SECURITY OF PRISONS, DUTIES, DOCUMENTS AND DISCIPLINARY

MATTERS

1. SECURITY
Security means the safe custody of prisoners at all times wherever they may
be. It is an Officer’s FIRST duty. Security is maintained as far as possible, by:-

a. The selection and training of staff i.e. physique, general intelligence, good
character and his recommendation.
b. Various types of prisons according to their purposes i.e. buildings are not
easy to get out of even if a prisoner were allowed to or free to do so.
c. Prison routine i.e. the right way of carrying out duties.

2. DUTIES OF THE OFFICER IN CHARGE

(I) SECTION 5 (2)of chapter 97 of the Laws of Zambia: Every officer in
charge shall supervise and control all matters in connection with the
prison to which he is appointed, and shall keep or cause to be kept such
records as the Commissioner may from time to time direct and shall be
responsible to the Commissioner for the conduct and treatment of prison
officers and prisoners under his control, and for the due observance by
such officers and prisoners of the provisions of this Act and of all rules,
directions and orders made or given there under.

Investigation of Irregularities
(II) Prison Rules No.10
a. The officer in charge shall, without delay, investigate any
contravention of the Act and of these Rules or of the Standing
Orders whenever such contraventions is reported to him or
otherwise comes to his notice.
b. The officer in charge shall report to the Commissioner any case of
misconduct, neglect of duty by a prison officer.
c. The officer in charge shall investigate any report alleging an offence
against discipline by a prison officer not later than the following day,
or if the following day be a Sunday or a public holiday, on the next
following working day.

MAINTENANCE OF RECORDS CONCERNING PRISONERS

(III) Prison Rules No. 11
The officer in charge shall be responsible for seeing that proper records
are kept of all circumstances and of all correspondence connected with

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 such circumstances which affect the interests of prisoners under his
control and shall bring such as may be proper in each case.

(IV) Prison rules No. 12

The officer in charge shall be responsible for the safe custody of all
prisoners’ warrants.

(V) Standing Order No. 100: The Officer in Charge shall keep or cause to
be kept in respect of prison:- the attached authorised prisons
documents.

3. DUTIES OF A CHIEF OFFICER

(i) Prison Rule No. 58
The chief officer shall, subject to the directions of the officer in charge,
be the principal discipline officer of the prison and shall ensure that the
provisions of the Act and of these Rules and the Standing Orders are
strictly observed in the prison to which he is appointed and shall assist
the officer in charge in maintaining discipline in the prison. During the
temporary absence of the chief officer, the next senior prison officer
shall act as the chief officer.

(ii) Prison Rule 60 (1) The chief officer shall;

(c) Detail all prison officers under his control for their duties
(d) Satisfy himself that the duties of the prison officers are properly
carried out.

CHIEF OFFICERS JOURNAL

Standing Order No. (1): The chief officer shall keep
(a)A journal in which he shall record all such matters as he is directed to record
therein by Regulations and Standing Orders and all other occurrences of
importance within the prison and he shall date and sign entries daily. The
entries shall include;

(i) The number of prisoners, counted thrice daily

(ii) The actual hours at which prisoners go to labour, return from
labour, go to exercise and return from exercise
(iii) What parts of the prison are searched and the names of the officers
detailed for this purpose
(iv) Particulars of any special visits held and the names of officers
detailed to supervise them

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 (v) Particulars of escorts despatched and by whom inspected
(vi) Floors of opening and final closing of the prison and checking of
keys
(vii) Any unusual or importance occurrence
(viii) The official record of admission, removals, discharges of prisoners
(ix) A location book in which there shall be recorded the location of
every prisoner
(x) An employment book in which the prisoners have recorded work
upon which the prisoners have been employed.
(xi) He will, when prisoners go out to and return from labour, receive
from the officer in charge of parties the reported number in each
party and will check the numbers of prisoners in each party. A prison
Form 29-Muster sheet will be used for this purpose.
(xii) He will communicate to the officers all orders issued by the Officer in
charge in the Officer in charge’s Order Book
(xiii) He will check the keys as directed in Appendix 19
(xiv) Unless for any reason he is excused by the officer in charge, he will
wear uniform when on duty, according to Appendix 24.

Standing Order No. 112

“Chief Officer” includes the next senior officer e.g. D I O etc who is
designated as the chief officers’ relief, and at weekends may be the next
senior officer in the division of which the chief officer for that weekend is the
head.

(3) DUTIES OF A GATEKEEPER:-

(i) Prison rule No. 93:- The Gatekeeper shall not allow any person, other
than a prison officer or a prisoner, to enter a prison without the
sanction of the chief officer or the officer in charge.

(iii) The gatekeeper shall keep a record in the gate-book of all persons, other
than prison officers on regular shifts, entering or leaving the prison and
shall require all such persons to enter their particulars in a book
provided for the purpose.

(iv) The gate keeper shall not allow any person, other than a prison officer, to
enter the prison unless that person is to be accompanied whilst in the
prison by a prisoner officer.

(v) The gatekeeper shall not allow any prisoner to leave the prison
unaccompanied by a prison officer unless he has received orders to the
contrary from the officer in charge personally.

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(4) GATE BOOK
(1) Standing order No. 94
(i) The officer in charge will ensure that the gatekeeper keeps a full and
complete record of every person and every article entering and
leaving the prison. For this purpose, regular shifts of officers, detailed
by the daily duty roster, need not be entered individually but those
officers of regular shifts who are late or absent will be entered
individually in the Gate Book.

(ii) The officer in charge will issue instructions to all gatekeepers to the
effect that no person, other than the medical officer, his deputy or
chief officer shall enter the prison between the hours of lockup and
unlock.

(5) GATE PASSES

DUTIES OF A GATEKEEPER
Prison Rules 93:-
(6) The gatekeeper shall carefully examine the passes for the admission of
prison and shall check their names and identification with the name on
the pass, and if he is not satisfied that the pass relates to the person
tendering the same, he shall immediately report the matter to the chief
officer for his instructions.

(7) The gatekeeper shall ascertain the names of all workmen who may be
admitted to work in prison and shall warm such workmen not to speak
or give anything to any prisoner without proper authority, and shall
satisfy himself to those who entered the prison in the first instance.

(8) The gatekeeper shall take charge of any article, food or letters brought to
the prison for a prisoner and deliver such article, food or letter to the
chief officer or the officer detailed by the chief officer to receive them.

(9) The gatekeeper shall examine all articles brought into the prison and
shall examine every vehicle entering or leaving the prison.

(10) The gatekeeper shall not allow any articles whatever to be taken out of
the prison without the permission of the chief officer or the officer in
charge.

(i) The officer in charge will ensure that the gatekeeper keeps a full
and complete record of every person and every article entering,
and leaving the prison. For this purpose, regular shifts of officers,

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 detailed by the daily duty roster, need not be entered individually
but those officers of regular shifts who are late or absent will be
entered individually in the Gate book.

(ii) The officer in charge will issue instructions to all Gatekeepers to

the effect that no person, other than the Medical officer, his
Deputy or chief officer shall enter the prison between the hours
of lock up and unlock.

(I) Standing Order No. 95

They will be used for passing all individual officers below the rank of
Sergeant Major, goods and packages out of the prison. The signature of
the chief officer shall be sufficient for this purpose. The industrial
Manager or Industrial Officer may also issue such passes. The Gatekeeper
will check the goods passed out with those described on the pass. Will
initial all gate passes and file them for reference. Passes will be required
for all vehicles entering the prison.

When gate passes are issued for prisoners to be employed on work

outside the prison, the prisoner’s serial numbers only and the escort’s
service numbers only together the nature of work and its location should
be stated briefly on the pass. Such passes will be filed separately.

The officer in charge will avail himself of the check upon accounts which
the gate affords passes.

PRISON VISITS

Prison Rules No. 28

(i) The officer in charge shall not allow any person to enter and view a prison
unless such person produces written authority of the Minister or of the
Commissioner authorising him to do so.

(ii) Every visitor, authorised to view a person under this rule shall give his ful
names and address to the gatekeeper and shall sign his name in the visitors’
book.

Standing Orders No. 337

Letters and visits in regard to convicted prisoners shall be given in accordance
with section 124 of the Prison Regulations. Letters and visits in regard to
unconvicted prisoners and debtors shall be given in accordance with section
137 and 138 of prison Regulations.

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6. DISCIPLINE AND PUNISHMENT OF A PRISON OFFICER
SECTION 41
(i) Disciplinary control over prison officers of or above the rank of
superintendent shall be exercised as is provided in the Police and Prisons
Service Commission Regulations.

(ii) Disciplinary control over prison officers below the rank of superintendent
shall be exercised as is provided in part VII of Chapter 97 of the Laws of
Zambia.

Standing Order No. 104

It is the duty of every prison officer to bring to the immediate notice of the
officer in charge any breach of the law under any Act or the Regulations there
under or any disobedience of prisons Standing Orders, or any other
administrative directive issued by the Commissioner General or the Regional
Commanding Officer or the officer in charge by a prison officer or other
employ of the prison (facility).

COMMISSION OF OFFENCES –
(1) Section 43 of Cap 97
Any junior or subordinate officer commits an offence against discipline-if he
is guilty of-

(a) Disobedience to orders

(b) Insubordinate or oppressive conduct
(c) Neglect of duty;
(i) Neglects, or without good and sufficient cause omits to attend.
(vi) Fails to make or send a report or return which it is his duty to
make or send
(ix) Without reasonable cause omits to make any necessary entry in
any official document, book or paper,

(f) Falsehood or prevarication

(i) Knowingly makes any false statement in any official book or
document
(ii) Wilfully or negligently makes any false, misleading or inaccurate
statement

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 (iii) Without good and sufficient cause destroys or mutilates any
official document or record, or alters or erases any entry
therein,

(g) Breach of confidence

(iv) Without proper authority shows to any person outside the
service any book or written or printed document the property of
the service

(k) Damage to Property

(i) Wilfully or by carelessness causes any waste, loss or damage to
any book, document or other property of the service, served
out to him or entrusted to his or her care
(ii) Fails to report any such damage or loss as aforesaid, however
caused

(s) Conniving at or knowingly being an accessory to any offence against

discipline under this Act

(2) ARREST
A supervising officer may arrest, without warrant, any officer of the rank of
Junior or Subordinate whom he suspects on reasonable grounds, of having
committed a disciplinary offence. Section 43 Cap 97 of the Laws of Zambia
clearly outlines the offences that a prison officer should avoid committing
(see schedule of Offences)

(3)EVIDENCE
When giving evidence make your report CLEAR AND TO THE POINT- stick
to FACTS. Evidence should contain the following points:-

(a) Date
(b) Time
(c) Place
(d) What happened, or what was said
(e) Witnesses if any
(f) What action was taken by you

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7. DISCIPLINE OF PRISONERS

It must be remembered that the majority of prisoners find themselves in

prison because they have not been disciplined in their homes or have failed to
maintain self discipline. Part of the system of penal reform is to reinstate this
sense of self discipline.

7. REPORTS
Standing Order No. 545
It is the duty of prison officer to report to the officer in charge every case of
breach of prison discipline, or contravention of any law by a prisoner, which
may come to his or her notice. Such report shall, in the first instance, be
made to the chief officer to place prison form 68, together with prisoner’s
record, before the officer in charge as soon as possible and by not later than
09:00 on the day following the offences unless such day shall be a Sunday or
public holiday. All witnesses required in the subsequent investigation by the
officer in charge shall be summoned to the adjudication by the chief officer.
The result of adjudication, i.e. punishment awarded (if any) a brief account of
the facts of the charge and the names of the witnesses shall be entered in
prison Book 68.

Minor offences against discipline may be dealt with by the officer in the first
place, warning and advice.

Major offences must be reported.

OFFENCES
Lists of the offences that may be committed by a prisoner against prison
discipline are in sections 90 and 91 of chapter 97 of the Laws of Zambia.

An officer of junior rank or below cannot adjudicate in cases involving Major

offences.

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LIST OF AUTHORIZED CORRECTIONAL FORMS

1. STANDING ORDER NO.100;THE OFFICER IN CHARGE SHALL KEEP OR CAUSE TO BE

KEPT IN RESPECT OF PRISON;

FORMS DETAILS
PRISONS FORMS .1 Prisoners` Record-Long Term
“ “ 2 Short Sentence Prisoners` Record
“ “ 3 Young Offenders Record
“ “ 4 Prisons Department. Statistical Monthly Record
“ “ 5 Weekly Lock-Up Return
“ “ 6 Visitors` Pass
“ “ 7 Escape Report
“ “ 8 Recapture Report
“ “ 9 Vehicle And Fuel Return
“ “ 10 Monthly Return Of Punishment Of Prison Officers For Prison Offences
“ “ Punishment Card
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“ “ 12 Supplementary Incoming Property Book
“ “ 13 Supplementary Outgoing Property Book
“ “ 14 Stores Ledger sheet
“ “ 15 Annual Stock Taking Return
“ “ 16 Return Of Un-convicted Prisoners
“ “ 17 Prisoners` Transfer Statement
“ “ 18 Prison Officers Charge Sheet- prisons offence
“ “ 19 Prisoners Charge Sheet
“ “ 20 Incremental Certificate-Division 3(Subordinate Staff)
“ “ 21 After Care Inquiry
“ “ 22 Prisoners Property Cash Receipt
“ “ 23 Salary Payment Voucher
“ “ 24 License To Be At Large-Reformatories
“ “ 25 Death Report Details-Prisoners
“ “ 26 Restraint Register
“ “ 27 Periodic Reviews
“ “ 28 Extract From Prisoners Record
“ “ 29 Labour Muster
“ “ 30 Medical Certificate-Subordinate Staff
“ “ 31 Prisoners Road Pass
“ “ 32 Gate Pass
“ “ 33 Prisoners` Letter Card
“ “ 34 Warrant Slip
“ “ 35 Admission Of Europeans/Asians/Colored Hard Labour Prisoners
“ “ 36 Certificate Of Medical Officer Witnessing Execution
“ “ 37 Final Medical Report-Prisoner Sentenced To Capital Punishment
“ “ 38 Report Of Execution-Large
“ “ 39 Report Of Execution-Small

PRISONS FORMS 40 Withdraws Before Discharge-Cash ,Valuables

“ “ 41 Transfer Acquaintance

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 “ “ 42 Labels-For Transportation Of Goods
“ “ 43 Labels –For Prisoners Private Property
“ “ 44 Labels- Boots And Shoes Repair
“ “ 45 Plant And Vehicle Return
“ “ 46 Warders Transfer
“ “ 47 Cadet Officer Training Report
“ “ 48 Matching Orders-Escort
“ “ 49 Application For Transfer Of Prisoners
“ “ 50 Petition Form
“ “ 51 Promotion In Stage System
“ “ 52 Application For Prisoners` Previous Record?
“ “ 53 Memo Forwarding Mo Recommendation For Release Of Prisoners
“ “ 54 Mo Recommendation For Release On Medical Grounds
“ “ 55 Monthly Stores And Rations Check Certificate
“ “ 56 Monthly Check On Clothing And Equipment
“ “ 57 Handover And Taking Over Certificate
“ “ 58 Convicted Prisoners Register
“ “ 59 Remand Register
“ “ 60 Corporal Punishment Register? N/A
“ “ 61 Prison Employment Book
“ “ 62 Warders` Duty Roster
“ “ 63 Medical Officers` Book
“ “ 64 Visiting Book-Sleeping-In-Officer
“ “ 65 Visiting Justices` Book
“ “ 66 Official Visitors Book
“ “ 67 Prisoners Property Book
“ “ 68 Prisoners Punishment Register
“ “ 69 Staff Punishment Register
“ “ 70 Discharge Diaries-Large
“ “ 71 Discharge Diaries-Small
“ “ 72 Rations` Register
“ “ 73 Fines Received - Staff Maintained By CG
“ “ 74 Prisoners Cash Book
“ “ 75 Prisoners Index Book
“ “ 76 Gate Book-Daily Occurrence Book
“ “ 77 Warrant Card-Id Card
“ “ 78 Attestation Papers And Records
“ “ 79 Statistical Register
“ “ 80 Prisoners` Earning Book
“ “ 81 Payment Of Subsistence And Savings From Earnings Of Discharged
Prisoners
“ “ 82 Tools Book
“ “ 83 Search Book
“ “ 84 Prisoners Application Book

PRISONS FORM Mental Patients Book

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“ “ 86 Death Of A Prisoner Register
“ “ 87 Chief Officers` Journal
“ “ 88 Clothing Record-Junior And Senior Officers

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 “ “ 89 Clothing Record-Subordinate Officer
“ “ 90 Parole License-Reformatories
“ “ 91 Notes For Official Visitors
“ “ 92 Prisoners Canteen Sheet
“ “ 93 Application For Employment Recruit Wader
“ “ 94 Staff Record Card
“ “ 95 Prisons Increment Form 1 And 2
“ “ 96 Prisons Industries Work Orders Form
“ “ 97 Certificate Of Proficiency
“ “ 98 Prisons Industries Accounts Book
“ “ 99 Prisons Industries Record Of Work Orders

2. Standing order No.29; No Prison Book or Record will be destroyed until the last entry
in it is twenty (20) years old

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