The Sheriff’s Office is charged with the responsibility of maintaining an accurate record of all property that comes into its custody and recording its disposition. The following instructions were developed to provide for efficient storage and release of such property in accordance with federal, state and local laws.
PURPOSE:
The Property-Evidence Office is responsible for intake, storage and disposal of all property received by the Washington County Sheriff’s Office. The Property-Evidence Office will maintain an accurate record of all property that comes into its custody and will record its disposition.
SPECIAL TRAINING:
The recommended training for an evidence officer is related courses and seminars as they become available.
JOB DUTIES OF THE EVIDENCE OFFICER:
The Evidence officer’s primary assignment is to log, classify, store, dispense, destroy and return property to its rightful owner. The following duties are also included:
Ensure that property and evidence is secure from theft, loss or contamination.
Maintain a system in which items can be located and retrieved quickly.
Maintain property-evidence reports with proper notations of all actions associated with the property (chain of custody).
Ensure a timely and legal notification of property owners upon authorization to release property.
Coordinate the disposal of unclaimed property, narcotics and weapons within 6 months after legal requirements have been satisfied.
Prepare and release items to court.
Provide court testimony on the chain of custody and department property-evidence procedures.
Provide an effective liaison between the Sheriff’s Office and local, state and federal law enforcement agencies.
Stay abreast of local, state and federal laws involving property-evidence handling and recommend appropriate changes.
Maintain clean and orderly property storage facilities.
Property transports to the Oregon State Police Crime Lab.
Assist at major crime scenes with collection and preservation of evidence.
Training on evidence policies and procedures.
EVIDENCE OFFICER PROCEDURES:
Evidence Officers will ensure that all items of property obtained are submitted according to this Property Evidence Manual. Items that are not submitted to these standards will be placed in a temporary locker and a Improper Submission of Evidence form will be issued to the Impounding Officer for correction.
Evidence Officers will ensure that all items of property obtained are entered into the evidence tracking system as soon as possible, and all subsequent actions are documented until the items final release.
Items of exceptional value or sensitive items will be kept in the Property Evidence secure room safe within the Property Evidence Warehouse.
Only Evidence Officers will be issued keys to the evidence storage facility. These keys must be under the Evidence Officer's control at all times. Evidence storage facility keys may not be duplicated.
Only the Evidence Officer may enter the primary evidence storage facility. Investigators, supervisors, and facilities repair personnel may enter the primary evidence storage facility if on official business and accompanied at all times by an Evidence Office.
The primary evidence storage area will remain locked and secured when ever the Property Evidence Office is open, or has authorized visitors.
PROPERTY EVIDENCE CONTROL AND INVENTORY
An inventory of the property evidence function will occur whenever a new employee fills an open Property Evidence position. The purpose of the inventory is to ensure the continuity of custody and not to require the accounting of every single item of property. The inventory should be sufficient to ensure the integrity of the system and the accountability of the property. During the joint inventory, a sufficient number of property records should be reviewed carefully with respect to proper documentation and accountability. The person assuming custody of the property will ensure that all records are current and properly annotated. All discrepancies should be recorded prior to the assumption of property accountability by the newly appointed custodian.
Twice a year an inspection to determine adherence to procedures will be conducted by the Forensic / Property Evidence Sergeant. The inspection is conducted to determine that the property room is being maintained in a clean and orderly fashion, that the integrity of the property is being maintained, that provisions of agency orders or other directives concerning the property management system are being followed, that property is being protected from damage or deterioration, that proper accountability procedures are being maintained, and that property having no further evidentiary value is being disposed of promptly.
Annually the Sheriff will appoint a supervisor outside of Forensics / Property Evidence to conduct an audit. This audit will be a random sampling of property held to satisfy the auditor that policies and procedures are being followed.
Property Evidence personnel will be prepared to accommodate any unannounced inspection of evidence storage areas as directed by the Sheriff.
Revised 12/06/04