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COLLECTING, COMPILING, AND USING SELECTIVE
ENFORCEMENT DATA

Selective enforcement requires the support of statistical data. Proper collection and interpretation of this data is essential if successful results are to be achieved. The best sources of information are the routine records and reports readily available to PMs. To be useful, the routine reports must be accurate and complete. If operating personnel like desk sergeants, patrols, and investigators fail to record incidents, accidents, or violations accurately, the resulting data will not be factual.

Collecting and compiling enforcement data must be done systematically. Clear instructions must be available concerning the information that is needed and the format in which it is to be collected. Misunderstood instructions can result in lost time or erroneous decisions based on poor data. The responsibility for collecting and compiling data is assigned to a specific individual or section. If too many people work with the data, the likelihood of misunderstood instructions, errors, or inconsistent or inaccurate data increases.

The method used to compile and organize the data depends on available data resources and the desired results. Computer technology helps. It can easily provide the statistical analysis needed to produce pertinent information. For instance, computers, sorting reports of crime by day of the week and hour of the day, can make comparisons readily available. Specific types of information may be requested. Reports can be obtained that reflect increasing and decreasing trends.

Raw data must be organized and summarized before it will become meaningful for planning purposes. Data are usually obtained from various reports, records, or surveys and appear as unorganized numbers and facts. By systematic classification, meaning may be given to data. This makes the information easier to compare with other groups of similar data. It also offers a chance for further analysis of the facts.

An imaginative PM will find many ways to present selective enforcement data. A presentation should be tailored to fit the situation, the facts being presented, and the intended audience.

One useful method of organizing and presenting data is by the construction of a frequency distribution table. The basic data are located by finding the largest and smallest numerical values. The difference between these two values (such as the range) is determined. The values are grouped in the order of their magnitude, in groups of twos, threes, fours, fives, and so forth. The size of this grouping factor, called the class interval, normally is such that not less than ten, nor more than twenty, of such groupings result. Consideration is given, however, to the total number of numerical values with which it is necessary to deal. The completed tabulation is described as a frequency distribution.

Presenting data in a frequency distribution table places the data in logical order. It condenses and simplifies the data. But essential details are retained. A frequency distribution table groups items of the same class and specifies the number of items in each class. Data can be classed by type of offense, time of day of offense, and age of offenders. With some types of data it is useful to group classes together for easier interpretation. For example, if we are listing numbers of offenses by time of day, it would be helpful to combine two or more hours together to form an hour group or interval. A table that lists offenses for three-hour periods (such as 2100 hours to 2400 hours equals 284 offenses for a six-month period) would be more meaningful for most enforcement problems than a listing of 24 different one-hour periods.

Another statistical aid to the PM and his staff is the calculation of percentages. Data presented in percentage form give a clear picture of problem area locations. Percentages are also helpful in presenting briefings and reports. A percentage is the relationship of a part to a whole calculated on the basis of 100.

This method may also be used to determine percentage of increase or decrease in troop strengths. The only difference is that an additional computation must be made to determine the actual increase or decrease involved.

The rate of occurrence is generally expressed in terms of frequency per some standard unit such as 100, 1,000, 100,000, 1,000,000. These figures (100, 1,000, and so forth) are arbitrary. They act as a common forth) are arbitrary. They act as a common denominator to make evaluation and comparison easier.

A graph or chart provides the PM with a medium for presenting facts in a clear, understandable, logical, and interesting manner. (See Appendix C for more information on presenting statistical data.) A graph can give meaning to a collection of facts when that meaning, if presented in another form, might not be clear. On a graph or chart data can be quickly compared. Graphs permit the condensation of facts and figures and can demonstrate deficiencies and trends. A graph can provide the same information as a table, but usually has the advantage of greater simplicity and clarity. But care must be taken in the preparation of graphs to avoid faulty presentation and interpretation. The following are features found in most graphs:

• A distribution of a group of values or traits or characteristics.
• A brief, simple, and direct title describing the topic the graph represents.
• The unit or units of measure used.

ACQUIRING DATA FROM MP REPORTS AND FORMS

Complete, accurate, and timely completion of forms is of prime importance to law enforcement. All the effort expended in enforcement and investigative activities is wasted unless data are properly recorded and reported. And based on accurate data compiled from MP forms, the MP can plan crime prevention, traffic control, and enforcement programs that are timely and effective rather than reactions to situations.

MP records and forms are unclassified except when they contain defense information as defined in DOD 5200.1-R and AR 380-5. When privileged information is contained as defined in AR 340-17, records will be marked "FOR OFFICIAL USE ONLY" and safeguarded accordingly. Records will be maintained and disposed of in accordance with Army regulations.

MP desk sergeants and supervisors must ensure that subordinates do not release information without proper authority and clearance from the post information officer or SJA (see AR 340-17).

Computer technology enhances the ability to obtain and process information not previously possible because of time and resource limitations. When used to their fullest extent, automated systems become useful managerial and investigative tools. Computers have the ability to retrieve in a very short time obscure bits of information not readily available through the most elaborate cross-indexing. Moreover, the ability of computers to arrange statistical information in a meaningful format can automate crime analysis and assist MP in patrol distribution and crime prevention efforts.

To obtain useful information, all data entered into the computer must be timely and accurate. The basis for building any law enforcement data base comes from the records and forms completed by the MP and supporting agencies. Attention must be given to the kind of information desired prior to implementing an automated system. Consideration must be given to the manner in which the computer stores and retrieves information. A systematic arrangement of files allows for specific query capability as well as meaningful report generation.

RECORDING TELEPHONE CONVERSATIONS

MP desk personnel are authorized by the Department of the Army to record telephone conversations for a clear and accurate record of emergency communications for command, operational, or record purposes. This authorization extends only to reports of emergencies, analysis of reported information, records of instruction or commands, warnings received, requests for assistance, and instructions on locations of serious incidents.

There are restrictions when telephone and radio conversations are recorded:

• All telephones connected to recording equipment will be la bled "FOR OFFICIAL USE ONLY--CONNECTED TO RECORDING DEVICE." Access will be restricted to desk personnel only.
• Recording equipment connection must be coordinated with appropriate telecommunications personnel.
• Official telephone numbers for the MP desk will be listed in appropriate telephone directories with a statement that emergency conversations will be recorded for accuracy of records.
• Installation commanders must issue letters of authorization for such activities. One copy will be forwarded to Department of the Army.
• Conversation recordings in overseas areas must also conform to SOFAs and other international agreements.
• Recording equipment at MP desks may not be used to conduct wiretapping, investigative monitoring, and eavesdropping activities.

MAINTAINING RADIO LOG

DA Form 3945 (Military Police Radio Log) is used as an official record of all MP radio calls. The radio log is begun at 0001 hours and closed at 2400 hours each day and contains all radio traffic to and from the MP station and patrols during the period. The form is normally prepared in one copy. It is filed sequentially in the desk sergeant's files and serves as a backup reference for the desk blotter and other reports. It is important that the source, time, and subject of routine calls be entered in the log. In the case of serious incidents, the radio log entry is more detailed. Electronic tape-recording equipment is routinely authorized for use on MP desks. Audiotapes may be used in place of DA Form 3945.

PREPARING MP REPORTS

DA Form 3975 is prepared on all complaints received and incidents observed or reported to MP, except routine traffic violations and those minor violations noted by MP where corrective action consists of a verbal warning. DA Form 3975 is also prepared when an apprehension is made or a military person is returned to US Army control from another apprehending agency.

The military police report is initiated immediately upon receipt of information. If time does not allow for the immediate initiation of the report, the report should be initiated as soon as practicable. This report assures complaints are recorded, systematically assigned for follow-up, disposed of, or referred, and posted to the MP desk blotter.

MAINTAINING MP DESK BLOTTER

The MP desk blotter is a chronological record of police activity developed from reports, complaints, information, and incidents. The desk blotter is not a substitute for the MP report. Its entries, in narrative form, contain the essentials of the report. It states concisely the who, what, when, where, and how of an incident. It cites the identity of persons related to an incident. And it directs readers to the MP report for details. Entries do not list names of juvenile subjects. In certain types of incidents/offenses such as rape and child molestation, names of victims should also be protected. In these cases, entries reflect the term "protected identities" (PI) where the name of the subject/victim is normally listed. If approved by the installation/activity PM, this technique may be used whenever information on a particular entry should be controlled. In that case, the blotter will indicate that the entry is restricted. And it will show the number of the associated MP report. The action taken and the name of the person recording the entry will be indicated in the columns provided.

The desk blotter covers the period from 0001 to 2400 hours. Time recorded in the "time column" reflects the time the information is typed on the blotter. The first daily entry on each blotter is always "blotter opened" and the last entry on each blotter is always "blotter closed." The blotter is normally prepared in original and two copies. One copy is sent to the senior commander supported by the respective PM office (see AR 190-45). The original is maintained in the PM files. The other copy is maintained in the desk sergeant files. With approval of the senior commander, extracts may be prepared for subordinate commanders when the blotter contains entries that pertain to their respective commands. As determined by local policy, the form may be used to provide information to the supporting USACIDC element. Distributed copies of blotters or extracts will include the following statement (typed, printed, or stamped): "This blotter or extract is a daily chronological record of police activity developed from reports, complaints, incidents, or information received and actions resulting therefrom. Entries contained on the blotter may or may not be complete or accurate and are not adjudications attesting to the guilt or innocence of any person." The desk sergeant or duty officer verifies the entries. An authorized individual signs the blotter after it has been closed.

Information concerning the administration of the MP station, such as personnel changes, inspections, visitors, and other administrative data, is recorded on DA Form 1594 and in the MP desk journal.

SUBMITTING CRIMINAL DATA REFERENCE CARDS

DA Form 2804 (Crime Records Data Reference) is used to forward to the Crime Records Center information on subjects of investigations for--

• Violations of Article 111 through 133, UCMJ.
• Violations of Articles 77 through 84, 87 through 110, and 134, UCMJ, for which the maximum punishment prescribed in the MCM is confinement for six months or more.
• Offenses which result in revocation or suspension of driving privileges or the assessment of six or more points as outlined in AR 190-5.
• An offense under the Assimilative Crimes Act (18 USC 13) or other federal statute for which there is no corresponding offense in the MCM and for which a maximum punishment of six months or more confinement is prescribed.

A separate DA Form 2804 is submitted for each identified subject (real name and aliases) of an investigation of a special category offense, regardless of DA Forms 2804 previously forwarded as a result of separate investigations. Completed DA Form 2804 with completed DA Form 3975 is forwarded by the preparing office directly to Director, US Army Crime Records Center, 2301 Chesapeake Avenue, Baltimore, MD 21222. The card is completed in accordance with AR 195-2, except for the report of investigation (ROI) number block, which reflects the number shown in the USACRC control number block of the completed DA Form 3975.