General Diary in Indian Policing

The General Diary, commonly referred to as the GD, is a critical element of police administration in India. Although often overshadowed by the First Information Report (FIR), the General Diary plays a fundamental role in the daily operations of police stations across the country. 

Law Governing General Diary

The General Diary is maintained under the provisions of Section 44 of the Police Act, 1861. This section mandates that every officer in charge of a police station must keep a general diary in a prescribed format, as determined by the State Government. The diary is intended to document all significant events and transactions occurring within the police station.

Section 44 of the Police Act, 1861 states:

“It shall be the duty of every officer in charge of a police station to keep a general diary in such form as shall, from time to time, be prescribed by the State Government and to record therein all complaints and charges preferred, the names of all persons arrested, the names of the complainants, the offences charged against them, the weapons or property that shall have been taken from their possession or otherwise and the names of the witnesses who shall have been examined.”

This legal provision underscores the importance of the General Diary as an official record-keeping tool, ensuring transparency and accountability within the police system.

Purpose and Content of the General Police Diary

The General Diary serves as a comprehensive log of all important activities within a police station. It includes, but is not limited to, the following details:

• Complaints and Charges: All complaints received by the police station, whether formal or informal, are recorded in the General Diary. This includes the nature of the charges and any relevant details provided by the complainant.
• Arrests and Detentions: The diary records the names of individuals arrested, the charges against them and any property or weapons seized during the arrest. It also notes the names of the witnesses examined in relation to the case.
• Daily Activities: The GD includes entries on routine matters such as the arrival and departure of police personnel, handing over or taking over of charges, visits by senior officers and law-and-order duties performed.
• Significant Events: Any major incidents or events, such as protests, accidents or emergency situations, are also documented in the General Diary. This helps maintain a chronological record of events that could be referred to later.

General Diary vs. First Information Report (FIR)

While both the General Diary and the First Information Report are essential tools in policing, they serve different purposes and are governed by different rules.

• Nature of Documentation: The GD is an internal document used to record all events and activities in a police station, whereas the FIR is a formal report lodged by the police to start an investigation into a cognizable offence.
• Accessibility: A copy of the FIR is sent to superior officers and the concerned Judicial Magistrate. In contrast, the General Diary remains an internal document, although superior police officers may inspect it and the Magistrate may call for its inspection.
• Complainant’s Signature: In the case of an FIR, the complainant’s signature is obtained as a formal acknowledgement of the complaint. However, there is no such requirement for entries made in the General Diary.
• Judicial Oversight: While the FIR is a document of public record and subject to judicial scrutiny, the General Diary is not typically subject to the same level of oversight, though it remains a crucial record for internal police accountability.

Importance of the General Diary

The General Diary holds immense value in maintaining the integrity and transparency of police operations. It acts as a reliable source of information for reviewing police conduct and decisions, particularly in cases where there are allegations of misconduct or procedural lapses.

• Accountability: The GD ensures that every significant action taken by the police is documented, thereby holding officers accountable for their duties.
• Legal Evidence: In legal proceedings, the General Diary can serve as evidence to corroborate the timeline of events or the actions taken by the police in a particular case.
• Operational Efficiency: By keeping a detailed log of daily activities, the GD helps in the smooth functioning of the police station, providing a clear record that can be referred to in future operations or investigations.

Supreme Court’s Interpretation

The significance of the General Diary has been highlighted in various judgments by the Supreme Court of India. The court has reiterated that the information disclosing the commission of a cognizable offence must be recorded as an FIR and not merely in the General Diary. This distinction emphasises the procedural importance of the FIR in initiating an investigation, while the General Diary serves as a comprehensive record of all activities within the police station.

Conclusion

The General Diary is a vital component of police administration in India, ensuring that all activities within a police station are systematically recorded. While the FIR often takes precedence in legal proceedings, the General Diary plays a crucial role in maintaining transparency, accountability and operational efficiency within the police force. Understanding the function and significance of the General Diary is essential for appreciating the broader framework of law enforcement in India.