CHAPTER - XXIII

INSPECTION

Greatness will always screen the faults of others, whereas meanness will proclaim
such faults to all the world (Thirukural)

AIMS AND OBJECTIVES

1103. The aims and objectives of Inspection of Police offices and Police Stations are not to
criticize and find fault with the work of the subordinates but to suggest to take measures or to
guide for the improvement of Police administration and of the works relating to the criminal
administration. Inspection of offices / stations / OPs by superior officers is one of the effective
methods and tools by which the efficiency of the force could be raised. It is, in fact, the only
way by which the superior officer can come to know his subordinates by personal contact, their
standard of work and their personal difficulties on the one hand and the general state of crime,
standard of investigation and preventive work on the other.

1104. Thiru. Kamal Pande, the Former Home Secretary, Government of India, New Delhi in his
D.O. Letter No. 27011/13/99.P.F-III dated 30-03-2000 clearly emphasized the need and the
methods of Inspection of Police stations stating that There should be constant inspection of
review of crime and law and order reports by the senior officials every time they visit Police
Stations. It was also reiterated that A standardized diary for Station House Officers and Sub-
divisional Police officers may be prescribed wherein specific provisions on the following should
be incorporated, which are directly connected to the conduct of inspections.

(a). report writing by the officials while supervising cases, making visits, etc.,
(b). nature and pattern of crime in the jurisdiction,
(c). time taken and quality of investigation and remarks of the Supervising / senior
officers thereupon,
(d). important cases being handled within the jurisdiction.
(f). crime against women, weaker sections and the aged,
(g). behaviour of Police Station Personnel, cleanliness, etc., and
(h). verification of ISR/CSR with reference to making compliance or follow-up action
by the SHO/CI, as the case may be.

1105. The inspections shall be formal (annually and half yearly) and casual or surprise checks
(as frequently as possible). The surprise checks and visits will be conducted with a view to
ensuring that:-
 (i). the defects pointed out at the time of formal and casual inspections are rectified,
(ii). there is general improvement in the standard of work, and
(iii). the current problems or issues relating to law and order and crimes are followed
up with due devotion and responsibility.

1106. There should be constant inspection and review of crime and law and order reports by the
senior officials every time they visit Police stations. During the causal / surprise inspection the
diaries (both general diaries and case diaries) maintained by the SHO may be inspected by the
Senior officers like Superintendent of Police of the sub-division and the Senior Superintendent of
Police on a random basis to ensure whether complaints made by complainants were properly
entered in the G.D. and appropriate action taken and whether the important cases under
investigation were attached with importance.

PROGRAMME OF FORMAL INSPECTION

1107. Inspections done by fits and starts and hurried through at the tail end of the year or half-
year will not serve any real purpose nor do they enable the inspecting officers to judge and gauge
the work of their subordinates and the general conditions of Police Stations. The formal
inspection notes are valuable records which will help the senior officers to value the position of
the Police Stations while selecting the best maintained Police station every year.

1108. Inspection should be properly spaced out and spread over the year or half-year, as the
case may be, particularly the first ten months (or five months) in the year (or half-year) leaving
the last two months (or one month) for unforeseen and urgent work. The inspecting officer
should make sufficiently long halts and conduct detailed inspections. For this purpose, the
inspecting officers should chalk out regular programme of inspections during the ensuing year
well in advance and adhere to it. The programme should be so chalked out as to include the
maximum number of office in the same visit. The inspection should be done periodically and
systematically. Neither the same office should be inspected to often nor the others completely
neglected.

1109. All the officers should be present in ceremonial uniform during the inspection unless
otherwise ordered by the inspecting officer.
FORMAL INSPECTION OF POLICE STATIONS AND OUT POSTS

1110. The inspecting officer, as the first steps, should ensure that the papers of all registers
maintained in a Police Station / out post are page numbered; and that the first sheet of the register
contains a certificate made by a gazetted officer or the circle Inspector to the effect,

This register contains pages from 1 to --------

SIGNATURE
(NAME AND DESIGNATION
OF THE CERTIFYING OFFICER)

All cuttings / erasures should be initialed by the SHO of the P.S.

1111. All Police Station records will bear the serial number as allotted in the manual. Records
in the Outposts will bear the same serial number as that of Police stations.

PERIOD OF INSPECTION AND INSPECTING OFFICERS

Half-yearly inspection

1112 The formal half-yearly inspection of Police Stations shall be carried out every six months
(i.e) for the first half year ending June and for the Second Half year ending December every year
by the Inspectors either by Circle Inspectors of the same jurisdiction or the other or by the
Inspectors of other units according to the programme to be drawn up by the Senior
Superintendents of Police (Law & Order), Puducherry and Karaikal and to be approved by the
Inspector General.

Annual Inspection

1113. Annual Inspections (for the calendar year) of Police stations will be done by the
Superintendent of Police, Additional Superintendent of Police, Senior Superintendent of Police,
Deputy Inspector General and Inspector General of Police as per the programmes to be issued by
the office of the Inspector General of Police.

1114. Inspection of Police Out posts will be conducted by the same officer who carries out
Inspection of the mother Police Station.

1115. While the Half-yearly inspection would be done in August for the period ending June and
February next year for the period ending December, annual inspections shall be conducted for
the previous year in March next year.

THE PROCEDURE TO CONDUCT INSPECTION

1116. While preparing the inspection note, it shall be remembered that the first page of the
inspection note shall contain the following details:-

(i). Name of the Police Station:

(ii). Period of Inspection:
(iii). Dates of Inspection:
(iv). Name and Designation of the Inspecting officer:
(v). Name(s) of the SHO(s) of the P.S.:
(vi). Name of the present SHO with the date of assuming charge:
(vii). Name(s) of the CI(s) during the period under inspection:
(viii). Date of last annual inspection and name of the inspecting officer:
(ix). Date of last half yearly inspection and name of the inspecting officer:
(x). Any delay in the inspection and / or details of inspections not conducted:

1117. The inspection will be conducted in a systematic manner dividing the process of
inspection into X parts namely:-

Part-I
Consisting of (i) Topography of the Police Station and the names border Police Stations;
(ii) Area; (iii) Population of the people (latest / last census will be taken to account); (iv)
Number and names of villages; (v) Number of Beats and their details; (vi) Break up of
population in terms of religion; (vii) Important government offices and other institutions
in the jurisdiction; and (viii) important fairs and festivals.

Part-II
The inspecting officer, under this Head, will discuss various points or remarks (or
compliance reports) raised in the previous inspection note. The points which have not
been complied clearly should be mentioned with instructions to comply the same
immediately without fail.

Part-III
This part will discuss the incidence of Crimes under the I.P.C., Cr.P.C. and under Special
and Local Laws. A comparison of the crime figures for the period under inspection with
the corresponding period during the past two years should be made. For the purpose of
unfortunity, the statement of cases will be accordingly to Heads of Offences as prescribed
below:-

(1). Murder
(2). Attempt to murder
(3). Dacoity
(4). Robbery
 (5). Rioting
(6). Rape
(7). Kidnapping
(8). HB day
(9). Idol theft
(10). HG Night
(11). Cycle theft
(12). Other theft
(13). Breach of trust
(14). Cheating
(15). Assault on Government servant
(16). Hurt cases
(17). Fatal accident
(18). Other accident
(19). Attempt to suicide
(20). Wire theft
(21). Motor-cycle theft
(22). Cattle theft
(23). Bank theft
(24). Misc. I.P.C.

Special and local laws

(1). P.C.R. Act

(2). Lorterier Regulation Act, 1998
(3). Police Act, 1861
(4). Police (Pondicherry Amendment) Act 1968 and Pondicherry sound
amplified and loud speaker licensing Rules, 1967.
(6). M.V. Act
(7). P.G. Act
(8). Prevention of Damage to Public Property Act, 1984
(9). Lunacy Act
(10). IPC petty cases
(11). Immoral Traffic Prevention Act
(12). Pondicherry Open places (Prevention of Disfigurement) Act, 2000

Cr.P.C. Cases
 (1). 151, 107 Cr.P.C.
(2). 41, 109 Cr.P.C.
(3). 41, (102) Cr.P.C.
(4). 110 Cr.P.C.
(5). 145 Cr.P.C.
(6). 174 Cr.P.C.
(7). 176 Cr.P.C.

1118. The inspecting officer should discuss the trend of crimes under various heads and trace
contributory factors for the same. The following aspects shall be covered so that clear
instructions to SHOs / CIs would be made available further (future guidance).

(a). Was the scene of crime in serious cases have been visited by the SHO/CI/SP ?
(b). Has the investigating officer carried out compliance of instructions given by the
CI/SP ?
(c). Was preventive action taken in cases of rioting and hurt cases?
(d). Was there any delay in registration of cases, in their investigation and in-charge
sheeting?
(e). Were the entries in the general diary cross-checked so as to find out the instances
of non-registration of cases in deserving matters?
(f). Were the P.T. cases correctly followed and was there any negligence on the part
of Police in dragging the prosecution of case?
(g). The value of property stolen and recovered should be discussed with the
percentage of recovery.
(h). If there is increase in the number of accident cases, reasons, therefore, should be
critically examined
(i). Cases which have been sent as undetected (UN) or mistake of fact (MF) should be
cross checked to find out if the cases have been investigated properly and if the
RCS notices issued.
(j). Cases of unnatural death should be studied carefully with reference to the reasons
for such deaths and the means of suicide. Ordinarily the following causes are
behind suicides and the following means are adopted by persons who commit
suicide. These causes and means should be identified from the case files.

Causes

(1). Failure in Examination

 (2). Quarrel with parents-in-law
(3). Quarrel with spouse
(4). Poverty
(5). Love affair
(6). Insanity
(7). Dispute over property
(8). Dreadful diseases
(9). Unemployment
(10). Bankruptsy or sudden change in economic position or suffered
under usury
(11). Deaths of dear persons
(12). Fall in social reputation
(13). Dowry disputes
(14). Illegitimate pregnancy
(15). Other causes (which form sizeable number may be shown
separately).

Means (occurred in both suicidal and accidental deaths)

(1). By railways
(2). By machine
(3). By Firearms
(4). By weapons
(5). By poison
(6). By fire
(7). By drowning
(8). By hanging
(9). By jumping of falling from height
(10). By taking sleeping pills
(11). By touching electric wires
(12). Other means (which form a sizenale number they may be shown
separately).

1119. In such cases, the inspecting officer should ensure that

(i). the I.O. has obtained the photographs and finger prints of unidentified
dead bodies and sent them to the CRB and FPB;
 (ii). Whether the I.O. has examined the dead bodies thoroughly and described
all injuries, marks of violence, presence of foreign matter such as hair,
fibre, torn clothes, shirt buttons, traces of paint, tyre mark, etc.

(iii). Whether the postmortem report and the final opinion of the Medical
Officer were obtained;

(iv). Whether the Magisterial inquest wherever required, was held and if so
whether the report of the Magistrate was obtained.

(v). Special care and follow-up action in respect of Missing Person cases
shall be taken by SHOs and ensured by Inspecting Officers.

1120. In case of dowry deaths, the following instructions (of the Ministry of Home Affairs)
should be followed by the Investigating officers. The inspecting officers shall, during the
inspection examine whether those instructions were carried out.

(a). If a woman dies within seven years of her marriage, the inquest has to be
conducted by an Executive Magistrate.

(b). The investigation of such cases has to be conducted by a gazetted Police officer
not below the rank of Deputy Superintendent.

(c). Post-mortem examination has to be done by a team of doctors.

1121. The quality of action taken under 107, 109 and 110 Cr.P.C. etc., should be examined to
ensure that such preventive action has been taken on cases genuinely required.

1122. Action taken u/s 182 and 211 IPC should be verified with reference to false complaints
already registered and investigated.

1123. Efforts of the Police Station including booking of Police Vigilance cases under the Local
and Special Laws should be discussed with a comparative statement. This is to ensure that the
SHOs have taken steps to control criminal activities like bootlegging, drug peddling, gambling,
eve-teasing, prostitution, etc. It shall be remembered that booking Police Vigilance case under
the Police (Pondicherry Amendment) Act and the Police Act 1861 would ensure keeping rowdy
elements and riffraffs under control.

1124. Brief facts of cases under the Dowry Prohibition Act, cases of 304-B, cases of 406 and
498-A involving married women and cases under the Domestic Violence act and those under the
NDPS Act, Explosive Substances Act etc., should be discussed to see the interest of the local
Police in curbing such menace.
1125. Cases investigated by various IOs and their performance should be discussed. Cases
pending investigation during the previous years should be verified with reference to the FIR
Index to ensure that old cases are not pending investigation. Departmental action against IOs
only if there is malafide intention and gross negligence in dealing with the case noticed, will be
recommended by the Inspecting officer. The pocket notebooks of SHOs and IOs should be
checked up and tallied with the case diaries and the general diaries. The interests of the
SHOs/CIs in availing or seeking the aid of technical experts should be seen. Random checks
should be done to see the use of Village Crime Note books, History sheets, etc., by IOs in
detecting property offences. The percentage of cases sent to Court and the percentage of
conviction should be discussed in the inspection note.

1126. While discussing court disposal of cases, the inspecting officer should look into the
following important aspects relating to the prevention and detection of crimes and successful
prosecution of cases:-

(i). The IOs should take legal advice from the Directorate of Prosecution after
completing the investigation of all warrants cases.

(ii). A verification in respect of previous convictions should be made in property

offences and reports u/s 75 IPC filed in deserving cases.

(iii). No case should be allowed to be pending trial for a long time in the Court due to
the omission / negligence of the I.O.

(iv). The appeals / revisions should be filed in cases of acquittals.

(v). The service of summons and execution of warrants should be in a satisfactory

condition. Cases where prosecution is closed or delayed due to improper service
of summons and execution of warrants should be discussed and responsibility
fixed. Process register should be checked thoroughly for any lapse and detailed
comments recorded.

(vi). Attendance of Police officers and IOs in the Courts must be checked with P.T.
cases to see lapses, if any.

(vii). Whether the SHO/IO is discussing cases with the prosecuting staff.

(viii). Acquittals should be checked up to see if they have been due to poor
investigation, non-production of public witnesses, non-appearance of Police
officers, etc.

Part-IV

Part-IV of the inspection would comprise of inspection of the P.S. records. The
efficiency of an SHO and the effectiveness of the staff in a P.S. can be judged from the
records that are maintained in the P.S. and from various types of action taken against
criminals, bad characters, budding criminals, suspicious persons, etc. The following
records are required to be maintained in connection with the prevention of crime,
surveillance over bad characters and for gathering intelligence:

(1). General diary

(2). First Information Report book
(3). Station Crime History

a). Part I True property offences register

b). Part II Crime chart
c). Part III General Conviction Register
d). Part IV Village Crime History
e). Part V History sheets

(4). Alphabetical loose leaves index

(5). Ex-convicts or KD check register
(6). Village crime register
(7). Verification roll Enquiry roll Form A
(8). Enquiry roll Form B
(9). Issue of OV cards
(10). Sentry Relief book
(11). Duty roster
(12). Process register
(13). Arrest report
(14). Bail and Security bonds
(15). Prisoners Search register
(16). FIR Index in the revised proforma for checking up progress of investigation,
charge sheet, final report, disposal in the court, etc.
(17). Petty case register
(18). Note books
(19). Proclaimed offenders register
(20). Armed forces deserters register
(21). Casual Inspection register
(22). Personal files of proclaimed offenders
(23). Beat books
(24). Panchayatar summons book
(25). Final report book
(26). Charge sheet book
 (27). Notice to complainant.

1127. The points to be checked with reference to the above records / registers are given below
for the guidance of Inspecting officers.

(i). Cognizable cases, if registered as per the information received are entered in the
General Diary and the Village Crime History, Part I, III and IV;

(ii). Proper entries of all cases are made in the FIR Index and other connected records
and the progress of investigation and final disposal;

(iii). Delay in investigation and pendency of cases;

(iv). Whether copies of FIR have been given to complainants and their signatures
obtained in the original FIR foils in token of receipt and whether monthly,
quarterly, half-yearly and annual abstracts in the FIR index have been drawn and
the figures correctly entered;
(v). Whether history sheets of persons (Part-V) have been maintained with all
requirements;
(vi). The inspecting officer should go through the General conviction register and
village crime register and order opening of history sheets;

(vii). Whether the SHO has been exercising proper surveillance over KD, rowdies DCs
and suspects by checking the history sheets, ex-convict / KD check register and
the General diary;

(viii). Entries of arrested persons can be checked up in the GD, Village Crime History,
sentry relief book, prisoners search register, Bail bond register, arrest card etc.,
sending of information regarding arrest to the CRB should also be checked up;

(ix). Entries in the prisoners search register, general diary, arrest card etc., should be
checked up to see if entries have been made properly;

(x). Beat book should be checked up to see if the SHO has arranged effective night
patrolling and simultaneous searches in possible places to round up bad
characters, absconding criminals etc. This will give an idea to the Inspecting
officer if the SHO has made efforts for crime control;
(xi). Cases booked u/s 109 Cr.P.C. etc., should be checked up to see if the action taken
by the SHO is genuine or merely to boost up figures;

(xii). Crime registers Part-I, III and Part-IV should be checked up for cross reference of
crimes and criminals. The various parts of the village crime history should be
checked up to see if the required information has been entered;

(xiii). The FIRs should be cross-checked with the various crime registers for entries, as
above;
(xiv). The CRB sends details of Jail release to all SHOs / CIs. The inspecting officer
should check up whether they have taken follow up action;

(xv). The release of accused persons on bail by the Court is required to be informed to
the CRB by the SHO immediately besides entries in the FIR index, case diary,
crime registers maintained by the SHO, CI and SP etc. This requires to be
checked up by the Inspecting officer in order to ensure completion of the records;

(xvi). The register of proclaimed offenders should be checked up and tallied with the
crime registers, FIRs, FIR Index having entries of cases regarding trial and the
reports of long pending cases to be obtained from the Court.

(xvii). The number of Pos added since the last inspection and the efforts made by the
Police to trace them should be checked up. Personal files of all these POs
containing details of name, parentage, permanent and temporary address, finger
prints, photograph, details of sureties, places frequented by the Proclaimed
Offenders, etc. which is required to be opened should be checked up by the
Inspecting officer. In case of POs involved in heinous or grave offences,
recommendations to consider the sanction of rewards should be made. A wide
publicity which will raise the image of Police should also be made. The
Inspecting officers should check up all these aspects.

(xviii). Crime charts (Part III) are required to be maintained for the main heads of crime
for the past 3 years and the current year. The inspecting officer should check up
if entries have been made with reference to Part-I and discuss if any area is
affected by more incidence of crime and the action taken by the SHO;

(xix). The Ex-convict check register should be seen to find out if the Police station staff
have made adequate efforts to trace out ex-convicts;

(xx). The summons and warrants register should be checked up to see the service of
processes. The monthly abstract should be checked up for percentage of process
service and to find out if there is any lapse on the part of any P.S. staff;

(xxi). Cross Checking of register 12-A be made with the summons / warrants registers;

(xxii). Details of army deserters should be seen in the register to check up the efforts of
the Police stations to apprehend them;

(xxiii). Effective performance of day and night patrolling can be checked up referring the
General Diary and the Pocket Note books of the officers and lower subordinates;

(xxiv). Preparation and sending of conviction memo to CRB/FPB should be seen to

confirm completion of records; and
 (xxv). The Inspecting officer should see the disposal of case property recovered which
are lying in the P.S. He should also pay attention to the disposal of all properties
seized u/s 102 Cr.P.C. Instructions should be given to deposit all such property in
the Court without delay.
Part-V
This part of the inspection note shall deal with details of the station staff and their
knowledge in Police works, and the conduct of the kit inspection. Accordingly, the
inspecting officer shall check up the following:-

(1). The knowledge of PCs, HCs, ASIs and SIs / SHOs in Laws, Police procedure,
duties and responsibilities, etc.

(2). Where the duties to all men distributed evenly? This shall be cross-checked with
the duty roster.

(3). The staff of the station should be tested on drill with or without arms and on the
words of command.

(4). A welfare meeting of the staff should be conducted to find out their difficulties
and the ways to redress them.

(5). The Inspecting officer should conduct a kit inspection and identify unserviceable
articles and recommend replacement.
(6). Departmental proceedings pending against the staff in the P.S. should be
discussed to see if there is any delay in their disposal.
(7). It should be checked up if all the members of the P.S. have done their annual
range firing practice.
(8). Availability of recreational facilities, provision of daily newspapers, etc. should
be seen and suggestions given for improvement. The following registers should
be checked up in this connection:

(i). Duty Roster

(ii). Kit card.
Note:-

For the kit inspection, the articles of uniform and accoutrements shall be laid out
according to the kit-lay-out diagram. All Police officers below the rank of Asst.
Sub-Inspector of Police shall lay out kits. Every member of Police force to whom
uniform items are supplied shall be provided with a kit card showing the details of
all items issued, dates of initial issue and renewals made from time to time.
Part-VI

This part of the inspection note deals with Government property, maintenance of
accounts and fire arms and ammunition. The Inspecting officers should bear in mind the
following points with regard to government properties and the government money and
arms and ammunitions.

(i). Every government property supplied to the P.S. is entered in the government
property register with proper initials and dates. It should be checked up if the
SHO has given annual verification certificate in the register. Physical verification
of the stock should be done to see if there is any discrepancy or shortage.
Obsolete articles should be considered for return to the Chief office stores under
LARS or disposal otherwise.

(ii). The inspecting officer should check the arms licence register and see if weapons
for which licences expired have been deposited in time in the P.S. and the register
in the P.S. has been checked with the register in the office of ADM. Checking is
required to be done during the second fortnight of the first month of every
quarter after which a certificate is to be obtained from the ADMs office for
being affixed in the register.

(iii). The accounts of the PS should be checked up for proper maintenance of cash
book, permanent advance register, etc. The cash in the P.S. should be physically
verified.

(iv). The inspecting officer should check up the proper maintenance of the criminal
intelligence gazette sent by the CRB and whether the IOs are making use of these
pages while investigating property offences.

(v). Proper maintenance of the standing order file and other orders received from the
chief office should be checked up.

(vi). The petition register should be checked up to see the receipt / disposal of
complaints and delay, if any, in their disposal.

(vii). The bus warrants and railway warrants should be checked.

(viii). The trunk call register should be checked up to see if the calls have been made for
official purposes.

(ix). The casual inspection reports which are either written in the register or are pasted
in the register should be checked up to see if compliance of inspection notes have
been made.

(x). The register of GOs visiting notes should be checked up to see the compliance of
observations made there in

(xi). The records to be seen while inspecting the areas falling under Part-VI would
include:
 (1). Arms licence register
(2). Arms deposit register
(3). Government property register, Indent book and list of articles
returned to the stores.
(4). Government firearms and ammunition register (to be ensured
whether the armoury unit checked the condition of the fire arms)
(5). Railway warrants and bus warrants.
(6). Permanent advance register
(7). Cash book
(8). Reference / Petition register
(9). Trunk call register
(10). Casual inspection register
(11). GOs visiting note
(12). Criminal intelligence gazette file
(13). Standing order file
(14). Other orders from Chief office
Part-VII

This part of the inspection deals with building, land, its upkeep and cleanliness, carrying
out repairs etc., as also vehicles and wireless equipments. Comments of the Inspecting
officer about the building would include,
(a). General appearance
(b). Maintenance with details of repairs required, last date of whitewashing, etc.
(c). Drainage and sanitation
(d). Availability of water supply and condition of electrical and sanitary fittings.
(e). Whether the records of the land and building including a sketch are available in
the P.S.
(f). Maintenance of bathrooms, inventory and the premises in general of the P.S.
(g). To see if there is any encroachment on land needing eviction.
(h). The land meant for the use of the Police Department in the area of P.S. either for
official or residential purposes is free from encroachment or other constructions.
(i). Adequacy of P.S. and residential accommodation and suggestions for increase in
it, if required.
(j). The condition of the lock up should be seen with regard to its adequacy, provision
of lavatory, etc. Lighting arrangement outside the lock up should be seen if they
would need any improvement.
 (k). Vehicles attached to the P.S. should be inspected to see their maintenance, history
sheet, log book, petrol coupons etc. The physical condition of the bicycles, if
available, in the P.S. should be checked up to see their maintenance. Availability
of garage facilities should be checked up. In case any vehicle is found to be not
road-worthy, the inspecting officer should make his recommendations to the SP
(M&W) to take necessary action.

(l). Wireless sets and batteries should be seen to check up if they are in good working
condition. The batteries should be seen to check the distilled water content in
them.

(m). Availability of forms and maintenance of log books by the wireless staff should
also be checked.

(n). The Inspecting officer should specifically check up records of arrested persons or
persons transferred from judicial custody kept in the Police Station; to see if diet
money has been claimed for them.

Part-VIII Miscellaneous

1. Public Relations: During the inspection, the Inspecting officer should hold a
meeting of important persons in the area and ascertain their views about the working of
the P.S. The crime situation in the area and other matters and record the views expressed
by them. These meetings would ensure the public corporation and help to improve the
Police and public relations.

2. Weeding out of old records: This manual prescribes the life of various records
maintained in the Police Station etc. The inspecting officer should recommend
destruction of old records accordingly.

Part-IX

This part would deal with the comment of the Inspecting officer on the performance of
the SHO and other members of the staff and their preventive and detective ability,
knowledge of crime and criminals, interest in scientific methods of investigation, control
over crime and criminals, maintenance and handing of law and order situation,
maintenance of P.S. records, detection and disposal of cases, opening of history sheets,
preparation of dossiers, maintenance of P.S. building and Government property and all
the other aspects inspected by him. He shall in the end give a view on the working of the
P.S. as a whole and suggest means to improve the same. Action against the SHO or other
officials, if need be, should also be recommended.

Part-X Disposal of Inspection Notes

Every inspection note shall be prepared in quadruplicate, one copy should be given to the
SHO, to be kept in the inspection note register and to take action and comply with the
points raised in the inspection note. A compliance report in this connection should be
sent to the office of IGP, through proper channel within 15 days. The CI and the SP
while forwarding the compliance report should physically check the records once again to
see the compliance. A copy of the compliance report shall also be retained by the SHO in
the inspection note register. Three copies of the inspection note shall be sent to the
concerned Superintendent of Police who shall retain one copy for record and forward the
other two with his comments on a covering note to the SSP. The SSP will retain one
copy and send the other copy to IGP with his observations recorded on the covering note.

The office of IGP shall send an extract of the comments of the SP, SSP and the IGP to the
concerned P.S. for compliance and report. All instructions will be treated as complete
only on compliance of all the points raised in the inspection note and observations of the
SP/SSP/IGP made thereof.