Standard 6.7

Standard statement

The agency shall have a written directive establishing continuous security measures and procedures for receiving all in-custody and evidentiary property obtained by employees into agency control, to include:

Each bullet must stand alone when establishing compliance, with proofs identified for every lettered requirement.

a.requiring the officer taking possession of the property to document the receipt of the property on an approved agency form;
b.requiring all property to be placed under the control of the property and evidence control function (either in secure facilities provided for storage of in-custody or evidentiary property during periods when the property room is closed) or in the secured property evidence room before the officer ends his/her tour of duty;
c.requiring all property to be logged into agency records by the evidence control function as soon as possible;
d.requiring a written report detailing the circumstances by which the property came into the agency’s possession and describing each item of property obtained;
e.providing guidelines for packaging and labeling property prior to storage;
f.establishing extra security measures for handling exceptional, valuable, or sensitive items of property;
g.requiring an effort to identify and notify the owner or custodian of property in the agency’s custody; and
h.establishing procedures for the temporary and final release of property items from the control of the property and evidence function.

Discussion

The agency should not lose sight of its responsibility to protect all property coming into its control and custody or of its ongoing obligation, to maintain an uninterrupted chain of custody. The agency should establish specific controls and ensure strict adherence to all of its policies and procedures governing in-custody and evidentiary property. This should protect both the officer and the agency. All employees should complete a descriptive inventory of every item of property coming into their possession as a result duties and responsibilities as soon as practical. Initially, every item of property obtained by an employee during a shift should be placed under the control of the property and evidence function prior to shift's end. This should allow the property to be officially inventoried and recorded in the agency's records in a timely manner. The agency may authorize exceptions to these procedures; however, supervisory approval should be obtained and a descriptive inventory should be accomplished verbally or through other electronic means if distance is a factor. The property should be entered into storage in a uniform manner. Methods for preparing, labeling, and recording property should be established. Responsibility for these tasks may be assigned. Extra security measures for handling and receiving should be taken when, from whatever source, items are considered to be sensitive, high in value, or otherwise constituting an increased security risk. Guidelines are provided for handling items such as money, firearms and weapons, blood and other body fluids, and drugs. Drugs should be packaged in tamper-proof protective packaging whenever they are received by, released by, or returned to the property custodian. The intent of this packaging system is to ensure that the property custodian does not have to open a submitted drug package for the purpose of verifying contents whenever the package leaves the property section for court, crime lab, or other authorized purposes. All containers and packages should be inspected for tampering as a safeguard against substitution. These procedures need to conform to OSHA (Occupational Safety and Health Administration) standards. Written reports should be submitted, listing the property obtained and detailing the circumstances associated with the custody. Case numbers may be used to cross-reference the property. Once the property has been officially placed under the agency's control, a procedure for removing the property for further investigation, court, release or other official purpose should be established. A written document ensures accountability and/or uninterrupted chain of custody until final disposition. Employees should be prohibited at all times from storing property in their personal desks, lockers, vehicles, homes, or other places that are not secure or would interrupt the chain of custody. Personal use of any property should also be strictly prohibited. A reasonable attempt should be made to locate owners of property in the custody of the agency and notify them of its status. If possible, release back to the owner should be affected as expeditiously as is consistent with applicable law.

The discussion clarifies intent and is not a binding part of the standard. For assessment purposes you are required to comply only with the standard statement.