Memos to file are an easy way to document incidents, problems or other issues that arise while they are still fresh in your mind. They circumstances are described as fully as possible, and in as much detail as you can remember. Subsequent memos, reports or complaints might not use all of the detail from a "to file" memo. But it's important that you still document what occurred in case questions arise over the sequence of events, who you talked to or what you did right after the incident.

To: File

From: Chief Dispatcher Xxxxxx Xxxxxx

Re: Xxxxxx 8-1-xx Telephone Call

On 8-1-xx I spent the entire shift making copies of logging recorder tapes for the district attorney and defense attorneys. At about 2045 hours I was in the office preparing paperwork related to the tapes when Dispatcher X1 entered. She said that Dispatcher Xxxxxx was missing radio traffic on channel 12 and that patrol units were calling on channel 11 to inquire on service channel's status or asking to run queries.

I left the office and walked to console #7 where Xxxxx was working. As I stood behind him, he switched from channel 11 to channel 12, then turned to Dispatcher X2 and said, "I have it." I assumed that any problem had then been corrected, but wanted to determine if Xxxxx had indeed missed any radio traffic by talking on the telephone.

I then asked Dispatcher X2, who was working fire dispatch at console #4, which Dispatcher was working channel 12. She said Xxxxx had taken over service channel for Dispatcher X3 while she went on her meal break from 2015 to 2100 hours. She said Xxxxx was on the telephone and so apparently didn't hear the radio traffic.

I then returned to the tape room and played back that portion of channel 12 from 2015 hours to 2100 hours. I discovered that channel 12 was not being properly recorded by the DVL. I later learned a glitch was created when the old reel-to-reel recorder was removed from the comm center.

I then monitored Xxxxx's telephone conversations at console #7 during the period 2015 to 2100. I found two logging recorder segments, both about one minute long, the first starting at 2047 hours. The segments were a single telephone call Xxxxx received from a female voice that I recognized as his wife's.

After initially saying their "hellos," the woman said, "I have a/the license plate." There was a slight pause and Xxxxx said, "Go ahead." The woman then read off a license plate number, which was only partially audible on the tape. The woman could be heard saying three letters phonetically, "Lincoln, Edward, William." After giving the plate, Xxxxx then asked how things were at home and their personal conversation continued without any further reference to the license plate.

I then listened to channel 12 radio traffic during the period 2015 to 2100 and found only one transmission just before 2100 hours when a patrol officer asked if Telecom were operating. This inquiry did not coincide with any telephone conversations that Xxxxx was having at the time.

I assumed the woman gave the plate to Xxxxx so he could run the registration. I based this on several facts: Xxxxx had no other reason to know the plate while he was at work, there was no explanatory conversation about the license plate, and that Xxxxx had easy access to DMV records.

Therefore, before leaving work, I checked the computer log files associated with any CAD vehicle registration inquiries. I did not locate any CAD-generated motor vehicle inquiry from Xxxxx for the time period after 2000 hours.

I noticed that Xxxxx was working overtime after his shift B tour. I then composed an e-mail message to Lt. Xxxxxx describing what occurred. I told him I would re-run the CAD inquiry log file the next day to see if there were any corresponding queries made during the night shift that Xxxxx worked.

Upon leaving, I remembered that Xxxxx had been using an 8-1/2x11" piece of paper for notes during the shift. I felt that he might have used this paper to write down the license plate of the vehicle. However, I felt I could not retrieve the paper while Xxxxx was ther working overtime.

Therefore, when I arrived home, I left Lt. Xxxxxx departmental voice mail briefly telling him of the situation, describing the paper and telling him that Xxxxx worked at console #7. I told him there was a trash can to the left of the console, and asked him to gather any paper notes from the trash can upon his arrival at work the next day.

On 8-2-xx I arrived at work and re-checked the CAD inquiry log file. There were no corresponding CAD queries to the motor vehicle department from Xxxxx for the period 2015 on 8-1-96 to 0700 on 8-2-xx. I explained to Lt. Xxxxxx that the inquiry would be logged at central data processing, as well as at the state department of justice computer center.

Lt. Xxxxx told me that he had retrieved his voice mail at home, drove to work and checked the trash can to the right of console #7. He said he saw an 8-1/2x11 piece of paper and retrieved it. He showed it to me and I recognized it as the same paper I had coincidentally seen the night before on Xxxxx's console, to the left of his keyboard. Lt. Xxxxx pointed to a handwritten notation in the upper left quarter of the paper that appeared to be a license plate number that included the letters "LEW." These were the same letters that were phonetically spoken during the call to Xxxxx from his wife at about 2045 hours on 8-1-xx.

Lt. Xxxxx and I discussed our next course of action. We both felt that it was essential not to jump to any conclusions on what I had heard on the tape. Because many of Xxxxx's wife's voice was inaudible on the tape, there might be several explanations for her giving him a license plate. We decided we should meet with Xxxxx as soon as possible and ask for his explanation of the call.

We held that meeting, which I have documented in a separate memo.