Chapter 14
Observe and Report
Abstract
This chapter shows the student what is involved in fully observing a situation and collecting all the data that accompanies the incident. An accurate observation requires using all of one's senses to fully grasp all of the surrounding information. Various practices and methods are covered, all of which contribute to a security officer adequately handling an incident. Lastly, the chapter addresses the significance of collecting critical data and presenting this information in an accessible manner.
Keywords
Attention; Perception; Report; Search; SensesSecurity officers will often have to rely on their own senses when they are observing a situation that ultimately requires their intervention to one extent or another. When conducting surveillance or when casually observing a situation for a period of time, the security officer will need to describe the appearance of subjects and possible suspects if a crime or offense has occurred. When conducting a preliminary investigation at the scene of a possible crime, the security officer will need to rely on his or her own observations for a comprehensive and truly significant representation of the facts. The accuracy of the security officer’s observation will often depend on the training they have received and their ability to communicate with others, both orally and in written form. Security officers must be trained to describe as well as observe.
Use of senses
When recording the data at a scene, the security officer must employ his or her senses, primarily sight and secondarily hearing, smell, and touch. Security officers should never intentionally use their sense of taste in an effort to test a substance. The many examples displayed on television where the private investigator or police detective touches a substance and announces the contents (e.g., “This is pure heroin!”) are simply farces. To taste a substance that could be lethal may result in the death of a security or law enforcement officer. The eye is the greatest source of information; however, in the absence of training, it is also one of the most unreliable because of the tendency of the observer to fill in the gaps that inadequate observation may leave. Hearing is the most objective sense; however, the observation of sound is subject to errors, such as mistaken estimates of distance and illogical comparisons. The sense of touch is usually unreliable because of the inexperience of most persons in the accurate use of this sense. Smell is considered to be for the most part unreliable because it is easily swayed by suggestion. The sense of taste suffers from the same defect.
It has been estimated by pathologists that approximately 85% of our sensual knowledge is gained through sight; 13% through hearing; and the remaining 2% through smell, touch, and taste (Figure 14.1). The reliability of the information obtained through each sense may be considered to be in the same relation.
Factors affecting observation
If a person is a witness to an incident involving violence to another person with whom they are emotionally close—such as a mother, father, daughter, son, husband, or wife—their observations may have been altered. Consider a mother who witnesses the death of her child from injuries sustained in an automobile accident. The mother may not be able to recall specific details about the incident or she may be able to provide explicit details because the event is so ingrained in her mind. The emotional attachment has affected her observation and memory.
An effective investigator must take into consideration how emotions, the environment, and the physical limitations of any witness may adversely affect their ability to recall actual events as they occurred. A witness who has poor eyesight may be a poor witness if it is later proven that the person was not wearing their glasses at the time of the incident. Poor lighting or inclement weather conditions may affect the reliability of a witness.
The effective investigator or security officer who is responding as the first person to the scene of an incident should note the physical conditions at the scene such as lighting, weather, and obstruction points, as well as the emotional and physical condition of any material witnesses. Searches of the adjacent area to an incident scene may uncover additional evidence that will alter, prove, or disprove the stated information.
The observation process
For the security officer, the process of observation can be divided into three stages: attention, perception, and report.
Attention
The psychological process of being brought into the presence of a fact is called attention. The observer cannot observe something unless he or she is aware of it.
Perception
Perception is the recognition of the significance of an event or situation. With perception, the security officer not only observes a situation, but he or she also understands what is occurring. The understanding of an event is influenced by the following factors:
1. Intelligence: The mental ability of the observer.
2. Educational background: Observation depends in large part on the ability to make reference to other situations. The educated person has an obvious advantage in being able to refer observed situations to other matters that he or she has learned as a direct result of their education.
3. Experience and occupation: These elements consist of a frame of reference for the observer. Security officers who have witnessed violence on a picket line during a labor strike will have a clear advantage in describing the events that the security officer who is experiencing a strike for the first time will not possess.
Report
Report is the third element of the observation process. Report refers to the identification of facts, such as the identity of a subject or vehicle known to be at the scene of the event.
Physical descriptions/general information
The ability to describe a person accurately is invaluable to a security officer. Often, this ability is not present in most people, including security officers. For the most part, security officers have received little training in the proper way to describe individuals.
To fully describe a person, the following background information should be obtained:
1. Names, aliases, and nicknames: The full name should be obtained and not simply the initials. The varied spellings of the different aliases should be included.
2. Social security number
3. Military serial number
4. Present and former addresses
5. National origins: A good way to more accurately describe a person includes identification of their national origin, if known. For example, describing a person as a black American or African American, Asian American, or Italian American will assist an investigator in identifying witnesses or suspects.
6. Scars and marks: Birthmarks and tattoos that are visible are valuable identification points. Visible scars and marks should be reported when known.
7. Physical traits: Significant physical habits are important.
a. Walk: The manner of walk is highly individual. Terms such as the following are commonly used: athletic, limping, shuffling, bowlegged, flat-footed, and pigeon-toed.
b. Voice: The voice may be high- or low-pitched, loud or soft, or between loud and soft.
c. Speech: The obvious trait of speech is the local characteristic of enunciation or how people speak. Speech differs between a New York Italian and a Southerner from Alabama. “Educated” and “uneducated” speech can also be distinguished.
8. Personal habits: Unless a person attempts a disguise, the personal habits that characterize how a person dresses are rarely changed.
a. Dress: Type and style of clothing—oversized, casual, neat, messy, colorful, black only, etc.
b. Grooming: Neatly shaved, hairstyle, etc.
Physical description
The verbal description whereby a person describes another based on the physical description of the person is considered a reliable aid in the conduction of investigations. The degree to which an investigator can acquire the details of the physical description given by a witness will vary depending on the training and experience of the witness. The following items are considered basic in providing a physical description:
1. General impression (personality, social status, comparison to a famous person with similar physical characteristics)
2. Approximate age
3. Sex
4. Estimated height
5. Estimated weight
6. Build (thin, slender, medium, stout)
7. Posture (erect, slouching, round-shouldered)
8. Head (size, whether small, medium, or large)
9. Hair (color, part, straight or curly, baldness)
10. Face (general impressions)
a. Forehead (high, low, bulging, receding)
b. Eyebrows (bushy or thin; describe shape)
c. Mustache (length, color, shape)
d. Eyes (small, medium or large; color; clear, dull, bloodshot; glasses, type)
e. Ears (size, shape)
f. Cheeks (high, low, fat, sunken)
g. Nose (short, medium, big or long, pug, hooked)
h. Mouth (wide, small or medium)
i. Lips (shape, thickness, color)
j. Tooth (shape, condition, defects, any missing)
k. Chin (size, shape, general impression)
l. Jaw (length, shape, lean, heavy)
11. Neck (shape, thickness, length, Adam’s apple)
12. Shoulder (width and shape)
13. Waist (size and shape of stomach)
14. Hands (length, size, condition of palms)
15. Fingers (length, size, shape of nails and condition)
16. Arms (long, medium, or short; muscular, normal, or thin)
17. Feet (size, deformities)
Incident scene
The search of the incident or crime scene is in many cases the most important part of any investigation. Nonviolent offenses, such as employee theft, will normally not involve a crime or incident scene. Crimes of violence, however, do involve physical contact with the victim and the immediate surroundings. Traces of the criminal may be left in the form of clothing, shoe impressions, fingerprints, blood stains, damaged furniture, etc. A trained investigator will be able to visualize the way in which the criminal carried out the offense. Samples of clothing, carpet, hair, human bodily fluids, fingerprints, etc., may all remain as part of the crime scene.
The survey
For most security officers, they will not be responsible for conducting an investigation. However, their initial observations can greatly aid in a more thorough investigation carried out by a trained investigator. The best advice at this preliminary stage is to stand back and attempt to determine what occurred based upon initial impressions. The security officer should determine how he or she will physically enter and exit the area without disturbing the evidence. At this time, the security officer may want to decide what photographs will be taken of the scene.
The search
An efficient method should be utilized when preparing to search an incident scene. A plan of search should be formed which will cover all of the involved area. A security officer should carry a notebook and pen, flashlight, camera or smart phone with camera, evidence preservation containers or envelopes, and some basic tools such as pliers and screwdriver.
Evaluation
After the main search has been completed, the security officer will want to take some time in evaluating the evidence in relation to what is known about the incident. Questions such as the following should be asked:
1. What exactly does the evidence prove?
2. What other evidence must be looked for to support the initial evidence?
3. What can be said regarding the incident based upon the information which has been obtained?
Photographs
Before a room or area is returned to its normal condition, photographs of the incident scene should be made. The following guidelines should be followed when photographing an area:
1. The objects that are presented should not be immaterial or irrelevant.
2. The photographs should not unduly incite prejudice or sympathy.
3. The photo should be free from distortion; it should not misrepresent the scene.
When photographing, scene measurements need to be taken and included as part of any written reports. If an object that is rather small is being photographed, a point of comparison should be included adjacent to the object and photographed. For example, a six-inch ruler can be placed next to small piece of evidence in order to display proper size (Figure 14.2).
Direction should also be included with every photograph taken as it is usually essential in determining the exact location and point of relevance. North is always noted with an arrow pointing toward that direction.
Finally, a title that denotes the case number, date and time the photograph was taken, and the name and identification of the person taking the photograph should be included at the very top of the document.
Summary
• Security officers will often have to rely on their own senses when they are observing a situation that ultimately requires their intervention.
• The emotional involvement of a witness may alter his or her observations.
• Physical conditions (lighting, weather conditions, etc.) and the emotional and physical condition of any material witness should be noted by the first responding officer.
• For the purposes of the security officer, the process of observation can be divided into three stages: attention, perception, and report.
• The ability to describe a person accurately is invaluable to a security officer. Training in this skill is crucial.
• The search of the incident or crime scene is in many cases the most important part of any investigation, especially in crimes of violence. Traces of the criminal may be left.
• For most security officers, they will not be responsible for conducting an investigation. However, their initial observations can greatly aid in a more thorough investigation carried out by a trained investigator.
• Officers should always have the proper equipment when searching an area: flashlight, camera or smart phone, evidence preservation bags, and a basic tool kit.
• Before a room or area is returned to its normal condition, photographs of the incident scene should be made.
• When photographing a scene, measurements need to be taken and included as part of any written reports. If an object that is rather small is being photographed, a point of comparison should be included adjacent to the object photographed. For example, a six-inch ruler can be placed next to small piece of evidence in order to display proper size.
• Direction should also be included with every photograph or sketch taken as it is usually essential in determining the exact location and point of relevance. North is always noted with an arrow pointing toward that direction.
• A title that denotes the case number, date and time the photograph was taken, and the name and identification of the person taking the photograph should be included at the very top of the document.
Exercises
1. What are the three stages of the observation process?
2. How are senses used in observation?
3. How do emotions, environment, and physical limitations affect the ability of a witness to observe and report?
4. What are some characteristics that individualize a person’s physical description?
5. What basic tools should an officer have when conducting a search?
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