QUESTION:  Our agency has a soda pop machine that needs refilling weekly. We have a storage room for evidence. The property office is across the hall from the storage room. Occasionally evidence is left in the property office pending processing. The soda for the machine is stored in the property office. The administrative assistant has a key to the property office so the soda machine can be refilled. Is this a problem?

ANSWER: YES! Evidence must be held under a strict chain of custody at all times. If the office can be opened by someone who needs to fill the vending machine, the chain of custody could be challenged in court. It is a questionable policy to store anything but evidence and department held property in the property office. A more appropriate storage location should be found for departmental supplies or other items such as soda. Keys to the property office should be strictly limited to personnel directly assigned to the property function. There is no reason for an administrative assistant to have a key or access to the property room. There are many reasons why the administrative assistant having a key can lead to court evidence challenges. Your agency may wish to review the policy immediately.

QUESTION: I have read that all narcotics must be stored in a separate storage vault. We have locked cabinets. Are locked cabinets enough?

ANSWER: The need for added security is based on the increased consideration of theft of narcotics. In a perfect world all agencies would have large walk in vaults, such as Nashville Metro Police Department. The vault doors provide maximum security and restrict access even to property staff. Only persons assigned to the narcotics function have authorization to be in the vault. This clearly identifies those who are responsible for the handling and disposal of narcotics.

In a smaller agency, narcotic storage and disposal is often just another part of the overall job often accomplished by one person who handles the entire property function. In about 80% of the agencies in the United States, one person does the entire property job assisted by one back up. Smaller agencies lack the volume or funding to acquire a walk-in vault to store narcotics.

When possible, a separate room for the storage of narcotics (built within the property section) can meet the need for increased security at a reasonable cost. Sometimes a large locking cabinet with restricted keys, or even a locking file cabinet housed inside the property room will accomplish the same increased security need at an affordable expense.

The essential recommended standard is to provide an additional level of security for the storage of narcotics. It is always best to prepare and include the greatest level of security your agency can afford and needs when planning narcotics storage.