POLICE RECORDS

Records of Arundel Borough Police, West Sussex Constabulary, Sussex Constabulary, and Sussex Police Authority

POLICE RECORDS : CLASSIFICATION SCHEME

CRIME

1. OCCURRENCE BOOKS

2. DAY BOOKS

3. SUMMONS BOOKS

4. CHARGE REGISTERS

5. REGISTERS OF CASES

1. Crime Registers

2. Record of cases

3. Robbery Report Books

6. CASE PAPERS

ADMINISTRATION

7. REPORTS

1. Reports of Governing Authorities and Committees

2. Reviews of Establishment

3. Miscellaneous Reports

8. ORDERS

1. Standing Orders

2. General Orders (Main Series)

3. General Orders (Pocket Books)

4. General Orders (Miscellaneous)

5. Miscellaneous Orders

9. MEMORANDA BOOKS

10. LETTER BOOKS

11. RECORDS OF PROPERTY

1. Registers

2. Surveys

3. Capital Building Programme

4. Building files

12. FINANCIAL RECORDS

1. Budget Papers

2. Penalty and Fee Books (Section 10 A.C.A.)

3. Penalty and Fee Books (Section 17 A.C.A.)

4. Postal Remittances Books

5. Contingent Accounts

13. PERSONNEL RECORDS

1. Superannuation Fund : Accounts

2. Friendly Society : Registers of Members

3. Friendly Society : Subscription Books

4. Friendly Society : Accounts

5. Reservists : Records of Pay

6. Defence Medal : Nominal rolls

7. Miscellaneous Papers

MISCELLANEOUS

14. REGISTERS OF EXPLOSIVES AND FIREARMS

1. Registers of Premises

2. Registers of Dealers

15. MISCELLANEOUS DIVISIONAL RECORDS

16. STATION RECORDS

17. INDEXES OF RECORDS

1. Summons Books

2. Charge Registers

3. Order Books

DESCRIPTION OF MAIN CLASSES

CRIME

1. OCCURRENCE BOOKS

Daily diaries containing a record of every official occurrence reported within the Division

Information contained : date; offence; number in Charge Book; number in Summons Book; particulars of occurrence; and note of steps taken by the police

2. DAY BOOKS

Daily registers of messages received and action taken, and similar in content to the Occurrence Books

Information contained : date; time of message received; name of station, police officer, or other person from whom message received; name of police officer receiving message; note and time of any subsequent transmissions by telephone; initials and numbers of police officers involved; and details of nature of communication and of action subsequently taken

3. SUMMONS BOOKS

Registers, entitled "Report of Summons Cases", comprising a record of summonses served and cases subsequently heard. The series was discontinued in December 1964

Information contained : number of summons; date of service; name of defendant; name of complainant; name of police officer by whom served; where served; nature of offence; name of magistrate before whom served; date of hearing; how disposed of; and class of person proceeded against

4. CHARGE REGISTERS

Registers containing a full record of criminal charges brought by the police, and of cases subsequently heard

Information contained : number of annual charge; date and hour of apprehension; age, name, address, occupation, and degree of education of person charged; charge; name, address, and occupation of person charging; names and addresses of witnesses; by whom apprehended; property found on person or elsewhere; date and hour when liberated or delivered at the Prison; number of hours in custody of the police; signature of Constable taking the charge; magistrate before whom brought; how disposed of by magistrate; general classification of offences; sentence at the Assize or Sessions; class of persons proceeded against; and number of quarterly charge

5. REGISTERS OF CASES

1. Crime Registers

Registers of criminal cases

Information contained : date of first report; date and hour of offence; designation of crime; particulars of crime; value of property stolen and recovered; name of person proceeded against; date and result of proceedings; name of Police Officer in charge of case; and remarks

2. Record of Cases

Returns of cases heard by magistrates at Petty Sessions

Information contained : mode and date of apprehension; name, age, and sex of defendant; particulars of offence; result of proceedings in cases dealt with summarily; result of proceedings in cases not dealt with summarily; and character of defendant

3. Robbery Report Books

Returns of robberies committed and detected

Information contained : date; by whom property lost or from whom stolen; place; description of property; number of persons apprehended or summoned; value of property lost or stolen; value of property recovered; sentence; and remarks

6. CASE PAPERS

Case files, containing notes of evidence, statements, reports, correspondence, and newspaper cuttings, relating primarily to serious cases, including murder

ADMINISTRATION

7. REPORTS

1. Reports of Governing Authorities and Committees

Annual and quarterly reports of governing bodies - including, in the case of the West Sussex Constabulary, the Standing Joint Committee of the Court of Quarter Sessions and the County Council, and, subsequently, in the case of the Sussex Police, the the Sussex Police Authority - dealing with policy and administration. Subjects covered include police property, pay and conditions, and pensions, and the reports contain copies of accounts and of the Chief Constable's reports

2. Reviews of Establishment

Reports from the Chief Constable's office on the strength and structure of the establishment, with reference to specific factors, such as recruiting, training, accommodation, mechanisation, mechanisation, road traffic control, and crime, and with recommendations for future policy

3. Miscellaneous Reports

Annual reports of other bodies, including the Police Federation, and periodic reports on specific matters, e.g. police recruitment and training, by Chief Constables, Working Parties, etc

8. ORDERS

1. Standing Orders

Standing Orders for the Constabulary issued from the Chief Constable's office, and dealing primarily with administration, crime, traffic and communications, and stores

2. General Orders (Main Series)

The main series of General Order Books, containing General Orders, or Circular Orders, issued from the Chief Constable's Office to Divisional Superintendents, and dealing with pay and conditions of service; promotions, resignations, and dismissals; commendations and awards; discipline; inspections and drills; and general implementation of policy within the Constabulary

3. General Orders (Pocket Books)

Pocket books containing copies of the General Orders or Circular Orders issued to Divisional Superintendents from the Chief

Constable's office

4. General Orders (Miscellaneous)

Copies of individual orders, on specific subjects, from the main series of General Order Books

5. Miscellaneous Orders

Primarily, orders and instructions for the Constabulary, issued periodically from the Chief Constable's Office, as a guide to all ranks in the performance of their duty. Deal with aspects of the law and with all facets of a policeman's duty, and include rules and regulations, legal definitions, etc

9. MEMORANDA BOOKS

Memoranda books containing memoranda issued from the Chief Constable's office to Divisional Superintendents regarding general administration, content of Home Office circulars, emergency measures in wartime (e.g. Defence of the Realm Regulations, control of aliens, air raid warning procedures), etc

10. LETTER BOOKS

Letter Books containing copies of letters sent from the Chief Constable's office primarily to Divisional Superintendents, and dealing with general and specific matters of police administration

11. RECORDS OF PROPERTY

1. Registers

Include registers of police property, primarily police houses, containing, on a divisional basis, name of police station, name of tenant, and amount of rent payable

2. Surveys

Surveys of police property including police stations and police houses

3. Capital Building Programme

Project details compiled by the Chief Constable providing details of existing and proposed buildings, and of capital and revenue costs

4. Building Files

Correspondence, memoranda, reports, and plans regarding the provision and improvement of police property, principally police stations and police housing

12. FINANCIAL RECORDS

1. Budget Papers

Papers regarding budget programming and budget strategy

2. Penalty and Fee Books (Section 10 A.C.A.)

Record of monies raised from penalties under the 10th section of the Amended Constabulary Act

Information contained : date of conviction; name of defendant; name of informant; nature of offence; name of magistrate; amount of penalty; amount granted; and date when received or cause of non-payment

3. Penalty and Fee Books (Section 17 A.C.A.)

Record of monies raised from fees under the 17th section of the Amended Constabulary Act

Information contained : date of hearing; name of defendant; date of service; nature of service performed; number of miles travelled; amount of mileage; amount of fee or allowance; date when received by Justices' Clerk or cause of non-payment

4. Postal Remittances Books

Record of cheques and postal orders received, and of the subsequent disposal of the funds

Information contained : date received; nature of remittance; from whom received; amount; receipt number; nature of receipt; and how disposed of

5. Contingent Accounts

Record of monies received, and sums expended on conveyance and maintenance of prisoners, witnesses' expenses, removal expenses of P.C.'s, wages of civilian employees, repair of police motor cars and cycles, keep of stray dogs, supervision of race meetings, etc

13. PERSONNEL RECORDS

1. Superannuation Fund : Accounts

Account books recording income and expenditure - the latter including names of recipients under the Police Pension Fund

2. Friendly Society : Registers of Members

Registers of Members of the West Sussex Police Friendly Society, and their nominees, recording rank and name of member; date of joining; age of joining; name, relation, and address of nominee; and remarks

3. Friendly Society : Subscription Books

Record of contribution by members to the West Sussex Police Friendly Society, listing rank and name of member, and amount of monthly contribution

4. Friendly Society : Accounts

Account Books of the West Sussex Police Friendly Society recording income and expenditure

5. Reservists : Records of Pay

Account books recording name, rank, and number of policeman, and breakdown of pay

6. Defence Medal : Nominal Rolls

Nominal rolls, and related papers, for the issue of the Defence Medal for service in the Sussex Police Force during the Second World War

7. Miscellaneous Papers

Correspondence, memoranda, Home Office circulars, and other papers relating to various matters appertaining to police and civilian staff, including terms and conditions of service, staff appraisal, etc

MISCELLANEOUS

14. REGISTERS OF EXPLOSIVES AND FIREARMS

1. Registers of Premises

Registers of premises registered under the Explosives Act of 1875 containing date of original and current registration; name, occupation and address of occupiers; place and parish of premises; whether registered for gunpowder or mixed explosives; and remarks

2. Registers of Dealers

Registers of dealers registered under the Firearms Act of 1937 containing registration number; name of firearms dealer; and address, name, and nature of business

15. MISCELLANEOUS DIVISIONAL RECORDS

Include miscellaneous papers of Chief Constables and Divisional Superintendents; personal records of individual officers; papers re the implimentation of Acts and Orders; newspaper cuttings books; and draft histories of law enforcement

This section also covers miscellaneous wartime records of the Second World War including registers of air raid messages; registers of air raid incidents, unexploded bombs, and crashed aircraft; records of minefield clearance; and schedules of registered aliens

16. STATION RECORDS

Include a range of records kept at station rather than divisional level

Beat Books

Record details about the beat and its inhabitants, for the information of Police Officers, and kept up-to-date by them

Information contained: details about police station (whether owned by the County Council or rented, and name and address of landlord or agent if rented); name, rank, and dates of transfers of Police Officers; names, acreages, and population of parishes or hamlets in beat; boundaries of beat; distance from nearest railway station; distance from nearest Magistrates Court; distance from, and opening hours, of nearest telegraph office; names, addresses and telephone numbers of cattle dealers, cattle keepers, sheep dealers, sheep keepers, pig dealers, pig keepers, boar owners, swine castrators, horse dealers and knackers yard; names, addresses and telephone numbers of cruelty to animals inspectors, cruelty to children inspectors, Coroner, Deputy Coroner, Doctors, Police Surgeon, J.P's, Registrar of Births, Deaths and Marriages, Public Assistance Officers, Justices Clerks, Medical Officers of Health, District Nurses, Midwifes, Probation Officers, Road Surveyors, Road Foremen, Veterinary Surgeons, and Welfare Workers; names, addresses, and telephone numbers of nearest ambulance station, hospital, nursing home, Public Assistance institutions, mortuary, cinema, and Fire Brigade; details of water supply; details of vulnerable points; details of places requiring special police attention; details of Special Constables residing in beat; details of premises licensed for sale of intoxicating liquor; details of registered clubs; return of persons authorised to keep explosives in beat; list of aliens in beat; reports of outbreaks under the Diseases of Animals Acts and Orders; reports of outbreaks of fire in beat; cases of sheep worrying in beat; details of persons residing in or frequenting the beat who have appeared before the Courts on criminal charges; confidential information regarding persons residing or visiting the beat; details of farmers and shepherds entitled to Dog Licence exemptions; details of persons in possession of vehicles used for the conveyance of animals by road; and dates of inspection of beat book

Duty Routes

Booklets recording routes for police constables on beat duty including conference points and times of conferences

Registers of Convicted Persons

Record details of convicted persons including description, names of associates, places frequented, police divisions in which known, and police officers to whom known, with accompanying photographs

Registers of Persons Convicted before a Magistrate

Registers containing information divided into the following sections

(i) Register of Persons who have been convicted before a Magistrate - recording name; address; occupation; date of conviction; offence; sentence; and remarks

(ii) Register of Suspicious and Bad Characters and Persons without ostensible Means of Livlihood - recording date of entry; name; address; date offence, and sentence of any conviction; means of livlihood; details of removal if removed; and remarks

(iii) Return of Public and Bear Houses - recording parish sign; name of landlord; details of any summons; and remarks on how conducted. (This section is found in early volumes only)

(iv) Police Officers in charge of Beat - recording date of taking charge; number and name; and date and place of subsequent posting

Registers of Particulars of Persons Convicted of an Offence under the Habitual Criminals Act 1869

Record date; name and aliases; description (age, height, hair, eyes, complexion, place of birth, marital status, trade or occupation and distinguishing marks); address at time of apprehension; offence for which convicted; place where convicted; whether summarily disposed of or tried by jury; date of conviction; sentence; previous convictions; names of Police Officers or others who can identify and prove convictions; and any other particulars as to antecedents, associates, etc

Registers of Prisoners' Property

Records of the receipt by prisoners of property removed from them at the time of apprehension, including date, description of property, date of apprehension, signature of prisoners, and signature of Police Constables delivering up property

Registers of Lost and Found Property

Record date property handed to police; description of property; estimated value; where found, time and date; and name and address of finder; signature and rank of officer receiving; and note of how disposed of

Gypsy Diaries

Record site of encampment, and whether on waste land or private property; number of persons encamped (men, women, and children); names of adults; description (whether van dwellers or gypsies); date of arrival (and place of previous encampment); date of departure and destination; details of any complaints made to the police respecting the conduct of the gypsies, and number and signature of Police Officer

17. INDEXES OF RECORDS

1. Summons Books

Indexes of Summons Books containing name of defendent, year, and page number

2. Charge Registers

Indexes of Charge Registers containing name of person charged, year, and page number

3. Order Books

Indexes of Order Books containing number of order, date, and subject matter

• <corpname>West Sussex Constabulary, 1857-1968</corpname>
• <corpname>Sussex Police 1974-</corpname>
• <corpname>Arundel Borough Police, 1836-1889</corpname>
• <corpname>Sussex Constabulary, 1968-1974</corpname>

70 Years embargo

Written permission from

The Detective Superintendent (Admin.)

Sussex Police HQ

Church Lane

Lewes BN7 2DZ

(Tel: 0845 60 70 999)

Required for use of all records created less then 70 years ago

Deposited in the West Sussex Record Office by Lt. Col. N. Poulsom, Management Services Office, Sussex Police Headquarters, Malling House, Lewes, East Sussex, on 26 January 1988

Acc. 7620