prior to the departure of the officer concerned and shall be attested by
the latter personally by affixing his signature.

5. Every officer returning from any investigation shall record his arrival regarding the
investigation made, places visited the details of property seized & deposited in the
Malkhana.

6. All case property received or released from P.S. Malkhana.

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7. All case properties which are dispatched & subsequently deposited in Sadar
Malkhana.

8. The hour of receipt & dispatch of all communications, cash etc. shall be entered. A
road certificate shall be issued for di patch (Reg. No. 21) and a receipt will be issued
regarding cash etc. (Register No.22).
9. All arrivals at and dispatches from police station of persons in custody and all
admissions to and removal from the police station lock up, whether temporary or
otherwise.

10. The hour & date of receipt and of service or execution of process i.e. summons or
warrants and hour and date of return made of each such process.

11. Report regarding properties in Malkhana (Store Room) under P.P. Rule 22.18. It is
mandatory for the SHO to check the Malkhana and the properties therein twice a
month. The report as required under P.P. Rule 22.18 shall be made on the day after
checking.

12. The report regarding excess of expenditure over the permanent advance (as laid
down in PP Rule 22.71).

13. The deposit or removal from the post office safe if embedded in the police station,
the exact hour being given in every case.

A Certificate to the effect the daily diary contains 200 pages will be affixed by
S.H.O. on each Daily Diary before it IS commenced.

The Daily Diary is being maintained in two parts. In part A (DD-A) reports regarding
apprehension of breach of peace, gist of non-cognizable reports (if not entered in Non-
cognizable Reports Register), gist of FIR, section of law etc., shall be recorded when a
case is registered. Apart from this all important matters including persons arrested, persons
in custody, deposit of case property seized by IOs, dispatch of case property from PS,
receipt of summons- and warrants, checking of properties lying in Malkhana, reports
regarding cash kept in Malkhana or excess expenditure etc. shall be entered. Information
regarding checking of B.Cs. or about their activities will also be mentioned for being
used later to make entries in the History Sheets. The IOs on their arrival after investigation
& enquiries in various cases reports marked to them, shall make a mention in the Daily
Diary about the action taken by them on such investigation reports.

In part B (DD-B) routine entries like arrival & departure of policemen, dispatch of patrolling
staff, posting of pickets, arrival & departure of policemen sent for process service duties

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or who are sent to summon persons u/s 160 Cr. PC for purpose of investigation will also
be mentioned.

REGISTER NO. 3

This register shall be maintained in two parts in accordance with PPR 22.53.

Part (i) Standing Order Book

All standing orders of the Commissioner of Police, Add!. Commissioner of Police

and Deputy Commissioner of Police shall be entered in a file book. There standing orders
shall be continuous for five years and the file shall be indexed.

Part (ii ) Circulars and other Orders

In each Police Station an annual file shall be maintained of all circulars and other orders
issued for the instruction and guidance of the Police and not being Standing Orders.
These files shall be destroyed after two years.

REGISTER NO. 4 ABSCONDERS REGISTER

This register shall be maintained in the following parts: -

Part (i) This part shall contain the names of all absconders in cases registered in the
home police station and shall be maintained in form 22.54(a) as in Annexure - 3.

Part (ii) --- The names of absconders in cases registered in other police stations but
resident of or likely to visit the home police Station shall be written in this part
which shall be maintained in form 22.54 (a) .The entries of residents of home police
Station shall be made in red ink.

Part (iii) --- Will contain the names of deserters from e army and shall be maintained
in form 26.16(6) as in Annexure-4.

As soon as an absconder has been proclaimed under section 83 of the Code of Criminal
Procedure, his name shall be entered in the Proclaimed Offenders list.
When an absconder is proclaimed under section 83 Cr. PC, his name should be
entered in Register No. 10 Part-A of the Home Police Station and his History Sheet should
be opened in red ink.

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PROCLAIMED OFFENDERS, REGISTER

There is no provision in the PPR for maintaining proclaimed offenders register in a

Police Station. As per PPR 23.25, a list of proclaimed offenders shall be hung up in the
office and notice board of the Police Station. However, as per PPR 23.22 a proclaimed
offenders register shall be maintained in form 23.22 (1) in each District by the head of the
Prosecution agency. This register shall be maintained ,in two parts: -

Part I --- In part-I shall be entered the names of proclaimed offenders who are residents
of home Police Station irrespective of the Police Station in which proclaimed.

Part II --- Shall contain the name of proclaimed offenders of the Police Station but
not residents of the home Police Station.

Note: -- For convenience and ready reference, the P.O.’s register should be maintained in the police
Station as well as mentioned above in the form 23.22 (1) as in Annexure 34.

REGISTER NO. 5 REGISTER OF CORRESPONDENCE

This register shall be maintained in two parts in Form 22.55 as in Annexure-5.

Part I -- Shall contain a brief abstract of all reports and orders received at the Police
Station and of all letters and replies dispatched from the Police Station. This register
is merely a receipt and dispatch register and is not meant as a record of full
correspondence. The register shall be destroyed after two years.

Part II -- The receipt and return of summons and warrants shall be entered.

On the last day of each month, a statement giving the following information shall be
entered: --

Number of summons remaining unexecuted at the end of previous month, No. of

summons received during the current month, No. of summons executed during the
current month, No. of summons remaining unexecuted at the end of the month.
Similar statement regarding warrants shall also be entered.

REGISTER NO. 6 MISCELLANEOUS REGISTER

This register shall be divided into four parts: --

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Part I -- This part is not being maintained in the Police Station now as verification
regarding Government Service is being done by Special Branch.

Part II -- List of persons on security under the provisions of Code of Criminal

Procedure and Local and Special Laws in form 27.16(6) as in Annexure-7

Part III -- Carbon copies of all ‘Kalandras’ (Complaints).

Part IV -- Carbon, copies of all inquests. A yearly index will be maintained for
this part.

This register may be destroyed seven ye after the last entry .

REGISTER NO. 7 AND 8 NOT BEING MAINTAINED

REGISTER NO. 9 VILLAGE CRIME REGISTER

This is a very important register from the crime and criminals records point of view.
This register shall be maintained in the following five parts in accordance with PPR
22.59. The Village Crime register is an unpublished official record relating to the affairs
of the State and is a privileged document under section 123 of the Indian Evidence Act

Part I-This register will be maintained in Form 22.59(1)A as in Annexure 8 containing

information about a beat. A separate register shall be maintained for each beat.

Part II-This register shall be maintained in Form 22.59(1)B as in Annexure 9. A

separate register shall be maintained for each beat. Any crime registered in the area
of the beat shall be entered in this register.

Part III-This register is an index to the criminals of the area and shall be maintained
in Form 22.59 (1) C as in Annexure 10 separately for each beat. In this register shall
be entered the names of persons residing in a beat who have been arrested or a
against whom strong suspicion of involvement in cognizable cases, whether the
case occurred in the beat or not, exists. A separate entry shall be made for each
suspect with a separate serial number. When the person is again arrested or suspected,
a fresh entry shall bear the previous serial number or the number of suspicion and
shall be entered below it in the form of a fraction. Persons who are suspected to have
committed an offence and arrested ills 41 Cr. PC would also be entered as above.
Part III-A This register shall also be maintained separately for each beat in form
22.59 (1) C as in Annexure 11. In this register the names of the following persons of
doubtful character who visit the beat shall be entered: -

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(i) Persons whose History sheets are on record Bundle ‘A’.

(ii) Persons established through information sheets (stranger rolls) to be of doubtful

character.

(iii) Persons arrested in the beat under section 41/109, Code of Criminal Procedure,
provided that no entry shall be made unless the persons concerned are placed on
security.

(Note: -- An entry shall also be made in Register No. 6, Part-II).

Part-IV this is a confidential register and shall remain in the personal custody of the
Officer Incharge of the Police Station. This register shall be kept in form 22.59(1)D as in
Annexure 12. The following matters shall be entered in this register: -

(i) Notes regarding influential individuals residing in or having connection with the area
who habitually abet or share in the proceeds of crime or shelter criminals.

(ii) Special types of lawlessness or crime to which the inhabitants of the area are addicted.

(iii) Notes on gangs operating in the area.

(iv) Notes on personal, land, communal and other feuds, which are liable to cause breach
of peace.
(v) Notes on fairs and similar occasions requiring the special attention of the officer in-
charge of the Police Station.
(vi) Notes on criminals of other areas who commit crime in the jurisdiction.
(vii) A list of respectable inhabitants of the area who can provide important
information regarding proclaimed offenders and absconders.

(viii) Convictions under section 124-A and 153-A IPC.

Part V - The Conviction Register

It is a permanent record of the crime and criminals and of previous convictions. It

is to a great extent the basis for the preparation of History sheets and other measures of
surveillance. It shall be maintained in form 22.59 (1) E as in Annexure 13. Entries in this

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register shall be made by the Officer Encharge of the Police Station personally or under
his special or general orders. Each entry shall be signed by the Officer Incharge of the
Police Station personally. Every conviction shall be given one permanent serial number.
When a person is reconvicted, the fresh entry shall bear the same serial number and the
number of conviction shall be entered below it in the form of fraction. When two or more
offenders are jointly convicted of committing one and the same offence and when there is
reason to believe that they had acted in concert, a cross reference shall be inserted in the
remarks column of the register, drawing attention to the fact. Entries in this register shall
be confined to the following offences only :-

1. Indian Penal Code

Chapter Sections
XI 193 to
195 } Giving or fabricating false evidence.

211
377 } False charge of committing an unnatural offence.

XII 231
232 } Counterfeiting coin.

233
to
235
} Making, buying selling or having in possession
instruments or material for counterfeiting coin.

235
236 } Abetting the counterfeiting of coin out of India.

XII
237
and
238
} Import or export of counterfeit coins.

}
239,
240, Possession or delivery of counterfeit coin.
242,
243

244
} Unlawful alteration of weight or composition of

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245 Unlawful removal of coining instruments form Mints.
246
to
253 } Unlawful alteration of weight, composition or
appearance of coin and possession and delivery
of such coins.

255 Counterfeiting of Government stamps.

256

stamps.
and
257
} Making, buying selling or having in possession
instruments or material for counterfeiting Government

XII
258
and
259
} Possession or sale of counterfeit Government stamps.

260 Using of counterfeit Government stamps

261
to
263
} Fraudulent effacement or erasure of Government
Stamps

XVI 311 Being a thag.

354 Indecent assault on a woman.
363
to
369
} Kidnapping.

376 Rape.
377 Unnatural offence.

XVII 379
to
382
} Thefts of all kinds.

}
384 Extortion of all kinds, except section 385.
386
to
389

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}
392 Robbery of all kinds.
to
394
397
and
398

}
395, Dacoity of all kinds
396,
399,
402

400
and
401
} Belonging to a gang of thieves or dacoits.

Dishonest misappropriation of property belonging

404
to a deceased person.

406
to
408
} Criminal breach of trust by public servant.

411
to
414
} Receiving stolen property.

418
to
420
} Cheating of all kinds, except, simple cheating
(section 417)

}
XVIII 429 Extortion of all kinds, except section 385.
to
433
and
435
to
440

429
to
452
} House-trespass in order to commit an offence.

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454
to
458
} Lurking house-trespass or house-breaking other
than simple (section 453.)

459
and
460
} Grievous hurt or death caused in house-breaking.

461 Dishonestly breaking open a closed receptacle.

462 Fraudulently opening a closed receptacle held in trust.
465
to
469
} Forgery.

489A
to
489D
} Forgery of currency notes and Bank notes.

2. Code of Criminal Procedure

Sections 108, 109 and 110.

3. Miscellaneous Acts
(i) Sections 3 and 4 of the Gambling Act.
(ii) Offences under the NDPS Act.
(iii) Offences under the Indian Arms Act.
(iv) Offences under Terrorists and Disruptive (Prevention)
Act.
(v) Offences under the Immoral Traffic (Prevention) Act, 1956.
4. Other Offences
All offences and cases in which subsequent conviction would render the person convicted
liable by law to enhance punishment.

REGISTER No. 10, SURVEILLANCE REGISTER

This register shall be maintained in two parts A & B in Form 23.4

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(1) As Annexure-14 - The surveillance register shall be written by the Officer Incharge
of the Police Station Personally or by his junior, neatly.

Part A--In this part, the names of persons commonly residents of the jurisdiction of
the Police Station and who belong to one or more of the following classes shall be
entered. No entry in this part shall be made except by the order of a G. O. and every
entry shall be attested by the G.O.

(i) All persons who have been proclaimed under section 83 of the Code of Criminal
Procedure.

(ii) All released convicts in regard to whom an order under section 356, Criminal
Procedure Code has been made.

(iii) All convicts the execution of whose sentence is suspended in the whole or any part
or whose punishment has been remitted conditionally under section 432, Criminal
Procedure Code.

Part-B--In this part the names of the following categories of persons may be entered
under the written order of the D. C .P. who is strictly prohibited from delegating this
authority. Before the name of a person is entered in this part, a history sheet shall be
opened for such person:

(i) Persons who have been convicted twice or more of offences whose entry is to be
made in Register IX Part - V.

(ii) Persons who are reasonably believed to be habitual offenders or receivers of stolen
property whether they have been convicted or not.

(iii) Persons under security under section 109 or 110 of the Code of Criminal
Procedure.

(iv) Convicts released before the expiry of their sentences under the Prisons Acts and
Remission Rules without imposition of conditions.

Note:-- Before Opening of History Sheet, the P.P. should be opened compulsorily.

B.C. Roll register is also a part of Register No.10.

REGISTER NO. 11 INDEX REGISTER

This register shall be maintained in two parts: --

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Part-I In Form 23.14(1) (A) as in Annexure 15, history sheets and personal files shall be
entered in a serial number as they are opened. This serial number shall be permanent
and shall not be altered when one history sheet is transferred from one bundle to
another. This serial number shall also not be re-allotted until the history sheet has
been destroyed or transferred to another Police Station.

Part II Shall be an alphabetical index of personal files and history sheets in Form 23.14(1)
(B) as in Annexure 16.

History sheets shall be prepared of persons accused more than twice of offences falling in
chapters 12 & 17 of the IPC.

(i) All POs of home police station (in red ink) .

(ii) All persons who are externed u/s 47-48 D.P. Act, 1978. After the externment
period, the History Sheets shall be transferred to personal files.

(iii) All dangerous criminals who are addicted to crime (P.P.Rules 23.9).

(iv) Numbered personal files of all the History Sheets, Misc. Complaints shall
be kept in personal Files.

REGISTER NO. 12 INFORMATION SHEETS DESPATCHED

Information sheets in form 23.17 (1) shall be issued by an Officer Incharge of a Police
Station or on his behalf as a means of ascertaining the antecedents of persons who are
residents of the jurisdiction of other Police Stations and

(a) Who are believed to have committed an offence, whether they have been
arrested or not.

(b) who have been arrested under section 41 (2) of Criminal Procedure.

(c) who are genuinely believed to be under suspicion. The Despatch of

information sheet issued shall be entered in Register No.12, which shall be
maintained in Form 23.17(2) as in Annexure-17.

Information Sheet of the arrested person shall be issued thrice firstly at the time of arrest,
secondly at the time of conclusion of investigation and finally after the conclusion of
judicial trial or magisterial proceedings.

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REGISTER NO. 12-A INFORMATION SHEET RECEIVED

The officer incharge of a police station receiving an information sheet shall

cause an entry to be made in this register to be maintained in Form 23.17(6) as in
Annexure 18.

Register No. 12 and 12-A shall be destroyed seven years after the last entry.

REGISTER NO. 13 MINUTE BOOK FOR GAZETTED OFFICERS.

This is maintained on a blank register. The Gazetted Officers on their visit to a Police
Station shall give their remarks requiring the attention of the officer Incharge in this
register.

REGISTER NO. 14 FILE BOOK OF INSPECTION REPORTS

This is a file cover of standard size in which inspection reports by Gazetted Officers
are kept.

REGISTER NO. 15 Not being maintained in Delhi as such records are maintained by
the Municipal authorities.

REGISTER NO. 16 This register shall be maintained in four parts:

Part I—Not being maintained.

PART II—Part II shall be maintained in Form 22.67(B) as in Annexure 19. In this

register, the names of Police Officers attached to the Police Station with dates of
their appointment and transfer shall be entered.

Part 111- This Part shall be maintained Form 5 .16( 1) as in Annexure 20. In this
register Government property in use and on the charge of the Police Station shall be
entered.

Part IV-Not being maintained.

REGISTER NO. 17 REGISTER OF LICENCES

This register shall be kept in the following 6 parts: --

Part I-REGISTER OF ARMS ACT LICENCES: This register shall be kept in

two parts in Form 22.68(a)(1) as in Annexure 21 and 2.68 (a) (4) as in
Annexure 22.

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Part II-LICENCES UNDER THE EXCISE LAWS: This part shall be maintained in
Form 22.68 (b) as in Annexure 23.

Part III-LICENCES UNDER THE. EXPLOSIVE ACT: This part shall be maintained
in Form 22.68(c) as in Annexure 24.

Part IV-LICENCES UNDER PETROLEUM ACT: This part shall be maintained in

Form 22.68(d) as in Annexure 25.

Part V-LICENCES UNDER THE POISIONS ACT: Shall be entered in this register
to be maintained in Form 22.68( e) as in Annexure 26.

Part VI-LIST OF SARAIS, HOTELS, GUEST HOUSES ETC: Registered under the
Sarais Act shall be entered in this register to be maintained in Form 22.68(f) as in
Annexure 27.

Part I to V except form 22.68(a) (4) shall be destroyed one year after the expiry of the
period of the license. As regards Part- VI when it is filled up, all uncancelled entries shall
be transferred in a new register and the old register destroyed.

REGISTER NO. 18 RECEIPT BOOK FOR ARMS AND AMMUNITION OF

MILITARY STORES

This book shall be kept in triplicate in form 22.69 as in Annexure 28. The arms,
ammunition OT military stores deposited, seized or brought to the police Station when
such seizure is not otherwise reported shall be entered in this register. One copy will be
affixed to the weapon or article, the duplicate shall be given to the depositor and the
original shall remain in the book.

This book shall be destroyed five years after the date of the last entry.

REGISTER NO. 19

This register shall be maintained in Form 22.70 as in Annexure 29. All case properties,
articles of personal search, properties seized in Kalandras, inquests etc. shall be entered
in this register. The articles released shall be entered in the appropriate column and every
such release shall be attested either by the Officer Incharge or by the investigating Officer.
The Officer Incharge shall physically check the articles once in a fortnight and make a
note to this effect in this register and daily diary. On the last day of every calendar year,
this register shall be brought forward in red ink by making entries of unreleased articles.
The entries so brought forward shall be made serial-wise. The serial number of the
preceding year shall also be written in fraction.

15
This register may be destroyed three years after the date of the last entry.

In this register each entry should be attested by the I 0 & MHC (M) at the time of
depositing the case property in the Malkhana.

REGISTER NO. 20

This register shall be maintained in two parts: --

Part I-CASH REGISTER

Cash register shall be kept in Form 10.52(a) as in Annexure 30. In this register an
account receipt and disbursement of pay, travelling allowances etc. shall be maintained.
The account shall be balanced daily and attested by the Officer Incharge of the Police
Station. The Officer Incharge of the Police Station shall personally check the correctness
of this register once a month and make a note in the cash register to that effect.

Part II-PERMANENT ADVANCE REGISTER

This register shall be maintained in form 10.52 (b), as in Annexure 31. In case excess
amount is spent, entry shall be made in Red ink (deficit amount).

REGISTER NO. 21 ROAD CERTIFICATE:

Road Certificate shall be kept in a bound book in duplicate in Form 10.17 as in

Annexure 32. Each Certificate shall be given an annual serial number for each Police
station. A Road Certificate shall accompany all sums of money, articles of Malkhana and
challans of cases sent from the Police Station. Each book shall be destroyed three year
after the date of the last road certificate.

REGISTER NO. 22 PRINTED RECEIPT BOOKS

This is a register containing 100 receipt forms in duplicate in form 10.14 (1) as in
Annexure 33. These books shall have printed serial numbers and only one such book
shall be in use at a time. These serial numbers shall be checked before bringing it into use.
If any serial number is missing or wrongly printed, it shall be brought to the notice of the
Officer Incharge of the Police Station and a report shall be entered in the daily diary. For
all sums of money received in a Police Station, a receipt from this book shall be issued to
the remitting party under the signature of the Officer Incharge of the Police Station or the
station clerk. Necessary entry shall be made in the cash register and attested by the Officer
Incharge of the Police Station.

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REGISTER NO. 23 POLICE GAZETTE AND CRIMINAL INTELLIGENCE
GAZETTE

The Police Gazette and Criminal Intelligence neatly filed in separate

cardboard covers.

REGISTER NO. 24 POLICE RULES

The copies of Police Rules must be kept up-to-date.

REGISTER NO. 25 CONFIDENTIAL REGISTER

This is a blank register which shall remain in the personal custody of the Officer
Incharge of the police Station. The Officer Incharge of the Police Station on his transfer
shall record a confidential note in this register for the assistance of his successor. The
confidential, charge note shall contain miscellaneous local information, which the outgoing
officer has gathered during his stay in the jurisdiction. The following matters may be
mentioned in these notes :-

(a) The character and capacity of the members of staff of the Police Station.

(b) Residents of the jurisdiction who are useful to the police.

(c) Directions in which co-operation with other Police Station is necessary.

(d) Special factors affecting crime and other problems in the Police Station.

(e) Matters of temporary importance, under investigation etc.

1. Non-Cognizable Register

This register is maintained in accordance with section 155 Cr.PC which prohibits
the police to investigate a non-cognizable offence unless authorized by the magistrate to
investigate such an offence.

On receipt of an information about a non-cognizable offence, the officer incharge of

a police station or the duty Officer on his behalf, shall record the information in the non-
cognizable register and advise the complainant to seek redress in a court of law. The
report so recorded will be read over to him and got signed. A copy of the report shall be
given to the complainant.

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(Non-recording of report by a police officer constitutes an offence U/S 177 IPC) .

2. Maintenance of Register Regarding Missing Persons

A register regarding Missing Persons shall be maintained at all the police stations to
keep a proper record of missing persons, their being traced later as also about the .action
taken to trace them. As soon as the information about the missing of a person or a child is
received at the police station, the duty officer or the officer incharge of the police station
shall record a daily diary entry in the police station giving complete description of the
missing person, including sex, age special marks of identification, dress worn by him/her
and the circumstances leading to the disappearances. As soon as such a report is recorded,
the duty officer/SHO shall send a copy of the same to the Inspector, Incharge, Missing
Persons Squad who is charged with the responsibility of taking action to trace the missing
person. This would in no way absolve the local police of its responsibility in taking
appropriate action to trace such person(s). The MPS would pass an information to AIR,
Doordarshan and C.R.O, giving all the details as mentioned above. A photograph of the
missing person shall also be sent for telecasting and publication in the C.R.O gazette.
Field enquiries will be taken up immediately and where it is suspected that the children or
the missing person has been kidnapped/abducted, a case will be registered. The local
police may either suo-moto register a case or do on receipt of a report from the Inspector
I/C MPS.

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In order to have complete information on a uniform pattern, the SHOs shall maintain a
register on the Performa as mentioned below :-
S. No. DD no. of Missing report Description/particulars of the
person-including his/her address
1 2 3

The DD no. or the reference number by which information was sent

to MPS
4

DD no. about the person (if traced) DD entry regarding final information
DD enty regarding final information received from MPS --- giving the serial
by PS Staff & final information No. of MPS register (if Missing person is
Sent to MPS traced by MPS)
5 6

Information regarding restoration of Information to be entered regarding the

Missing Person Persons sent to Nari Niketan or Remand
Home
7 8

As soon as the missing person is recovered/ traced, he/she shall be immediately restored
to the lawful guardian. If the missing person is traced and brought by any member of the

19
public, detailed information about the circumstances under which he/she was recovered
may be mentioned and the MPS informed.

In case a female or a child is traced (who might have come from some other place)
and does not have any abode in the city, she will be sent to Nari-Niketan. A male child will
be sent to the Children Home/Remand Home. Information about this shall also be given
to the MPS.

In addition to the Registers prescribed in Punjab Police Rules the following additional
Registers are also maintained in the Police Station :--

3. Standing Order No. 42

Police Action against Hooliganism :

Rough Register Part ‘A’-- Names and particulars of confirmed goondas who are
residents of the P.S. concerned.

Rough Register Part ‘B’- Names and particulars of confirmed goondas who are not
residents of P.S. but operate in that jurisdiction.

Rough Register Part ‘C’ - Names and particulars of those who are novices in
hooliganism irrespective of whether they reside in the area of the P.S. or not.

4. Standing Order No. 138

Para 16(ii) mentions about the S.H.O. maintaining a Register for all cognizable crimes. A
detail of measures adopted by the local police to prevent recurrence of crime - in the
particular area requires to be mentioned in it.

5. M.L.C. Register

Entries about MLCs in which result is awaited from the hospital are made in this
Register.

6. Anti-Goonda Census Register

Beat-wise activities of goondas and other anti-social elements operating in the area
of the P.S. are entered in this Register.

7. Banks Checking Register

It contains the names of Banks, their location, name of their Manager, particulars of
the employees, Security measures atd the Bank, deployment of armed guard, system of

20
Alarm/siren etc. are entered in the Register.

8. Schools and Colleges dropouts Registers.

Contains the names of School/College dropout residing in the jurisdiction of the

P.S. and of the those belonging to other areas but were students of Schools/Colleges
falling under the area of the P.S.

9. Briefing and De-briefing Register of Beat Constable

It contains the particulars of the beats, name of the beat constable, data of his
posting as a beat Constable, day to day information given by the Constable, Information
about the criminals operating/residing in the area, day to day briefing given to the
constable etc.

10. Special Police Officers Register

This register contains the names of S.P.Os, their addresses, telephone number
and details of valuable information and work done by them.

11. Register of Markets and Residents Welfare Associations and Respectables

This register contains the names of markets and particulars of the residents
Welfare Associations in the P.S. area.

12. Drug Addicts Register

It contains the names, residentail address and a brief history of drug addicts in
the P.S. jurisdiction.

13. Register of Communalists and, other activists

It contains the names and addresses of communalists, mischief mongers,

instigators of communal passion, details of probable hide outs of communalists/
extremists etc.

14. Domestic Servants verification Register

It contains the names of domestic servants, particulars of their native place,

names of the Police Stations and Distt., name of the employer, result of verification
done etc. The photograph of the servant is also affixed in this register.

21
ANEXXURE-1

FORM NO. 24.5(1)

FIRST INFORMATION REPORT

FIRST INFORMATION OF A COGNIZABLE CRIME REPORTED UNDER

SECTION 154 CODE OF CRIMINAL PROCEDURE

Police Station ................................................District ...............................................

No. ............................................................. Date and hour of occurrence .................

...........................................................................

1. Date and hour when reported

2. Name and residence of

information and complainant

3. Brief description of offence (with

section) and property carried, off,
if any

4. Place of occurrence and distance

and direction from Police Stn.

5. Steps taken regarding

investigation, explanation of delay
in recording information

6. Date and hour of despatch from

police station

Signed ........................................
Designation ...............................

First information to be recorded below)

22
ANEXXURE-2

FORM NO. 22.48

THE STATION DAILY DIARY

SI. No. Name of reporter Substance of report

23
24
Serial No.
1

Name, Parentage, caste &

2

description of absconders
Residence i.e. village, Police
3

Station & District

POLICE DEPARTMENT

Offence, FIR No. and date, Places

and date of offence
5

Reward offered
Clue to probable where about
6
ANEXXURE-3

Action taken to procure arrest

7
FORM NO. 22.54 (a) PART 1

Absconders in cases registered in the home Police Station.

(Resident of the home Police Station to be written in red ink)

Signature of Gazetted Officer

8
Date of arrest, death, cancellation
of removal to proclaimed
offenders list

9
DISTRICT
25
Serial No.
1
2

Police station or district submitting

Notice. Name of absconder
3

Parentage, caste and description

POLICE DEPARTMENT

Residence i.e. village, police station and

4

district
Offence, F.I.R. No. and date, Places
5

and date of offence

6

Reward offered
7

Clue to probable where about

Police station.

Action taken to procure arrest, details

to be given as to :-
(a) Action taken under section 512
8
FORM NO. 22.54 (a) PART ii

87/88, Code of Criminal Procedure, with date

(b) Details of any other action taken,
with dates and name of court
(Residents of the Home police station to be written in red ink)

9
Signature of Gazetted Officer
Absconders in cases registered in other police station, but residents of, or likely to visit, this

Date of arrest, death, cancellation

of removal to proclaimed offenders list
offenders list

10
.................... DISTRICT
26
Serial No.
1

Dt. of entry in the register

2

Name, parentage, caste and

3

description of deserter
POLICE DEPARTMENT

Residence
Date of desertion and regiment
5

or Corps of deserter
Reference to letter intimating
6

information regarding deserter

7

Date of arrest
ANEXXURE-4
FORM NO. 26.16(6)

REGISTER OF DESERTERS

Name and rank of officer

8

arresting deserter
Remarks showing action taken
to secure arrest
9
DISTRICT
27
1

No.
STATION

Date or order etc.

2

By whom issued
3

Substance or order or
4

letter received
ANEXXURE-5
FORM NO. 25.55

No.
REGISTER OF CORRESPONDENCE

Date of report
6
Substance of report or
letter despatched

7
DISTRICT
28
1

Date of receipt of roll

2
3

From whom received

Where employed or service
for which applying i.e.
4

Railways, Police, Military etc.

5

Name & Perentage of

applicant
Village of which resident
6

How, when, and by whom

ANEXXURE-6

character tested and result of

FORM NO. 22.56(1)

enquiries
EMPLOY, VERIFIED BY THE POLICE

Date of return of roll

8
Remarks

9
CHARACTER ROLLS OF GOVERNMENT SERVANTS OR APPLICANTS FOR GOVERNMENT
29
Serial No.
Name, father’s name and caste of
person required to find security
Residence
Amount of security and of personal
recognizance
Names, father’s name and caste of
sureties
Residence of sureties
Name of the court which passed the
order to find security, name of
presiding officers, powers of the court,
district in which order
was passed and date of order
(a) Date of going to prison
ANEXXURE-7

ent in

security
FORM NO. 27-16(6)

default of
Imprisonm

(b) Date of release

NAMES OF SURETIES ETC.

20
20
20
period
Date of

Date and
month of
security
20
expiry of
Reference to First Information Report
of papers in any case in which a person
security was convicted and bond
became liable to forefeiture
Reference to papers appertaining to

VERNACULAR REGISTER OF PERSONS ON SECURITY TO BE OF GOOD BEHAVIOUR, THE

proceedings taken to obtain forefeiture
of security and result of such
proceedings
ANNEXURE - 8

FORM NO. 22.59(1)A

BEAT CRIME NOTE BOOK OF BEAT ........................................................................

POLICE STATION ..................................................... DISTRICT..............................

...................................................................................................................................

PART I

Population by census of 20 Male ........................................

Female.....................................

No. of houses ......................................................................

Names of outlying hamlets with number of houses in each

Revenue

Market Day, fairs and festivals

Principal Castes and tribes

Headmen Other leading men Beat watchmen

30
31
Serial No in First Information
1

Report Register
Date of occurrence and name of
2

complainant
Section of law, nature of offence
3

and class of property attached

Name, parentage, caste and
4

residence of accursed or suspect

ANEXXURE-9

Place where property was

Part II, Crime Register
FORM NO. 22.59(1)B

recovered and where criminals

5

were found
Names and particulars of person
suspected of having helped to
conceal property of the criminals 6
by furnishing bail of otherwise
Result of case

7
32
1

Serial No.
Police station, village and
2

district number of First

information report with
date
Section of law, nature of
3

offence and class of

property attached
Name, parentage and caste
4

of accused
Name, parentage, caste and
ANEXXURE-10

address of all criminals

FORM NO. 22.59(1)C

implicated in the case,

whether convicted,
5

acquitted or suspected of
committing the offence of
of harbourers, receivers or
other helpers of the accused.
Part III Cases traced to the Village during the year............................
Results of the case against
each man mentioned in
column 5

6
33
1

Serial No.
2

Name, parentage, caste and relation

ship if any, of person visited
3

Name, parentage, caste and address

4

Brief reasons for suspecting visitor

ANEXXURE-11

Object and dates of visit

FORM NO. 22.59(1)C

Part III-A, Visit to the Beats

Number & date of bad character roll

6
or information sheet received
Remarks

7
ANNEXURE - 12
FORM NO. 22.59 (1) D
Part-IV

Notes of crime in the village with special reference to fractions, land or water disputes
presence of criminal tribes or gangs. Occurrence of obstructions on or damage to
railway line within the jurisdiction, special outbreaks of crime in the jurisdiction etc.
in accordance with 23.15.

34
35
1

Serial No.
Name of convicted persons and
2

are on date stated in column 5

Percentage, caste and occupation
3

with description, particulars

marks and P.R. No. of any.
Section and Act under which
4

convicted and nature of

conviction.
Name of court, district, sentence
5

and date of conviction.

6
POLICE STATION (NAME)..........................................

Date of release.
Whether entered in Book 10
7

(Surveillance Register) with No.

ANEXXURE-13

of history sheet, if any.

FORM NO. 22.59(1)-E

Signatures of Police Officer

8

making the entry and date of

making it
Part V - Names of residents who have been convicted of certain offenes.

Place of crime, if committed

outside the village. 9
Remarks
(names, perentage, caste and
address of Convicts and co-

10
suspects, places where arrested and
residences of persons who stood
bail.

NAME OF BEAT/AREA.............................
ANEXXURE-14
FORM NO. 23.4(1)
DISTRICT .......................................... POLICE STATION.............................
SURVEILANCE REGISTER NO. 10

1 2 3 4 5 6 7 8 9

Name struck off

Brief reasons for

striking off, with
signature of officer

36
Serial No.
Name
Parentage & Caste
Name & Serial No. of Beat
Number of history sheet in
a bundle
Date of entry
Brief reason for entry &
signature of officer
Date
37
Serial No. of History Sheet
1

and Personal file

2

Name and Father’s name

Village
3

Date on which History Sheet

4

was opened
Whether History Sheet is in A
5

or D bundle or on personal
ANEXXURE-15

file
FORM NO. 23.14(1)A

Index History Sheets And Personal Files, Part-I

Date on which History Sheet

and Personal file were
6
transferred to another Police
Station of destroyed
Initials of Gazetted Officer
ordering transfer or

7
destruction of History Sheets
and remarks
ANEXXURE-16
FORM NO. 23.14(1)B
Index History Sheets and Personal File

Part II

1 2 3
Name and Father’s name Village Serial No. of History Sheet and
personal file

38
39
Date of Issue
1
2

Date of issue of sheet

3

Name of Police Station to

which issued
Name, parentage, caste
4

and address of suspect

POLICE STATION .......................................

Full description of suspect

ANEXXURE-17
FORM NO. 23.17(2)

Police Station Register No. 12

Information sheets despatched

Details communicated in
6

information sheet
7
Date if return of sheet
Action taken such as
preparation of personal file

8
or history sheet etc.

...........................DISTRICT
40
Date of receipt
1

Date of sheet
2

Name of Police Station from

which received
3

Name, parentage, caste and

POLICE STATION ..............................

address of suspect
4

Full description of suspect

ANEXXURE-18

5
FORM NO. 23.17(6)

Information sheets despatched

Police Station Register No. 12-A

Details communicated in
6
information sheet
7
Date of return of the sheet
Action taken, such as
preparation of personal file or

8
history sheet etc.

...........................DISTRICT
ANEXXURE-19
FORM NO. 22.67(B)
POLICE STATION REGISTER NO. 16 - PART II
List of Police officers attached to the Police Station
(Officers, Head Constables and Constables to be shown on separate pages)

1 2 3 4 5 6 7 8 9 10 11 12

Date of being sent

to headquarter for
Residence training

41
Serial No.
Constabulary No.
Name
Village
Police Station
District
Date of Enlistment
Date of posting to the Police
Station
Literate of illiterate
For the Ist time
For the 2nd time
For the 3rd time
Date of transfer
Where transferred to
Reason of transfer
Remarks
ANEXXURE-20
FORM NO. 5.16(1)
POLICE DEPARTMENT .......................................DISTRICT

MISCELLANEOUS STORE REGISTER OF THE ........................... OF ......................DISTRICT

Date Nature of transaction Description of Store Remarks

a b c d Etc.

42
ANEXXURE-21
FORM NO. 22.68 (A) (1)
FORM (E)
.................................... DISTRICT
Register of LIcenses to Manufacture, Convert, Sell or Keep for Sale Arms, Ammunition or Military Stores

1 2 3 4 5 6 7 8 9

Inspections by

Asst. Dy. Supdt. Or

Inspector of police

43
Tehsil
Number
Nature of License
Father’s name, caste and
residence
Place of business
Date
1st
2nd
3rd
4th
By Magistrate of District or
D.C.P.
Remarks
ANEXXURE-22
FORM NO. 22.68(a)(4)
Form(H)
Register of LIcensees to possess Arms and Ammunition and to go Armed for the purpose of Sport, Protection or Display (A separate part
of Register to be reserved for each description of Weapons i.e. Shot Gun Rifles, Revolvers, Sword etc.) The Register to be Permanent

1 2 3 4 5 6 7 8 9 10

44
Serial No.
Tehsil
No. & description of weapon
Name of Licence holder
Father’s Name, caste etc.
Residence
No. & date of licence
Period for which licence is
available
Date of renewal of licence
Remarks.
Action taken when licence
expires, loss of weapon
licensed, sale etc.
45
1

Serial No.
2

No. of Licence
Police department

Name and address of

3

Licence holder
Locality of shop
4

Articles which the licensee is

5

authorized to stock & sell

Whether licensed to sell
6

wholesale or by retail
Amount of licence fee for the
7
ANEXXURE - 23

year
FORM NO. 23.68 (b)

From
8

licence is valid
To
Register of licences granted under Excise and Opium Act for vend in the Police Station

Period within which

Remarks

9
.......................DISTRICT
46
1

Serial No.
Name, parentage and place of
2

residence of license
Place of business-factory or shop
3
POLICE DEPARTMENT

Maximum quantity of explosive

to be possessed at any one time
4

Description and quantity of

explosives to be manufactured
5

during the year

Description and quantity of
explosive to be possessed and
6

sold during the year

ANEXXURE - 24
FORM NO. 22.68 (c)

From
7

licence is valid
To
Period within which
Date of inspection made by
Register of LIcensees to manufacture, possess and sell explosive in the ______________
police officer of and above the

8
rank of Sub-Inspector

9
Remarks

POLICE STATION ________________________

.......................DISTRICT
ANEXXURE - 25
FORM NO. 22.68 (D)
POLICE DEPARTMENT .......................DISTRICT
Register of Licensees to possess petroleum under the Petroleum Act

1 2 3 4 5 6 7 8
Period within which
Inspection
licence is valid

From To Date By
whom

47
Remarks

No. of License
Object of License
Name and address of License
Description and quantity of
petroleum to be possessed
Places and full details of storage
shed
ANEXXURE - 26
FORM NO. 22.68 (e)
POLICE DEPARTMENT .......................DISTRICT
Register of Licensees under the Poisons Act no 1 of 1904

1 2 3 4 5 6 7
Period for which
Inspection
licence is valid

From To Date By
whom

48
Remarks

No. of License
Name and address of License
Place of business
Description of person be
possessed
ANEXXURE - 27
FORM NO. 22.68 (f)
POLICE DEPARTMENT .......................DISTRICT
Register of Sarais registered under Act XII of 1987
__________________Police Station

1 2 3 4 5 6 7 8
Serial Name & Residence Name of Situation Date of Date of Remarks
No. parentage of Sarai of Sarai registration entry in this
keeper of Sarai register

49
ANEXXURE - 28

FORM NO. 22.69

POLICE DEPARTMENT_____________________________________/DISTRICT

POLICE REGISTER NO. 18

Receipts for arms, ammunition or military stores deposited in the above Police Station
under the Indian Arms Act XI of 1878.

SI. No. Date_____________

Nature of arms, ammunition of military

Stores and condition in which received ____________________________________

Name, father’s name and address of Depositor _______________________________

____________________________________________________________________

I certify that I have received the above mentioned articles and have deposited
them in the station store room after labeling them the articles will be forwarded to
headquarters if the owner has not obtained a licensee to possess them within seven
days from date.

(Sig) _______________________

Station Clerk.

50
51
Serial No.
1

No of First
Information Report (if
any) from whom
2

taken (if taken from a

person) and from
what place
Date of deposit and
3

name of depositor
Description of
4

property
Reference to report
REGISTER NO. 19
Store Room Register
ANEXXURE-29

asking for order

FORM NO. 22.70

regarding disposal of
property
How disposed of and
6

date
Signature of recipient
7
(including person by
whom dispatched)

8
Remarks

POLICE STATION _______________________________________________________________DISTRICT

52
1

Annual Serial No.

Date
2
3

Nature of receipt of expenditure

POLICE STATION

Receipt
Expenditure
5

Balance
6

Reference to previous, subsequent

or final numbers in this register
7

regarding the same transaction.

Receipt Book No.
(See Rule 22.71)

(a)
ANEXXURE-30

(Rule 10-14)
FORM NO. 10.52 (A)

Road Certificate No.

(Rule 10-17) (b)
POLICE STATION REGISTER NO. 20, PART (I)

No. of entry in
Station diary in REFERENCE TO

(c)
which details are
given
Reference to the SI.
No. of register on
Cash account of money such as Pay, Allowance and MIscellaneous transaction etc. of Police Station
which the amount

be given
composing balance

9
was originally.
entered

Details of balance to

Description of Money
_________________DISTRICT
53
1

Annual SL. No
2

Date
Nature of receipt or
3

expendture
4

Receipt
POLICE STATION

Permanent Advance Rs. 20

Expenditure
6

Balance
Reference to previous
subsequent of final
numbers in this register
7

regarding the same

transaction. In the case
of final disposal, entry
to be made in red ink.
Receipt
(a)

Book No.
(Rule 10-14)
Road
ANEXXURE-31

Certificate
(b)
FORM NO. 10.52 (b)

No. (Rule
8

10-17)
No. of entry
Reference to

in Station
POLICE STATION REGISTER NO. 20, PART (I)

diary in (c)
which
details are
given
Reference to the entry
in the correspondence
Register (No. 5)

9
relating to the
application made for
recoupment
Remarks

10
_________________DISTRICT

Cash Account of Permanent advance of Police Station _________________________________________

54
Name of prisoner and
parentage and offence
1

of which accused by
the Police with no of
charge sheet
Police Station.........................
District...................................

Line Office.............................

Date and time of

2

despatch
Date and time of
3

despatch
Date and time of
4

arrival at destination
Description of money
or other property sent
5

with no. and weight of

Police Department
ANEXXURE-32
FORM NO. 10.17

each article
ROAD CERTIFICATE

Amount of diet money

expended on
6

Accout of prisoners
and witnesses
Siganture of receiving

7
officer
Remarks (including
reference to cash book

8
or corresponding
entry)

No. .........................................
ANEXXURE - 33

FORM NO. 10.14

•• ••
No. 1 •• •• No. 1
•• ••
Received from ___________________ •• •• Received from ___________________
•• ••
_______________________________ •• •• _______________________________
•• ••
•• ••
The sum of Rupees _______________ •• •• The sum of Rupees _______________
•• ••
_______________________________ •• •• _______________________________
•• ••
On account of____________________ •• •• On account of____________________
•• ••
•• ••
_______________________________ •• •• _______________________________
•• ••
••

(Bilingual Form)

Supdt of Police

Date ...........................

The.............................

55
56
1.

Serial No.
Name, caste and parentage of
2.

offender
3.

Description
4.

Residence
POLICE STATION

5.

Section of offence
6.

FIR No. and date

7.

Police Station and District

8.

Detail of stolen property

In case of conditionally released who
has been declared proclaimed offender
(i) Offence in which conditionally
released
9.

(ii) Village in which released

(iii) Jail from which conditionally
released.
(iv) Date of release
ANEXXURE-34

(1) In his own accused has

FORM NO. 23.22 (1)

visited
10.

(2) Or is expected to visit

In his own district :-
POLICE STATION REGISTER NO. 20, PART (I)

(1) Names
(2) Relations whom
(3) Residence
Register of proclaimed offenders under section 82 Criminal Procedure Code
In his own district :- 11.
(1) Names

Name of Relations
(2) Relations

Is expected to visit or
enter in communication
(3) Residence

The proclaimed offender

Reward offered for Arrest
District Serial No. of P.R. Slip
Remarks

12. 13. 14.

_________________DISTRICT