LN324-91

                             CHAPTER XVIII

                       PREPARING AGENT'S REPORTS

INTRODUCTION:

     After the CI agent finishes an investigation or part of the
investigation, the following step is to write down all the information in a
report, which is known as the Agent's Report. The preparation of this report
requires a great effort and skill from the agent. To know how to prepare a
good agent's report is one of the requisites and duties of any counter
intelligence agent. In this chapter we will discuss all the areas and rules
that govern the proper preparation of an agent's report.

GENERAL FACTS:

NOTE:  For effects of this chapter we will use as example an agent's report,
see the format that appears in EXAMPLE #1.

     A.    COMPLETE BLOCK #1: (NAME OF SUBJECT OR TITLE OF INCIDENT)

NOTE:  Typewrite all the information in this block as close as possible to the
left margin arid below block #1.

           1.   THE TITLE BLOCK in this report is always the same that
appears in the preliminary sheet (refer to previous examples), or of any
pertinent investigative report, with only two exceptions:

     a.    Change the title block to include alias or any other essential
information developed during the investigation.

     b.    Change the title block to change any error in the preliminary
sheet. All changes and corrections will be written down in Section "Agent's
Notes" of the report.

     2.    When there is no preliminary sheet, or any other investigative
reports in regards to this case, prepare the title block in the following
manner:





                                  163

LN324-91 (2) Write down the answer to the question "Where" in the second line. (3) Write down the answer to the question "When" in the third line. B. Write down the date in which the report was prepared in block #2 (day, month, year). C. Write the control number in block #3 (CONTROL NUMBER OR FILE NUMBER) 1. If you have a preliminary sheet the name that appears in block #3 of the sheet could be used in this report as well. D. Complete block #4 (Report of Findings): (SEE FIGURE/EXAMPLE #1) 1. Use this block to write down the information obtained during the investigation. This is the most important part of the Agent's Report and must: a. Show in detail all the facts that the source brought. Write down as facts as facts and opinions as opinions. b. It must be pertinent and directly related to the investigation. c. Be written clearly, orderly and clearly understood to avoid wrong interpretations of facts. d. Be impartial, and include favorable and unfavorable information developed during the investigation. e. Be concise and to the point. Describe exactly the activities and attitudes of the SUBJECT. Avoid unclear phrases. f. Be complete. 2. Normally, write the report: (1) In narrative style (2) Using third person (grammatically) (3) Using the simple past. 165
LN324-91 3. PRIVACY PHRASES: (SEE FIGURE/EXAMPLE #2) a. According to Figure #2 select and write down the most appropriate privacy phrase. b. Write down the phrase in the third line where block #4 starts. c. Leave 15 spaces where the left margin of the report. d. This phrase is written entirely in capital letters. 4. DESIGNATION OF PHRASES: (SEE FIGURE EXAMPLE #3) a. Select the appropriate phrase on Figure #3 and write down in parenthesis according to the description in Figure #1. b. It is written two spaces under the Privacy Phrase. 5. Start the Introduction paragraph which has the information about the SOURCE, including identity, employment and address. a. This paragraph starts in the same line of the Designation Phase. b. In the right margin of the report, allow a blank area of at least five spaces to write down the word (LEAD) if necessary. (A LEAD is any information collected during the investigation that requires further development. It could be a name, address, or whereabouts of a person or organization. c. Write down the specific information in the Introduction Paragraph according to the type of report. (SEE FIGURE/EXAMPLE #4, TO SEE WHAT INFORMATION COULD BE USED ACCORDING TO THE REPORT TYPE AND IN WHAT ORDER) d. Write the last name of the SUBJECT in capital letters in the report's text always. 166
LN324-91 FIGURE/EXAMPLE #1 ______________________________________________________________________ AGENT REPORT FROM ______________________________________________________________________ 1. SUBJECT NAME OR TITLE OF INCIDENT2. DATE RAMIREZ. Juan O. 15 May 1988 TCC: TORRES, Antonio O. 3. CON. NUMBER CPT, 000-00-000 FLDN: 9 March 1956, San Salvador, ES ______________________________________________________________________ 4. REPORT OF FINDINGS: WRITE HERE THE PRIVACY PHRASE USING CAPITAL LETTERS. (PHRASE DESIGNATION) Here starts the introduction paragraph under the privacy phrase and in the same line of the designation phase. Allow a space in the right margin to write the word (LEAD) when one comes up during the investigation. (LEAD) If there are more than one paragraph allow two spaces between the paragraphs and prepare the first the same as the second. (RUMORS IDENTIFICATION) Rumor information is written down in a separate paragraph and is indicated with the phrase RUMORS INFORMATION in parenthesis. AGENT'S NOTES: Here you write down all the notes or commentaries that the agent has in reference to the source or the case. The agent's notes are used only once in the report. ______________________________________________________________________ 5. NAME AND ORGANIZATION OF AGENT 6. AGENT'S SIGNATURE ______________________________________________________________________ 167
LN324-91 FIGURE/EXAMPLE #2 PRIVACY PHRASES THE SOURCE DID NOT HAVE AN OBJECTION THE INFORMATION CONTAINED IDENTIFYING HIS IDENTITY TO THE IN THIS REPORT IS OBTAINED SUBJECT. FROM CIVIL FILES. THE SOURCE RECEIVED A PROMISE OF THE INFORMATION CONTAINED IN CONFIDENTIALITY AS A CONDITION THIS REPORT IS FINANCIAL OF HIS COOPERATION WITH OUR INFORMATION AND WILL NOT BE INVESTIGATION. REVEALED TO ANY OTHER AGENCY. THE INFORMATION CONTAINED IN THIS REPORT WAS OBTAINED IN OFFICIAL FILES FROM THE GOVERNMENT. THE INFORMATION CONTAINED IN THIS REPORT WAS OBTAINED FROM PUBLIC FILES. THE INFORMATION CONTAINED IN THIS REPORT WAS OBTAINED FROM MILITARY MEDICAL FILES. THE INFORMATION CONTAINED IN THIS REPORT WAS OBTAINED IN MILITARY FILES FROM THE PERSONNEL OFFICE. 168
LN324-91 FIGURE/EXAMPLE #3 DESIGNATION PHRASES (SUSPECT'S INTERROGATION) (EMPLOYMENT SUPERVISOR) (FILE REVIEW OF LOCAL AGENCIES) (CO-WORKER) (MILITARY SERVICE) (EMPLOYMENT FILES) (MEDICAL FILES) (EDUCATION FILES) (MILITARY FILES) (EDUCATION INTERVIEW) (CIVILIAN PERSONNEL FILES) (DEVELOPMENT/EMPLOYMENT SOURCE) (CITIZENSHIP) (DEVELOPMENT/RESIDENCE SOURCE) (BIRTH) (DEVELOPMENT/EDUCATION SOURCE) (CREDIT REFERENCE/WRITTEN DOWN) (MILITARY COMRADE) (CREDIT REFERENCE/DEVELOPMENT) (MILITARY FILES REVIEW) (PERSONNEL REFERENCE/WRITTEN DOWN) (MILITARY SUPERVISOR) (PERSONAL REFERENCE/DEVELOPED) (COMMANDER) (NEIGHBORHOOD CHECK) (FIRST SERGEANT) (SUBJECT'S INTERVIEW) (POLYGRAPH TEST) 169
LN324-91 e. Use the complete name of the SUBJECT in the first sentence of the introduction paragraph. 6. Complete the rest of the report, writing down all the information about the SUBJECT obtained during the investigation. The exact report format will be determined by the type of report. Below, we list various formats for the different types of reports: a. INVESTIGATION REPORT OF PERSONNEL SECURITY: 1) Enter the association paragraph which has a complete and concise description between the Source and the SUBJECT. (a) This paragraph must be answered with the questions in figure #5 as a minimum, which will establish the nature, degree and length of its association. (SEE FIGURE/EXAMPLE #5) _______________ (b) Write down the last name of the SUBJECT the first time it comes up in the association paragraph. After mentioning for the first time, it could be referred to it with the word SUBJECT. 2) Between the history paragraph which contains information of the SUBJECT'S history, such as: (a) Date and birth place (b) Family situation/marriage (c) Military service (d) Residences (e) Education (f) Employment (g) Associates NOTE: Information areas that are not covered during the interview could be used to include the first sentence like: (The source could not provide more information about the education, residence, employment of the SUBJECT). NOTE: The history information must be written down chronologically, that is in the time frame they occurred. 170
LN324-91 3) Between the LIDMC paragraph, which contains favorable and disfavorable information in regards to loyalty, integrity, discretion, moral and character of the SUBJECT. (This is known as LIDMC) Areas that enter or are discussed in the LIDMC paragraph are: Sexual moral Non-prescribed medications Ethics Financial stability Honesty Improper gains Integrity Police agencies Maturity Government overthrow Discretion Deny civil rights Character Other organizations Mental stability Foreign travels Emotional stability Friends/foreign friends Betting Foreign business connections Alcoholic beverages Loyalty Drugs NOTE: Answer all the questions on the themes mentioned above even though the SUBJECT gives you a negative answer such as (I DON'T KNOW). The negative answers are included in the report in the last sentence, ("THE SOURCE did not provide information about the SUBJECT'S foreign travels"). 4) Between the RECOMMENDATION paragraph such as the last paragraph of the personal security investigation report. (a) This paragraph contains the recommendation from the source in regards to if he recommends that a position of trust and responsibility is given to the SUBJECT. (b) Use the SUBJECT'S complete name and not the word SUBJECT in the first phrase of the recommendation paragraph. (c) A source could be give one of four recommendations: (1) He could decline to recommend him: "The Source refused to give a recommendation in regards to Arturo G. RIVAS, for a job in a position of trust and responsibility since he has only known hin for (8) weeks. 171
LN324-91 (2) Could give a favorable recommendation: "The Source recommended Arturo G. Rivas for a position of trust and responsibility with the national government". (3) Could give a non-favorable recommendation: "The Source did not recommend Arturo G. RIVAS for a position of trust and responsibility with the national government due to his dishonesty and lack of integrity. The Source made a sworn declaration and was willing to appear before a hearing or trial in regards to the SUBJECT." (4) Could give a qualified recommendation: "The Source recommended that Arturo G. RIVAS is considered favorably for a position of trust and responsibility with the national government, under the condition that he (RIVAS) control his drinking habits. The Source made a sworn declaration and was willing to appear before a hearing or trial in regards to the SUBJECT. b. Files review: 1) The format will depend upon the type of file being reviewed: (a) The information obtained from the normal files will be presented in a tabulated manner (SEE FIGURE/EXAMPLE #6). (b) The information was also presented in a narrative manner. (SEE FIGURE/EXAMPLE #6) (c) A combination of narrative and tabulation could be used. (SEE FIGURE #6). c. Incident, complaints, or limited investigations: (1) Write down one or more information paragraphs that describe the clear and complete story. 172
LN324-91 (2) Present all information in chronological order. (3) Answer the following questions to develop all the information: (a) Who (b) What (c) Where (d) When (e) Why (f) How d. When a report is long and there is not enough room in the first page: (1) Allow at least half inch of space in the lower part of the report and write down (continued) between parentheses on the lower part below the report. (If there is need to include classified information in this report, allow at least one inch of space. (2) The report could be continued using the same format on the first page with the same information in blocks 1-3 and from 5-6. 7. Write down the Rumors' Information if applicable: (SEE FIGURE/EXAMPLE #1): ________________ a. Use this paragraph when developing rumors or information such as that. b. When the original source of the information could not be determined. c. When leads that could verify or deny this information could not be identified. NOTE: Put the paragraph (Rumors' Information) in the Investigation of Personal Security reports between the LIDMC paragraph and the Association paragraph. 8. Enter the agent's notes paragraph: a. This paragraph helps officials that review the report to evaluate the information, and call the pertinent discrepancies to attention. (1) Discuss the reason why a lead was not developed or why a particular lead could not be developed. 173
LN324-91 (2) Write down facts of your (Agent) personal knowledge that could help to clarify the incident. (3) Write down the pertinent information from the Source and do not discuss the rest of the report. (4) From your personal opinion of the SUBJECT, or the information acquired from him, if it is necessary to clarify some doubts. It must be specified that this is only the Agent's opinion. (5) Discuss any existing discrepancies in the Personal History of the SUBJECT. (6) Discuss the condition in which the files reviewed were found, if this affects its validity or not. (7) Explain and discuss any work or phrase that is difficult to understand normally. (8) Call attention to conflicts or discrepancies in the different stories that come up from the investigation in regards to the same information. Write down your personal opinion about which of the stories you personally think has more validity. (9) Indicate if any of the sources have the same last name or are related. (Only if it applies in the report). b. Do not use the Agent's notes to: (1) Provide much information that is not pertinent to the case. (2) Point out the minor discrepancies in the Personal History of the SUBJECT. (4) Describe the difficulty you had to find a source. (5) Indicate recommendations. E. COMPLETE BLOCK #5: (NAME AND ADDRESS OF THE ORGANIZATION OF THE SPECIAL AGENT) (SEE FIGURE/EXAMPLE #1) 174
LN324-91 F. EDIT/REVIEW YOUR REPORT ACCORDING TO THE FOLLOWING RULES: 1. Structure of the sentences and their contents: a. The sentences must be: 1) clear 2) concise 3) simple 4) impartial b. The sentences must not contain: 1) Local idioms 2) Vulgar words (Unless you are quoting the SUBJECT'S exact words). 2. The correct use of the work SUBJECT, and the name of the person who is interviewing: a. Always write the name of the person interviewed in capital letters. b. The word "SUBJECT" in capital letters could substituted the name of the interviewee, except: 1) In the first sentence of the introduction and recommendation paragraphs. 2) The first time the interviewee is mentioned in the association paragraph. c. Write in capital letters all the pronouns that are used to refer to the SUBJECT. EXAMPLE: (HE, SHE). 3. The appropriate use of the word "SOURCE": a. Write down the name of the source normally when it its mentioned in the report, without using capital letters. b. You may substitute the word "Source" with only the "5" in capital letters when mentioning the source in the report. 175
LN324-91 c. If you wish to use the pronoun to refer to the Source, write the first letter in capital letters, "He", "She". 4. The appropriate use of the names of other persons mentioned in the report that are not the "SUBJECT or the Source a. The first time another person is mentioned in the report, you must completely identify him, including the complete name, employment address, residential address or any manner in which we could contact him. b. After identifying the other persons for the first time, you could refer to them in the rest of the report using only their last name, unless when two persons have the same last name, then you must identify them with their complete name. c. If only the last name of the person is known, write down FNU which means, FIRST NAME UNKNOWN, EXAMPLE (FNU Gonzalez). d. If you only know the first name of the person, write down LU, which means LAST NAME UNKNOWN, EXAMPLE (Raul LU). e. Never use FNU, LU, together. If you do not know the name of the person, indicate it in the following manner. "The SUBJECT was married with a woman, unknown name... f. If a source is not sure as to how to spell a name, write down the word "Phonetics" in parenthesis after the name. This means that the name was spelled by sound only. g. Indicate the maiden names of the women in the following manner. (Maria Gomez, N: Gonzales) This means that the maiden name of Maria is Gonzales. h. Do not identify the confidential sources by their proper names. Use the numbers or code names only. Do not use phrases in the report that could identify, or help find a confidential source in your reports. 176
LN324-91 5. CAPITALIZATION: When you are preparing the Agent's report you must follow the following rules in regards to writing words and capital letters. Capitalize: a. The first word of each sentence. b. The first letter of the word "Source". c. The first letter of proper names, places, countries, races, languages, months, and days of the week. d. All letters of the SUBJECT'S last name. e. All the words in the PRIVACY PHRASE. f. The word SUBJECT. g. All the PHRASES OF DESIGNATION. h. Al the classifications of security (CONFIDENTIAL, SECRET, ULTRA- SECRET). i. Pronouns when they are substituted by the SUBJECT'S name (HE, SHE). j. Names of all the political parties and organizations (Liberal Party). k. All the titles before the names (Dr., Att., Md.) 1. Titles of rank, office, or profession if accompanied by names, (GONZALES, Raul, JCS, Joint General Staff). m. Names of regions, locations, or geographic structures, (East, West, North). n. The names of organizations formally structured and established. (Joint General Staff, Department of National Investigations, National Police, etc.) o. The names of languages, (English, Spanish, French, etc.). 177
LN324-91 p. The names of schools, universities, (Santa Maria School, University of El Salvador, etc.) q. University degrees, (Master in Medicine, Law, etc.) 6. DO NOT CAPITALIZE THE FOLLOWING: a. Names of studies/courses (mathematics, history, biology, chemistry) except languages (English, Spanish, French, etc.). b. Descriptive terms to show addresses, (over, below, at left, at right). 7. The use quotation marks " " " a. Do not use quotation marks to show common nicknames, unless it is used with the full name of the person. (Herman "Babe" Ruth). b. Do not use quotation marks with names of newspapers and magazines, underline them: (El Diario). 8. Use of commas: a. Use commas between cities and country, (San Salvador, El Salvador). b. Use a comma to separate absolute phrases, (Juan Jimenez, the richest man in the world, was arrested yesterday). 9. Underline: a. Underline words in another language, followed by the translation to Spanish in parenthesis, (He worked at the Post Office (Correo). b. Underline any information developed during the interview that is different than that which appears in the SUBJECT/TITLE block. 178
LN324-91 9. The use of short titles: a. To use short titles means to take the first letter in each name of an organization or theme and to write them in parenthesis, later, the short title could be used in the report: EXAMPLE: "The Source works in the Joint General Staff of the Armed Forces (JGSAF), of El Salvador (ES). b. As soon as the short title is established it could be used without the parenthesis. Only use the parenthesis when mentioning the short title for the prist time. EXAMPLE: The Source said that the SUBJECT also worked at JGSAF, ES. c. The short titles are used for schools, units and military installations. d. Never use short titles for person's names. e. Do not use short titles if the phrase will only be used once in the report. 10. Abbreviations: a. Do not use many abbreviations in your reports. b. If you use abbreviations, spell out the complete word the first time mentioned in the report, and later use only the abbreviation. c. Do not abbreviate military ranks if they are mentioned alone without a name, (The man was a captain). You may abbreviate when it is accomplished by a name, (The CPT Ramirez is a good soldier). d. Never abbreviate the months in the year and use the complete year in your reports, (the 15 May 1988). 11. The use of numbers and numerals: a. When using numbers from one to nine, spell them out, (one, two, three, four,...nine). b. From nine on you may use numerals (10, 11, 12, 13, etc.). c. Use numerals to describe: (1) Sums of money. The amount does not matter always use numerals. 179
LN324-91 (2) Numbers in streets in addresses, (50th Street). (3) Apartment and room numbers. (4) Temperature degrees, prices, percentages, etc. d. Do not use numerals: (1) When starting a sentence, spell out the number, (Four terrorists were captured yesterday). e. Use the following rules for the military reports: (1) Use the military form of writing the time (According to your SOP). (2) The units, companies, squadrons, regiments, etc., could be abbreviated and are not placed in numerical order when mentioned in the report. (He belongs to the 1st Squadron, 2nd Company, Cavalry Regiment). G. Complete Block #6 (SIGNATURE): 1. Sign your name the same way in which it appears written in block # 5. 2. All reports require an original signature in each page, do not use carbon paper or stamps when signing the report. H. Mark all the pages of the report with its appropriate classification. (The classification will be selected according to the requirements of your SOP). I. Send the completed report to the Control Office. 180
LN324-91 FIGURE/EXAMPLE #4 EXAMPLES OF INFORMATION FOR THE INTRODUCTION PARAGRAPH _______________________________________________________________________ 1. SOURCE'S INTERVIEW (INVESTIGATION OF HISTORY): (DESIGNATION PHASE): Interview date; identity of interviewed person (name, occupation, residence, rank, serial number, position); and the place where the interview took place. The reason for the interview, and the association and period of knowledge between the SUBJECT and the interviewer. 2. SOURCE'S INTERVIEW (INVESTIGATION OF THE INCIDENT): Interview's date; complete identity of the source; interview place, and if necessary, the reason for the interview. 3. FOLLOW-UPS: Date, length, follow-up type and any information with respect to persons under follow-up (observation); place, and the identity of the persons that are handling the follow-up. If the situation requires the protection of the identity of the persons (without counting the agents), a code reference must be used. 4. SUBJECT INTERVIEWS: (DESIGNATION OF PHASE); date of the interview, identity of the SUBJECT (complete name, rank, serial number/identity number, position, employment place and residence address and employment place); sworn declaration of truth; interview place; purpose for the interview; notice of legal rights; notice of need to have a written sworn declaration by the SUBJECT. 5. REVIEW OF FILES: (DESIGNATION PHASE); review date; finding the files, office or any place, name and position of the person who brought access to the files, complete identity of the file (title, page, or any other information that helps in the identification of the file). 181
LN324-91 CONTINUATION OF FIGURE/EXAMPLE #4 6. SEARCHINGS, SCRUTINIES, SEIZURES: Date of activity, identification of persons and/or units carrying out such activity; and the authority to carry out this authority. In scrutinies and seizures you need the name of the official that serves as witness. (Normally this person is the SUBJECT'S commander). 7. INVESTIGATIVE INTENTS: Date of intent, identity of the persons whom they tried to interviewed; identity of persons to whom they talked; reason for which the person was not able to be interviewed; and any other possible lead. The explanation must show that everything possible was done to find the source or the person but it was not possible. 8. CONFIDENTIAL SOURCES: Sources that have codes for identification purposes will not be identified, neither phrases nor information that could give leads as far as identity or location will be included in the report. The confidential sources will only be mentioned by its code, or designated symbol. To help evaluate the information, the Agent indicates through a phrase the security level the source has. EXAMPLE: "The Source, who has brought confidential information in the past... "The Source, who has brought information that has been corroborated partly by other sources "The Source, whose security is unknown, but who has known the SUBJECT during the last five years.... 182
LN324-91 FIGURE/EXAMPLE #5 ASSOCIATION PARAGRAPH 1. The first time they met (were introduced) and the circumstances of such meeting. 2. The last time they met and the circumstances. 3. Type of contact (professional or social, or both). 4. Contact frequency. 5. Closest association period, if any. 6. Moments in which they did not have contact for 31 days or more. 7. Communication between them during the period in which they did not have contact. 8. Communication or correspondence from the date of last contact. 183
LN324-91 FIGURE/EXAMPLE #6 ______________________________________________________________________ AGENT REPORT FROM ______________________________________________________________________ 1. SUBJECT'S NAME OR TITLE OF INCIDENT 2. DATE RAMIREZ, Juan O. 15 May 1988 TCC: TORRES, Antonio O. 3. CONT. NUMBER CPT, 000-000-000 9 MARCH 1956, San Salvador, ES ______________________________________________________________________ 4. REPORT OF FINDINGS: WRITE HERE THE PRIVACY PHRASE USING CAPITAL LETTERS. (MEDICAL FILES) El (DATE), Juan O. RAMIREZ'S military medical files at the Military Hospital, San Salvador, El Salvador were reviewed by (rank and Agent's name), Special Agent, Joint General Staff, substantially and revealed the following information: NAME: RANK: SERIAL NUMBER: UNIT: DATE OF LAST MEDICAL CHECKUP: The SUBJECT'S file did not have information that could indicate the ilegal use of drugs or marihuana; abuse of prescription medicines or any other medicines; the chronic use of alcoholic beverages, or mental or nervous disorders. No physical disorder or medicines indicated in the file give any abnormal indications. ______________________________________________________________________ 5. NAME AND ORGANIZATION OF AGENT 6. SIGNATURE OF AGENT 184
LN324-91 REPORT FROM AGENT _____________________________________________________________________ 1. NAME OF SUBJECT OR TITLE OF INCIDENT2. DATE ___________________________ 3. CONT. NUMBER _____________________________________________________________________ 4. REPORT OF FINDINGS: ______________________________________________________________________ 5. AGENT'S NAME AND ORGANIZATION 6. AGENT'S SIGNATURE 185