Administration Manual - B.E.S.T. Undertaking.

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7) Care shall be taken to see that no material witnesses are allowed to go home unless their
statements are recorded; The case should be dealt with personally till all possible formalities
are completed.
8) After return from the Police Station statements of all material witness shall be recorded, no
matter what time is involved;
9) If the case is dealt with by a Duty Officer he shall complete the formalities, including the
recording of statement of all material witnesses present before returning home/proceeding on
night inspection.
10) The Officer shall then :
a) Prepare his report in triplicate – two copies to be sent to Head Office and one retained for
follow up action;
The report shall be in the proper proforma;
b) If the case is handled by a Duty Officer he shall send the office copy to the officer of the
Division concerned for completing further formalities/ investigation and follow up action;
11) The first report shall be invariably followed up and reports regarding the further
investigations/progress of the case by the Police shall be sent to the Head Office periodically
at least once a month;
12) The particulars of the case shall be noted in the Theft and Assault Register and a Brief
prepared;
13) The progress of the case shall be recorded in, both, the register as well as the brief. Once the
Chargesheet is served to the person involved by the Police, in the court:
i) The Officer shall start attending the court. He shall watch the progress of the case and render
such help/give guidance to the Police Prosecutor as may be required/deemed necessary;
14) On the conclusion of the case:
a) The Officer shall intimate the Head of the Department of the employee concerned as well as
CSVO about the verdict of the court.
b) The Officer shall arrange to claim the property involved. After obtaining this property it shall
be sent to the Department concerned under a note, and a copy thereof shall be sent with brief
to CSVO/OA for information;
Necessary entries shall be made in the register as to verdict of the court and return of
‘muddemal’.
The case will then be treated as closed.
2. Drawing up of Panchnama – Procedure :