Appropriate storage of potential DNA evidence, preservation of fingerprints, and properly maintaining evidence in the condition it was seized ultimately determines the viability of each case. Designating specific funds for the purchase of packaging materials including evidence envelopes and seals, weapons boxes, 4mil thick scotch pak type narcotics bags, evidence tags, and other necessary items is the first step in the proper collection and storage of evidence. With major advances and changes in the collection of evidence, specific packaging training must be detailed and updated yearly.

Every department should design and have a written policy on the collection, preservation, storage and disposal of evidence. A written policy guarantees confidence that a specific standard is being used to protect all evidence in every case. Creation of a Property Control Manual provides step by step procedures forthe packaging, storage and disposal of the evidence seized. Creation of a Field Evidence Collection manual designates the specific procedures and requirements necessary to meet court standards when gathering the evidence.

Property manuals are the corner stone of any evidence storage unit. Easy access to complete information is the key to successful use by patrol personnel when packaging questions come up, by command staff when weapons disposal is at hand, and by the property section when consistency is a priority. As basic as a patrol officer's bullet proof vest, a property manual will protect agencies from lawsuits and bad press. Good procedures are a prudent and wise practice.

Reviewing security and facilities is vital to the storage of evidence. From two inch deadbolts to high security ocular scans, tight security is a must in any property unit. Strong policies that strictly control keys, entry codes and access increase efficiency while reducing distractions that limit the potential for lost or stolen property. Limiting access to persons directly supervising or working in the property unit is essential. Movable shelving provides increased storage space and higher security. While costly to install, moving all shelves to one side at the close of business leaves open only one aisle. Reducing access reduces theft potential.

Accurately completed forms and documentation lead the way for a solid chain of custody. When an item can be tracked from time of seizure, until time of release. there is little room left for evidence challenges in court. Regardless of the type of system your agency selects to track property, it must be suitable for the task at hand. Manual paper systems track property, yet are open to human error and misfiling. Many agencies have learned that computerized bar-coded systems are a cost efficient way to increase productivity without increasing manpower. Through the use of laser readers and bar-codes, evidence is tracked from entry to exit, from lab analysis to court, from DA to disposal. The cutting edge product combines bar coded tracking and photo imaging of evidence. Easily verifiable and rapidly trackable, these items virtually eliminate human error once items are on the system.

Changes in federal regulations requiring blood borne pathogens training mandate thorough and complete training and equipment for property personnel. Often overlooked, health risks and exposures are multiplied in a storage facility where all items are kept. Easily accessible personal protection equipment encourages appropriate use. Having working refrigerators and freezers for the preservation of DNA not only protects evidence but reduces risk of contamination. Yearly training reviews reduce worker risk. Properly posted signs increase awareness and meet legal requirements. Hepatitis vaccinations reduce the risk of disease and cross contamination. Training, posting signs and providing vaccinations were mandated by congress as part ofthe Blood Borne Pathogens Act effective March 1992 (29 CFR 191 0.1 030). The sad reality is that most property personnel were overlooked for this mandated training. With new changes and laws regarding blood borne pathogens taking effect in January 1996, now is the time to get back on track. Now is the time to include property personnel in the next round of training.

Yearly audits of the property room is a minimum standard every agency should strive for. Tracing items from entry to disposal, through filed paperwork or destruction bins, validates the integrity of the agency. Audits include the review of documentation, written procedures, internal policies and actual verification of what has happened or is happening with the evidence.
 

Proving an agency can locate 100 percent of the items in its care builds respect and confidence. Creating a flow chart to show everything that happens with the evidence can be very useful. Flowcharts point out needless duplication of steps in handling. Flowcharts indicate where work backs up. Reviewing and correcting problems with the flow of evidence increases efficiency, productivity and security. Collecting and analyzing data during an audit leads to recommendations for improved procedures, changes in policies and better evidence handling.

In to days world everything moves so quickly. Citizens on cell phones call in suspicious happenings on the spot, roving cameras provide pictures of suspects committing criminal acts, instantaneously NC IC shares information that helps an agency on the east coast arrest a murder suspect from the west coast. Arrests are made daily, evidence seized, case goes to trial and the criminal is convicted.

Or are they? The only way to be sure that the suspect is convicted is through modernizing and updating the facilities, equipment and procedures used in the evidence collection and storage process. Too often the property and evidence function receives attention after a theft, a loss, or even deaths that, perhaps, might have been avoided.

When does the collection, preservation and storage of evidence and the evidence room become a priority?

Today is a good day to start!