STANDARD

The Property Room should be located in a convenient place within the department. A basement area is acceptable as long as access to the parking lot for loading/unloading is available. Many agencies have found that placing the evidence room adjacent to an area set aside for report writing is most beneficial. In this configuration, pass-through lockers can be used by officers to pass evidence into the Property Room upon completion of their reports. The room should also have a secure service counter for the public. Within the designed system, there should be a duress alarm and a video surveillance camera system. 

Some agencies use satellite or off-site locations for the storage of property and evidence. This can cause security problems, increase transportation and employee costs, and can make property/evidence pick-up and return difficult. Satellite or remote locations should have the highest level of security possible. It is generally desirable to keep the property and evidence facility within the agency s building and/or grounds. 

A well-designed property/evidence room will provide office space outside the actual storage area. Having the office adjacent to the storage area provides a work environment without compromising the items under its control. 

Policies need to articulate numbering systems, labeling of shelves and guidance to where certain items should be stored. Newly employed Property Room personnel need to be provided with information on all facets of the Property Room function, including numbering and location of segregated items. Items should be submitted in a variety of different size manila envelopes and then stored by the Property Control Number in sequential order. "A" size envelopes are stored in "A" bins, while "B" size envelopes are stored in "B" size bins. All efforts need to be taken to ensure that items are never stacked one upon the other or one behind the other. Any time items have to be moved to retrieve another can increase labor costs significantly. 

Being able to specifically identify and document each storage location used by the agency is a critical step in the evidence function. All rooms, bays, bins, shelves, racks, and containers need to have a clearly readable address. Most Property Officers become quite familiar with their environment, and have no doubt about where things are. Unfortunately, relief personnel and supervisors must also work in the same environment, and they too should be knowledgeable on how to locate items. Every effort needs to be made to guarantee that all locations are properly marked. Using an organized numbering system that is specific is a critical element of the system. Utilization of a computer database with bar codes and assigned storage locations assists greatly. 

A suggested scenario for developing an overall organization pattern would be: 
 

.	Review the historical record of the types and quantities of evidence that are regularly booked into the property system. Design packaging containers based on the majority.
.	Designate particular areas of the storage facility for particular types of evidence.  For instance, safekeeping near the public counter, and homicide evidence in the farthest location.
.	Decide on some standard packaging options and shelving/container combinations. If shelving is fixed, design your containers around the shelving sizes. If shelving is adjustable, use containers that are standard sizes to minimize costs. If several standard size envelopes were designated, then the appropriate containers, drawers, and bins could be designed to store selected envelopes in specific shelving locations. The use of high-density (mobile) storage shelves is the most effective method to significantly increase storage space.
.	By developing the packaging standard around the shelving and bin configuration, or vice- versa, a department can maximize the efficiency of property storage, and minimize the effort it takes to store and retrieve it. IAPE - Standard # 7 Layout Issues (October 16, 2002)

History and Commentary 

Property Rooms can be a 30 square-foot closet in a small agency to a 50,000 warehouse in large departments. One concept that is extremely important to understand is that the size of the department or size of the room doesn't have any bearing on the practices of storing evidence.

If a department with five officers has twenty-five handguns in its inventory it is no different than a department with an inventory of 100,000 guns. The storage method can be one in the same. The quantity is the only difference. Most of the recognized standards, including IAPE's dealing with fireanns suggest that they be stored in a separate secured area. Fireanns can be in a locked file cabinet or walk-in vault, depending on the numbers.

This chapter is not only related to new construction/design, but can, in most cases, be used in remodels or just revamping the room. The following outlines some areas for discussion. 

Satellite Location

It is not uncommon for a department to run out of space in the Property Room and a decision is made to move the property function to a remote location. When the Property Room is moved to a location away trom the general law enforcement activities, this can be referred to as a satellite location. Note: All too often the decision is made to move to a new satellite location due to space needs, when in fact space isn't the problem; the problem is the lack of a systematic approach to purging amounts of evidence equal to that of the intake. 

Whenever possible the solution of moving should be discouraged, as some of the labor and security costs can increase tremendously and outweigh any received benefit. Labor costs can increase based upon the need to transport evidence trom the temporary locker at the main station to the warehouse. For example if an item is needed for court and Property Room personnel have to transport the item to the police station, it becomes a time issue. When time is taken away trom other important tasks such as purging the system can easily fall behind.

The table following is an example of the type of efficiency that can be lost by having to transport evidence on a regular basis. Transportation time can be an extremely costly item for a small agency with only one person in the Property Room. 
 

In those situations where a satellite location is the only alternative strict adherence to security needs to be instilled in the design. Burglaries of remote Property Rooms are not unusual and are well documented. 

Centralized Location 

Maintaining the evidence storage function in one central location in the law enforcement facility is generally the best option. Some of the noted advantages are: 

• Convenient for public 

• Convenient for detectives 

• Convenient for submitting officer 

• Closer supervision 

• No transportation costs 

• Safer in the event of problems such as injuries or illness 

Locating the Property Room in the Facility 

When designing a new Property Room within the police facility, architects will commonly use the term adjacencies, meaning things that need to be next to one another. In the construction of a new home, obviously the dining room is next to kitchen and the bathrooms are next to the bedrooms for obvious reasons. 

When a Property Room is designed there needs to be a great deal of discussion about "adjacency's" as related to the rest of the organization. The discussions should be related to the flow of evidence, traffic patterns in the facility, relationship to the jail, closeness to the parking lot, packaging areas being a part of the report writing area, the ability to package the evidence and place it into a locker that is built in a common wall with the Property Room. 

Property Rooms have historica1ly been buried in the basement of police facilities. However if the Property Room is in the basement serious consideration needs to be made on the movement into the basement and out when the item is released or destroyed. If the basement is the only viable location, always consider designing the room so that the room has a door to the outside for easy vertical movement. 

This author recently visited a moderately sized Property Room that had run out of space and the chief had made an executive decision to purge the existing inventory by about two thirds. The task culminated in the removal of 22 dump truck loads of purged evidence. The only method to remove the items was by shopping carts taken on the elevator. Go ahead and calculate the time and trips. 

The photo above shows a ro1l up door at a Property Room where the back door opens into a lower parking structure. In the design always consider the size and height of the vehicle that may be transporting purged evidence to the landfill or incinerator. 

On the following (Exhibit A) is a "bubble diagram" illustrating the relationships or adjacencies of the various Property Room components. Bubble diagrams are not drawn to any type of proportion, but show relationships only. 

Release or Transaction Counter Design - Public / Officer 

Office Location / Release Counters 

Dependent upon the size of the Property Room function it is always recommended that the office area not be inside of the vault / storage area, This may not always be practical in very small operations, however the concept is based upon keeping all unauthorized personnel out of the storage area. If the Property Officers workspace (desk, files, copy machine, etc.) can be in an adjacent room, this adds an additional level of control and security. This photo shows the Property Officers desk and files in front of the storage area. Again dependent upon the volume of transactions and the particular clientele in your community, there are a number of options to consider. 

Small Agency - Minimal Releases 

Smaller departments with minimal releases may very well make all property releases at the front counter and not have a designed property counter release area. However it is also recommended that some type of duress alarm be available for any possible problems that develop with the release. Note: Shootings in police lobbies are not all that unusual. 

Large Agency with Secured Public Release

Dependent upon the size of the Property Room, larger departments may encounter a variety of issues dealing with multiple simultaneous releases of property in a major metropolitan city with high crime rates, unsavory parolees and ex-con wanting their property. The photo here shows how the counter has been designed around the safety of the employee and integrity of the evidence. The photo to the left is showing the counter from the public side. 

When the visitor enters the lobby, he or she can be viewed through the glass partition and glass door. If they have legitimate business they are buzzed into the inner vestibule. If for any reason the Property Officer isn't comfortable with the individual entering, they never get inside of the inner mantrap. The photo to the right is viewing the inner vestibule and outer lobby from the office. In addition, the counter glass is constructed with a bullet-proof release cubical and bulletproof glass between the two areas. The transactions are also videotaped. 

Medium Size Agency with Public Release & Separate Officer Counter

An additional issue with Property Room release counters is the mixture of individuals that may be at a counter at one time. The idea of splitting the counter for public and employees is based upon the concern of officer, especially narcotic officers or undercover officers signing out evidence for court while a convicted drug dealer is waiting for his or her personal property. This is an extremely bad mix and should always be avoided. 

The photo to the right shows a department where the officer retrieves evidence at the Dutch door on the left while the public uses the public counter. Note - The public cannot see the officer counter in this facility. 

Evidence Viewing Room

Medium and large departments also encounter scenarios where the case detective wants a victim to view property or the defense attorney wants to examine evidence. As a recognized practice we should never allow either of these parties into the Property Room. 

One of the more creative solutions for the task is to design a "View Room". 

The photo on the left shows a separate viewing room that is adjacent to the release counter. There is a door from the storage area and from the lobby. This allows the evidence to be transmitted to the detective and shown to the appropriate party. This room is also monitored by closed circuit surveillance. 

Work Area -Storage Area

The efficient operation of a Property Room depends upon a multitude of simple solutions that can save a great deal of time and effort in doing the job and making the operation much more efficient. 

The Property Officer needs sufficient space to process the incoming evidence (process - document, bar code, catalog) on a daily basis and to ensure that evidence is not commingled with other evidence. 

The two photos shown below illustrate how two different departments have approached this dilemma. 

The first workspace illustrates a department where management has not involved themselves in monitoring the daily operations. The situation is totally unacceptable. The second workspace provides property officers with adequate space and resources. 

Designated Storage Locations 

In order to operate a well-organized operation certain standards need to be observed, while laying out the Room in a manner where quick retrieval and ease of removal becomes paramount. The following points will provide several opportunities to design a well-organized system. The photo above shows an installation of high density shelving. 

Homicide Evidence 

Due to the long-term storage requirements for homicide evidence, always consider placing these items in the furthest point from the office and counter. The items may not ever move from their original location. This location may be the top shelf of the room or in an off-site facility. 

Firearms - Active 

Firearms that have been seized as evidence need to be stored in a separate secure area to insure the integrity of the item. Separate for a small department may suggest a secured locker or file cabinet. For a larger department a fenced area of a secure room will meet this standard. Separate locking and alarm systems are always recommended.

Firearms - Ready for Destruction 

When a case is adjudicated the active firearms needs to be moved from the active shelf or drawer and placed into a location know as "Firearms Ready for Destruction". The area should always be as secure as for the active firearms. Note: Firearms, Currency and Narcotics that have been signed off for disposal are the most commonly pilfered items in a Property Room. 

Currency - Active 

Currency that has been seized as evidence needs to be stored ma separate and secure area to insure the integrity of the item. Separate for a small department may suggest a secured locker or file cabinet. For a larger department a walk in vault with separate keys and alarms. 

Currency - Ready for Removal/Transfer

When a case is adjudicated the active currency needs to be moved from the active shelf or drawer and placed into a location known as Currency Ready for Transfer. The area should always be as secure as for the active currency.

Jewelry / Valuable Coins - Active

Jewelry and valuable coins that have been seized as evidence needs to be stored in a separately stored secure area to insure the integrity of the item. Separate for a small department may suggest a secured locker or file cabinet. For a larger department a walk in vault with separate keys and alarms. 

Jewelry / Valuable Coins - Ready for Transfer

When a case is adjudicated the active items need to be moved from the active shelf or drawer and placed into a location known as Jewelry Ready for Transfer/ Auction. The area should always be as secure as for the active jewelry. 

Photographs 

Any department that stores photographs within the Property Room should always consider maintaining them all in one location, both for security, purging considerations and easy retrieval. Maintaining them in a non-secure area can always lead to chain of custody issues.

Narcotics - Active

Narcotics that have been seized as evidence need to be stored in a separate and secure area to insure the integrity of the item. Separate for a small department may suggest a secured locker or file cabinet. For a larger department a walk in vault with separate keys and alarms may be necessary.