Design considerations for constructing a property and evidence room are numerous. Creating a check list of concerns helps to sort out major needs from optional preferences. By addressing each of the issues on the checklist a fail safe design can be created. 

Checklist of considerations: 

Exterior Building Design 

Centralized - will the property function be centrally located within the agency? 

Will there be 24 hour access (DEPOSIT ONLY) for evidence collected by patrol? 

Avoid facility being away from main structure. Often times facilities built away from the main building create added work transporting evidence between locations. Eventually worker injuries begin to occur due to fatigue. It also reduces worker productivity, creates increased security problems, and makes rapid retrieval of evidence for court more difficult. 

Ground level vs. Basement
Will the facility be accessible from the outside for property releases to the public? Is it accessible for handicapped individuals? In one agency the property section was built in the basement of a building with no elevator or ramp. While the front counter area was beautifully created for releasing property to the public it was never used. 

Risk management insisted that all evidence be carried by property personnel to the ground level to avoid any possible injury to a citizen trying to carry property up the stairs. The stairway from the property section to the ground level was an open/exterior stairway. 

Are the surrounding grounds well lit? Lighting reduces potential break-ins. If night hours are used for occasional property releases, good lighting is even more important. A citizen could be injured by a fall when walking through an unfamiliar parking area or walkway to obtain their property. 

Avoid extra doors/ windows/ skylights in property room. They create security risks and invite break-ins. 

Eliminate or secure ladders to the roof. Be aware that if the ladder originates within the property room, the room may be considered an emergency exit or intended for normal maintenance access to the roof. Relocating the ladder is strongly recommended. 

Use appropriate building materials for walls such as cement, brick, or other solid rock type construction. Sheet rock, plywood, or other easily shattered building materials should be avoided. Multiple layers of light weight materials can work when options are limited. 

Secure air conditioning ducts to prevent outside access or access from other areas of the same building. 

Consider weather related elements - if your area is subject to occasional flooding make certain proper drainage has been included in the plans. Do you have a hurricane evacuation policy involving capital crimes evidence? Have earthquake related issues been planned for? 

Avoid drop ceilings - they conceal more than pipes and wires! 

Consider outside storage areas for large or bulky items: 

Chain link-razor wire at the top of a fence is helpful when the top is left open.

Consider an appropriate location for bulky items that come in after hours.

Will the area protect the evidence from rain, wind, etc?

Is there an alternate plan if a large mattress is stored?

If items are stored outside are there drains to prevent flooding?

Can arson related items be stored safely (flammables locker or hazardous materials shed)?

Does the shed have proper ventilation?

What are the concerns and safety measures if a fire does break out?

Will the area for property releases be easily accessible to the public and departmental employees? 

Do plans include a room outside of the property room to display evidence to attorneys and victims? 

Temporary Storage Lockers:

• Are temporary storage lockers easily accessible? 
• Do the lockers lock closed after evidence is placed within? 
• Can the locker be reopened by non-property personnel? 
• Can the hinges be removed by a screw driver to gain access? 
• Does the plan include a night release locker? 

What considerations do you want included in the patrol packaging area? 

• Does the design include adequate shelving, cubby holes, or other cabinets to meet the needs required to fully stock all property forms, supplies, tags, tapes and other items? 
• Does the plan include a sterile area for packaging? 

Property rooms require considerable fixtures to meet the various storage needs. 
 

•  Consider adjustable shelves, space saver shelving, mail room type shelves; 
•  Bins and racks, gun racks (long guns), gun cabinets (hand); 
•  area for a safe or vault or security lock-up file. 

• What about: freezers, 
• refrigerators, 
• sinks, 
• flammables locker, 
• explosives locker, 
• or other items your agency may need. 

Outlets should be constructed at 32" - 36" from the floor for easy access. At "waist height" an outlet can be found no matter what evidence has been placed in front of it. Outlets built close to the ground require crawling around "in search of" losing usability. 

Some planners consider lighting as a minimal concern. Some designs provide barely adequate light especially since only a few employees have access. Insist that the lighting measure up to classroom standards. Low lighting in a building with no natural lighting can lead to hidden problems such as depression, irritability, and conflicts between employees. If it is not possible to use strong lighting throughout the warehouse, pay special attention to particular work stations or break rooms: Low light studies support the need and backup any increase in cost. 

If your agency stores evidence by the type of property (found property, safekeeping, misdemeanor or felony evidence; property for auction! disposal! diversion! conversion; property for stings) determine the space needs when deciding on and arranging shelving. 

Bicycles are always a challenge to store. Consider racks that do not require lifting a bike more than waist high. Ceiling hooks that require lifting bikes up eventually result in back injury and costly workers compensation claims. 

Storage needs for perishables vary from a cool dry place to refrigeration. Consider the possibilities when planning. 

Biological samples create special problems. If your agency budget does not provide for a walk-in refrigerator and freezer consider smaller versions. 

Every evidence unit ends up with a greasy, oily motor vehicle part sooner or later. The design should include an area for storage (temporary and permanent) that protects other items from contamination. 

Segregating items by disposition is a common way of temporarily storing them between time of adjudication and actual disposal. Consider areas to temporarily store items pending disposal: auction, destruction, deposit to finance (general fund), weapons for disposal, property for conversion, waiting for owner pick-up, etc. 

High Security Needs 

A SEPARATE ROOM provides added security when storing weapons, narcotics, and currency. The interior building design should include a high security room within the property room. 

Special security rooms can be constructed by building solid walls, or out of floor to ceiling chain link. A separate key or combination code should be required to gain entry into security rooms. 

Interior rooms should be identified by number, with numbered bins and numbered shelves. One approach is to number each rack numerically, then each shelf alphabetically. "A" always is the top shelf. Rooms and locations can be similarly identified by numbering the racks 1- 99 for the main property room, 100 - 200 for a secondary area, 500 for the outside storage facility, etc. Rapid location of property is the basic need of any property system. Proper planning during construction is an essential building block to property retrieval success. 

Floor plan lay-outs should consider the amount of time property might by kept, anticipated variations in the size and weight of items, length of required storage (example: capital crimes), short term storage needs (found property, and easy access.) 

Size is determined by budget, estimation of needs, and estimation of anticipated agency growth. In most cases, finances will rule the size of the building. The most common problem is the underestimation of space needs. Any time an option of size is provided, go with the larger space available. However, there are several rules to consider: 

• Utilize all available space. 
• Don't under estimate the space. 
• Plan ahead for construction 
• Program for future 
• Timely disposals will reduce space required. 
• Be aware that one major court ruling can always dramatically increase the amount of space evidence storage requires. 
• If you are part of a small to mid-size agency consider the impact of a major search warrant, homicide, or other major case investigation that could suddenly impact the space planned for the property and evidence function. 

If the property staff does evidence processing a ventilated hood for chemically treated items will be a priority. 

If the property staff uses chemicals in the property room, installation of an emergency eyewash or shower may be required. 

Agencies who can answer questions or provide legal requirements related to various safety issues are:

• local and state Fire Marshals
• local and state building inspectors
• Occupational Safety and Health Administration 

Security Concerns 

Locks are always a critical investment. Door locks should be a minimum of 2" dead bolt locks with restricted keys. A wide variety of security locks are available. They include on-the-door combinations, computerized magnetic pass keys, ocular or palm print entry encoded, to list only a few variations on the market. 

When padlocks are used they should have restricted keys using spring type locks with a metal guard/shield. Padlocks should be secured to the designated location with a chain. It is not recommended to use a padlock on the property room door itself. 

Doors should be hinged on the inside of the room. Solid core doors, preferably metal, provide strong security. If a dutch door is used at any location, key-in key-out locks are recommended. 

Access Systems should allow only authorized personnel. Monitors should record entry time, exit time, date, and the employee who entered. 

Video system technology has enhanced security options. Video systems can monitor all persons entering facility, generate the time of entry and departure, provide a visual record of any sizable items taken into or removed from the property section. A sign-in/out procedure comparison provides additional validation. 

Key / Access Control 

A strict key security program should be implemented. 

Keys should be restricted to personnel directly assigned to the property function. 

A record of who has keys should be maintained by the supervisor. When property personnel leave or are transferred all locks should be changed and keys replaced. 

It is important to restrict use of keys to authorized personnel only. Unauthorized access to a property room can be eliminated by regulating keys. Duplication of keys should require administrative approval directed at monitoring the number of keys in use. 

A written key procedure prohibiting the passing around of keys and regular key audits should be consistently enforced. 

The strict key policy should be extended to cover after hours access to the property room and the night release. Only the watch commander should have a key to the locker. 

No one should be allowed after hours access to the property room without the approval of the property supervisor. 

Whenever possible, the two person rule for after hours entry to the property area is recommended. 

Security planning should include public viewing of property. 

• Does the agency have a place for viewing of evidence? 
• Citizens or other unauthorized personnel should never be allowed inside of the property room. 

Check-out Other Facilities 

Law enforcement agencies always want to show off to each other new facilities. Many agencies usually exist in a building ten years too long before they can afford to construct a new facility. 

Take time to contact agencies that have new facilities, if possible, do an on-site visit. Ask the property person(s) what they like and do not like about the facility. 

One agency mailed out a short questionnaire to surrounding agencies that asked: 

• How old is your building? 
• If you could build a new one today, what is the first change you would make? 
• What design changes would you incorporate in a new property room?
• What is the biggest problem you have had to work around due to shelving, bins, construction design, etc. 
• What do you like best about your property room? 
• Were there any after construction surprises? 
• Did any unplanned needs arise? 

Not every facility will include all of the security, access needs, or construction options discussed. However, with a good checklist some items will be considered and then knowingly excluded due to budget restraints. Informed decisions always lead to the best outcomes when constructing a property facility.