Managing major case investigations: suggestions for supervisors
Michael J. Sullivan
The telephone rings, rousing you from a deep sleep. As the supervisor of a detective squad, you have grown accustomed to
being awakened in the middle of the night. At the other end of the line, the night-watch patrol supervisor informs you that
a double homicide has just occurred; investigative staff and supervisors are required to assist with the investigation. You
will take over as the case supervisor once you report to duty.
What do you do? Do you have guidelines or a protocol in place to provide a framework for proceeding with the supervision
of the case?
While reference material providing officers and investigators guidance on the proper procedures to follow when conducting
major case investigations abounds, little of this material is available for supervisors who have to manage these cases. Thus,
many supervisors must rely on trial and error to develop a workable blueprint for managing and supervising major case investigations.
The following suggestions provide basic guidelines for managing the complexities of a major case investigation. They do not
represent a step-by-step guide to case management but, rather, a framework to keep investigations on track. Together with
an agency's established policies, these guidelines should provide supervisors with a strategic plan for managing major case
investigations.
SUPERVISING MAJOR CASE INVESTIGATIONS
Slow Down
One of the most critical errors supervisors can make during a major case investigation is moving too fast. To be sure,
circumstances often force investigators to move quickly on a particular lead, but the pace of the investigation itself should
be more controlled. Mistakes become inevitable when speed supersedes thought. Supervisors who assume control of a runaway
investigation should work to slow it down.
Use All Available Personnel
Invariably, the early phases of a major case investigation are the most important and personnel-intensive. Almost simultaneously,
personnel must process the crime scene, interview victims and witnesses, pursue any initial leads, and begin canvassing residents
and motorists for additional leads. If there are not enough investigators to perform all of these tasks, supervisors should
not hesitate to use available patrol personnel.
Every department has talented patrol officers who work the street diligently every day. Some are waiting for their chance
to be assigned to criminal investigations; others prefer patrol work but enjoy the challenge and change of pace that a major
case investigation offers. Supervisors should harness the abilities of these officers in the early phases of an investigation
to perform specific tasks, such as canvassing motorists, thereby fleeing investigators to concentrate on interviewing witnesses
and following leads.
Supervisors also should seek the assistance of surrounding law enforcement agencies. In many jurisdictions, city and county
law enforcement agencies form major case task forces to assist one another in times of emergency. If the circumstances warrant,
supervisors should not hesitate to request the assistance of task force partners during major case investigations.
Once the investigators who will be assigned to the case are assembled, the supervisor must give them leads that suit their
skills. Some investigators excel at processing crime scenes, others at interviewing victims or conducting interrogations.
Supervisors must be cognizant of the different abilities of their personnel. Chronic failure to appreciate and properly assess
the skills of investigators will result in a growing list of unresolved cases.
Develop a Checklist
Just as investigators use checklists to guide them while processing crime scenes and documenting investigative steps, supervisors
should use a checklist as a guide while performing supervisory duties. Supervisors should develop a standing list of the primary
tasks that must be performed during investigations and then check them off as they are assigned. Supervisors should personalize
the checklist to fit their needs and the requirements of the department. The checklist should be comprehensive enough to address
the wide ranging aspects of a major case investigation, which include securing the crime scene, notifying the medical examiner,
obtaining search warrants, and assigning vehicle and residence canvasses. Prepared checklists reduce the pressure on supervisors
to remember everything and can assist them in organizing and prioritizing the investigative steps that must be completed.
Focus on the Evidence
Occasionally, investigators and supervisors become too focused on searching for and arresting a suspect instead of locating,
securing, and collecting evidence of the crime. Generally, the investigative team gets only one opportunity to collect evidence,
and it must gather all it can while the evidence remains available.
At times, of course, suspects possess evidence on their bodies or clothing, which must be collected as soon as possible.
Investigators should understand, however, that they can locate suspects, collect evidence from them, and then release them.
If the evidence points to a specific individual, investigators can pick up that suspect for additional questioning and detention,
if appropriate.
While the seriousness of a crime and the desire to protect the public may dictate that investigators arrest a suspect immediately,
supervisors must weigh the longterm implications such a move may have on the litigation of the case. As a rule, supervisors
should ensure that investigators possess sufficient evidence to convict a suspect before the individual is detained.
At the same time, supervisors should encourage evidence technicians and detectives to take the time necessary to process
the crime scene thoroughly, even if the scene must be secured for several days to ensure a methodical search. Investigators
may have only one opportunity to collect evidence. Supervisors must ensure that they do it right the first time.
Know the Crime Scene
Supervisors should familiarize themselves with the scene of the crime. If possible, they should visit the area where the
crime was committed. However, this does not mean that supervisors should needlessly enter the primary crime scene and disturb
physical evidence. Instead, they should carefully review any available photographs or videotape of the immediate crime scene.
Supervisors not needed at the crime scene should return to the precinct house or command center to be available for telephone
consultations. A supervisor should be able to direct the investigation from a remote site. Moreover, investigators will appreciate
the fact that the supervisor is not standing over their shoulders, watching every move they make.
Maintain a Supervisory Log of Events
Unfortunately, some supervisors believe that upon their promotion they abdicate their responsibility for writing reports
and detailing their activities in an investigation. To the contrary, supervisors have a responsibility to document their activities
just as their officers and investigators do. Prosecutors and juries want to know what transpires during major case investigations
from the perspective of the case supervisor. Such information provides an important overview of the case that the court may
not get from any other source.
Supervisors asked to recount the details of a case would be remiss trying to accurately recall from memory everything that
happened during an investigation that may have concluded several months before the trial. For this and other reasons, supervisors
should document information as it comes to them, including the time and date and the name of the person who provided the information.
The supervisory log also should outline all investigative assignments and specify when they were made.
Conduct Daily Briefings
As a case progresses, daily briefings take on an important role in an investigation. They keep investigators apprised of
the progress being made and keep personnel assisting with the case familiar with the latest developments. In some cases, supervisors
might want to hold two briefings a day, one in the morning and one in the late afternoon.
Keep Superiors Apprised
Throughout an investigation, supervisors should keep their superiors informed of vital case details. To this end, supervisors
should invite department executives to attend daily briefings.
Communicate with the Prosecutor's Office
Most prosecutors like to be notified when a law enforcement agency within their jurisdiction initiates a major case investigation.
Prosecutors who know they are going to be the trial attorney for a particular case often prefer to be involved in the investigation
from the beginning. A cooperative arrangement in this area benefits both parties.
In many cases, investigators require the assistance of prosecutors in preparing search warrants and other legal documents.
When supervisors keep prosecutors informed from the beginning of an investigation, they eliminate the untimely delays that
occur when prosecutors must review bulky case files to bring themselves up to date on an investigation.
Cooperate with the Media
As soon as practical, a supervisor should arrange to disclose preliminary information to the media via a press release
or news conference. In agencies with a designated press officer, supervisors may not have to attend press conferences, but
they should take part in deciding what information is released to the media. Generally, reporters appreciate that investigators
have a job to do and understand that they cannot reveal every detail of an investigation. For the most part, reporters are
satisfied if the police department provides periodic updates regarding an investigation.
Supervisors should maintain a proper perspective of the media's potential role in a major case investigation. The press
can be an indispensable asset in disseminating potentially helpful information to the general public - information that can
produce valuable leads in a stalled case, for example. Supervisors should strive to achieve a cooperative balance when dealing
with the press.
Monitor the Welfare of Subordinates
Supervisors should monitor the well-being of their personnel throughout a major case investigation. Accordingly, supervisors
should prioritize the investigative steps and ensure that investigators have sufficient opportunities for breaks during the
day. If the crime scene requires extensive processing, supervisors should arrange to have the area sealed and secured until
the following day, when rested investigators and technicians can resume where they left off. Exhausted and overly stressed
personnel become prone to making mistakes.
MANAGING THE ONGOING INVESTIGATION
Once the initial stages of an investigation have been completed, supervisors must be prepared to manage the case follow-up.
In many ways, successful follow-up presents a very different set of challenges for which supervisors must be prepared.
Control Files
It is crucial to the success of any long-term investigation that supervisors establish an effective system for controlling
case files. To ensure the integrity of individual case files, supervisors should assign one investigator as the case agent.
The case agent is responsible for inserting all reports or other materials into the working case file and should be held accountable
if problems arise with the file.
To ensure that potential leads are not missed, no reports should be put into the file until the case agent and the supervisor
read and initial them. Because the case agent might be in the field for extended periods, the supervisor must take an active
role in prioritizing leads. The supervisor should approve each lead before it is assigned to an investigator.
Cases that generate fewer than 300 leads probably can be managed by using hard-copy lead sheets and indices. However, supervisors
should make use of available computer software programs for cataloging and analyzing leads in cases that generate - or have
the potential to generate - a greater number of leads.
To further control the paper flow in major cases, supervisors should arrange to have all original reports forwarded to
records control personnel so they can copy and distribute the reports to the detective bureau. This prevents original reports
from being confused with their copies and also prevents multiple copies of the same report from being forwarded to detectives.
Take Care of the Details
Supervisors should handle as many of the small, but important, details as possible so that investigators can follow up
on leads without being distracted. For example, supervisors should act as the conduit between investigators and prosecutors
when subpoenas are required, thus eliminating the need for investigators to expend quality investigative time pursuing such
matters. Supervisors also should ensure - on a continuing basis - that investigators have the basic materials necessary to
do their jobs.
Cooperate with Other Agencies
Supervisors can enhance investigations greatly by fostering communication with other law enforcement agencies. Proactive
supervisors share their case information with any agency that may be able to provide leads or other information to help resolve
a case. Today's criminals are highly mobile and neighboring agencies may be investigating different cases that could be traced
to a single offender. By combining resources, agencies can identify patterns that sharpen the focus of seemingly disparate
investigations. But supervisors cannot realize these potential benefits if they do not share information.
Keep Investigations Focused
Supervisors deal with many talented and strong-willed investigators while managing major case investigations. Among their
many tasks, supervisors must keep investigations focused, while managing all of the individual personalities and egos involved.
To do so, supervisors should continually reinforce the team concept.
Many theories generally develop during major case investigations, particularly before a suspect is identified. The supervisor
must encourage investigators to keep their options open and consider all possibilities. Most important, investigators should
be allowed to pursue only those theories that are based on sound logic and consistent with the known evidence. Because supervisors
generally do not interview witnesses or victims, they often can maintain a more objective view of the case and its intricacies
and recognize when an investigation is drifting off course.
Commend Hard Work
Finally, supervisors should not forget to recognize and commend investigators and officers for their hard work and commitment.
While investigators strive to solve all cases, realistic experience dictates that some will go unsolved, despite the efforts
of the personnel involved. Supervisors should commend investigators not only for successes but also for diligent work, regardless
of the outcome. Such praise helps to maintain morale during protracted investigations and helps to establish a positive long-term
working relationship between supervisors and their investigative staffs. Supervisors never should burn their bridges on one
case by demanding more than their personnel can give.
CONCLUSION
Major case investigations place special demands on supervisors. These challenges require that supervisors develop effective
strategies to manage the myriad duties they must perform. By adopting fairly simple measures, however, supervisors can meet
the challenges posed by these often-complex investigations.
Despite - or perhaps because of - the pressures associated with major case investigations, effective management can help
to build a strong esprit-de-corps among the personnel conducting these investigations. Supervisors should ensure that investigations
proceed in a methodical manner that fosters careful fact-finding and yields strong cases that can withstand close scrutiny
in court. Supervisors also must reassure investigators when hard work yields limited results. There will be other cases. In
fact, the next one may be just a phone call away.
COPYRIGHT 1998 Federal Bureau of Investigation
COPYRIGHT 2004 Gale Group