E.P.P. 011
LONGWOOD POLICE DEPARTMENT
ENFORCEMENT POLICY & PROCEDURE
NUMBER: EPP – 11
SUBJECT: PROPERTY AND EVIDENCE COLLECTION
EFFECTIVE: JUNE 30, 2002
REVISED: NOVEMBER 15, 2022
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I. PURPOSE:
This directive is established to provide guidelines and policy for officers in regard to the
handling, collection, packaging, documentation, and submission of property and
evidence. This directive is also intended to define the initial duties and responsibilities of
members upon arriving at a crime scene.
II. SCOPE:
A. The police department subscribes to the philosophy that there are no crime
scenes that cannot be processed. Members will govern themselves according to
this philosophy.
B. The collection of evidence by field personnel is limited to simple, non-major crime
scenes and includes basic fingerprinting and the collection of small amounts of
evidence that must be submitted for laboratory processing.
C. At any crime scene not classified as a ‘major crime scene’ as described in this
directive, officers are responsible for evidence processing and collection as part
of their normal duty.
D. Proper safeguards and preservation techniques will be used for handling and
collection of evidence. All evidence will be handled in a professional manner. All
property held by the agency will be kept in secure areas.
III. DEFINITIONS:
A. Field Personnel: Field personnel are defined as officers who serve, generally, as
the first respondents to a crime scene.
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B. Investigator: Sworn personnel assigned to the Criminal Investigations Division
who are responsible for the integrity and criminal investigation of a major crime
scene.
C. Evidence Custodian: Personnel assigned to the Criminal Investigations Division
who are responsible for the care and custody of evidence and property and are
also trained in evidence collection and crime scene investigations for major crime
scenes.
D. Evidence: Any substance or material found or recovered in connection with a
criminal incident.
E. Property: Any non-evidentiary item which was found or recovered in connection
with a member’s responsibilities.
F. Chain of Custody: The continued link established from one person to another
when moving evidence from one place to another.
G. Found Property: Property that has been found or recovered that has no
evidentiary value, but that which must be collected and preserved or held for its
rightful owner.
H. Bio Hazard: Biohazards are infectious agents or hazardous biological materials
that present a risk or potential risk to the health of humans.
I. Safe Keeping: Property of a person that may need to be secured either because
the item may present a threat to someone, or the person is unable to take
custody and secure the property due to circumstances beyond his/her control.
IV. GENERAL:
A. All property and evidence collected by members will be submitted directly to the
evidence custodian or in the property and evidence storage lockers before going
off-duty.
B. To preserve the integrity of blood and other perishable evidence, members will
ensure the items are refrigerated immediately following collection by submitting
directly to the evidence custodian or utilizing the available refrigerated storage
area. The evidence custodian will ensure all blood and other perishable evidence
is secured and maintained in refrigerated storage and transferred to the
laboratory for analysis in a timely manner.
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C. Members are prohibited at all times from storing property and evidence in their
personal desks, lockers, homes and unlocked vehicles or other places that are not
secure or would interrupt the chain of custody.
D. Personal use of any property or evidence is strictly prohibited.
E. Property and evidence that has been improperly packaged or tagged will not be
accepted by the evidence custodian. If submitted directly to the evidence
custodian during normal business hours, the submitter will correct the
impropriety at the direction of the evidence custodian. If the submission has been
left in an evidence locker, the evidence custodian will remove the item(s) (to
release use of the locker) and store them in a designated area of the evidence
room for safekeeping. The evidence custodian will notify the submitter that
he/she needs to make contact with the evidence custodian and correct the
receipt before the submission can be accepted.
F. The evidence custodian or backup evidence custodian will be summoned to the
Police station when:
1. Property or evidence is of such bulk or quantity that the use of storage
lockers is inappropriate or inadequate; or,
2. When the after-hours storage lockers are full and no empty lockers
remain for new property or evidence, or when the after-hours
refrigerated storage locker is full.
V. PROPERTY AND EVIDENCE PACKAGING:
A. Except for liquids and large items that will not fit, all property and evidence should
be packaged in any of the following:
1. Large manila envelopes.
2. Brown paper bags.
3. Clear plastic evidence bags will only be used for sharps containers, and
for certain drugs and liquids.
4. Or any other method approved by the evidence custodian prior to
submittal.
B. As a general rule, no more than one piece of property or evidence should be
placed in the same bag. The items listed below are exceptions to the one item per
bag rule:
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1. Documents, photos, currency, or narcotics of the same compound,
mixture, or preparation.
2. Narcotics of the same compound, mixture, or preparation type can be
placed collectively in the same evidence bag.
3. If constructive possession is in question, officers will remember that
latent fingerprints can be developed from the original drug wrapping or
container and will wear gloves accordingly.
C. If property or evidence is wet or damp, paper bags must be utilized. Wet/damp
evidence placed into plastic will mold/mildew, deteriorate, and decompose,
rendering it useless for analysis or trial (i.e. blood or semen stained clothing,
freshly cut marijuana plants, etc.)
1. During normal work hours, the evidence custodian will prepare and
submit wet or damp property or evidence for the reporting member.
When the evidence custodian is unavailable, members will utilize the
large evidence and refrigeration storage area. The member will lay the
property out in a fashion so that it can dry. The member will then return
the next duty day to package and submit the evidence. If still wet or damp
the member will continue to monitor each work day.
D. Property and evidence in need of refrigeration such as blood and sex crime kits
will be submitted directly to the evidence custodian or the backup evidence
custodian.
E. Should refrigerated storage be necessary during a time when the evidence
custodian and backup evidence custodian are not on duty (i.e. weekends,
holidays, after hours), the property or evidence will be secured in the refrigerator
located in the refrigeration space in the large evidence and refrigeration storage
area immediately following collection.
F. Members handling bio-hazardous property and evidence will use the safety
precautions in G.O. 22- Safety in the Workplace and complete the submission as
detailed below.
VI. LABELING AND SEALING:
A. For physical evidence to be accepted by the court at the time of trial, it is essential
that the chain of custody be maintained. The initial step in this process is properly
marking or labeling an item at the time it is collected, seized or received.
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B. An exhibit number will be assigned to each property and evidence item
submitted. Members will use their first and last name initials and the number of
the item (starting with 1 for the first item) the member submitted for the
report. (i.e. John Doe’s evidence item would be labeled JD1, JD2, etc while a
supplemental item submitted by another would be TK1, etc.)
C. Items shall be placed in an appropriate container, and sealed with evidence tape.
D. Bags or other containers used for storing property and evidence will be sealed
using evidence tape. The submitting employee’s initials and the date will be
written across the tape onto the bag or container.
E. Labeling will consist of marking the bag or other container with at least the
following information:
1. Case number.
2. Current date.
3. Status of property (evidence arrest, evidence non-arrest, capias,
abandoned, lost, or safekeeping).
4. Type of offense and degree of crime.
5. Defendant name, if applicable.
6. Initial exhibit numbers
7. Description of item (make, model, serial number ext.).
8. Submitting member’s name.
9. Submitting member’s signature and ID number.
F. Should the evidence packaging need to be opened after it was sealed, the
member opening the evidence will use due care in opening the evidence
packaging material. This will keep the packaging material intact and allow for the
property or evidence to be repackaged using the same material. Once
repackaged, the member will seal the new opening with evidence packaging tape,
place his or her initials on the tape and documenting the unsealing of the item on
the Property and Evidence Chain of Custody Form.
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VII. REQUIRED REPORTS AND DOCUMENTATION:
A. 1. A CAFÉ report will be completed any time a member takes possession of
property or evidence.
2. All crime scenes that require processing, investigation, or the collection
of evidence or property will also require that a report be made by the
responding member. This report will detail the circumstances by which
the evidence or property came into the police department’s possession.
3. Should the incident involve a major crime, the member will seek direction
from the responding investigator in regard to the content (details) of the
report’s narrative. Detailed information that may hamper the
investigation of any case should it become public knowledge, will be
omitted at the direction of the investigator.
4. The report will include (as necessary):
a) Incident page.
b) Offense page.
c) Persons (victim/witness) page.
d) Illegal document page.
e) Property and evidence chain of custody form.
f) Property page.
g) Vehicle page.
5. All reports will be completed as thoroughly as possible by the field
personnel. The following information will be verified as having been
included on the report by the initiating member before being submitted
to a supervisor for review:
a) Date and time of arrival at the scene.
b) Case number:
c) Location of crime.
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d) Names of victims, complainants, suspects, or other persons
including witnesses.
e) Narrative synopsis, including the name of the investigator
assuming control of the scene (if applicable).
f) List of physical evidence recovered.
6. An investigator or evidence custodian summoned to process a scene will
completed his/her own investigatory report.
B. Property and Evidence Chain of Custody Form:
1. The police department provides a Property and Evidence Chain of
Custody form as one of several supplements to the CAFE report.
2. A Property and Evidence Chain of Custody form will be completed
whenever property or evidence is obtained by police department
members. The Property and Evidence Chain of Custody form is used to
record the submission and receipt of the property or evidence and to
track the chain of custody of all property and evidence.
3. A Property and Evidence Chain of Custody form will be completed by
submitting members and attached to all submitted property and
evidence.
4. Upon receipt of evidence or property:
a) The evidence custodian will assign the property or evidence a
location within the secure evidence holding areas and place the
items in their assigned locations.
C. Field Property Receipt
1. The police department provides a Field Property Receipt form as one of
several supplements to the CAFÉ report.
a) A Field Property Receipt form will be completed whenever
property or evidence is obtained by police department members
from another person not associated with the department.
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(1) Incidents when property or evidence is obtained because
the item is illegal to possess do not require a Field
Property Receipt form (i.e. drugs, suspended drivers
licenses, etc.)
b) The Field Property Receipt form is used primarily for two types of
situations:
(1) Incidents when a member receives found property from
another; or,
(2) Incidents when someone’s property is submitted as
evidence.
c) The Field Property Receipt form is a multi- page carbon copy form
which will be distributed as listed below:
(1) The white copy of the form will be submitted with the
Property and Evidence Chain of Custody form with the
property or evidence.
(2) The yellow copy will be submitted with the report.
(3) The pink copy will be provided to the person whom the
property was received.
D. Transfer of Evidence:
1. The transfer of any physical evidence will be recorded to maintain a
record of the chain of custody.
2. If collected evidence is to be turned over to a criminal investigator or
other person, submitting personnel will notate the transfer on the
Property and Evidence Chain of Custody form.
3. If evidence is to be transferred to a person, at least the following
information will be recorded on the Property and Evidence Chain of
Custody form:
a) Evidence tag number(s).
b) Receiving person’s name, responsibility, and signature.
c) Date, time, and method of transfer.
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d) The reason for the evidence/property exchange.
e) Date and time of receipt in the laboratory.
4. If evidence is to be transferred via common carrier, method of transfer
must be specified on the Property and Evidence Chain of Custody form.
E. Laboratory Analysis Request:
1. A Laboratory Analysis Request form will be attached to the Property and
Evidence Chain of Custody form if any test or analysis of the submitted
material is required by the submitting member. These forms are used for
(but not limited to) requesting:
a) Function ability test of a firearm.
b) Processing an item for latent prints.
c) Semen and/or stain analysis.
d) Chemical analysis.
2. When submitting a laboratory analysis request, the requesting member
will complete each section of the form.
a) The form should be printed by the requesting member for clarity.
b) At least the following information will be recorded on the
Laboratory Analysis Request form:
(1) Case number.
(2) Name of the requesting employee.
(3) Date of offense.
(4) Description of analysis requested.
(5) Nature of the material being submitted (i.e. for trial, not
for trial, or found property).
(6) Summary of the case being investigated.
(7) Name and location of the laboratory.
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VIII. FIREARMS, WEAPONS, AND AMMUNITION (Special Precautions):
A. Disposable gloves will be worn if a submitted weapon is to be processed for
prints, DNA evidence or, for any other type of processing.
B. Firearms will not be picked up by placing an object in the end of the barrel.
Evidence marks (i.e. submitter’s initials, time, case number, etc.) will not be
placed directly on any weapon, as marks may destroy the value of the evidence,
as well as create liability concerns should a weapon be later returned to its owner.
*NOTE: If an investigator is responding to the crime scene, the weapon will not
be unloaded or unnecessarily touched by field personnel or other persons.*
C. Firearms that are submitted as safekeeping will be packaged in a clear plastic
evidence bag, and sealed with RED evidence tape.
D. Firearms that are submitted as evidence or found property will be packaged in a
cardboard property and evidence gun box and sealed with RED evidence tape.
E. If an investigator is not responding, all live ammunition will be removed from the
weapon.
*NOTE: If a firearm cannot be safely unloaded of all ammunition, an
investigator or evidence custodian will be contacted for instructions in regard
to submitting the firearm. No unsafe firearm will be submitted directly into
property or evidence until an investigator or the evidence custodian has been
contacted for instructions.*
F. Unloading Firearms:
*NOTE: Members will not attempt to unload any firearm when they are
unfamiliar with the style/make of the firearm.*
1. If the weapon is to be unloaded by the submitting member:
a) The weapon will be pointed to the ground and in a safe direction
before attempting the unloading.
2. Ammunition should be handled as carefully as the weapon itself in order
not to disturb any finger prints or DNA on the ammunition.
3. Ammunition should not be removed from any magazine. Magazines
removed from weapons will be submitted with the ammunition left intact
in the magazine.
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a) If the firearm is a revolver; spent, expended, or already fired
ammunition should not be removed from the cylinder. Only live
ammunition should be removed.
b) If the firearm is a revolver, the positioning of any spent and
unspent cartridge casings within the cylinder should be denoted
on a diagram (appendix A). This form will be submitted as
evidence.
c) If such a diagram is used:
(1) Indicate which chamber of the cylinder was located at
the ‘top dead center’ (the cylinder chamber aligned with
the barrel when the cylinder was closed). This will be
chamber #1.
(2) Counting clockwise, count each cylinder. The number of
the cylinder must correspond with the number of the
evidence bag holding the live cartridge that was
extracted from the firearm (i.e. ‘evidence bag #4
contains live round from firearm chamber #4).
(3) If the cylinder is to be closed back into the firearm after
removal of the ammunition, it should be closed in such a
manner where chamber #1 (top dead center) is relocated
back into its original position. If the cylinder is to be left
open, a small piece of paper indicating ‘Top Dead Center’
and listing the submitting employee’s name will be
inserted into chamber #1.
d) Different types of ammunition (caliber, manufacturer) should be
listed by their respective location on the diagram.
G. The submitting member shall give a description of the weapon (caliber, make,
model, and serial number) to the telecommunications section for a computer
inquiry as to any stolen or lost status. The results of any inquiry shall be notated
by the submitting member on the incident report form.
H. Expended Ammunition:
1. Submit all recovered bullets and cartridge cases.
2. No evidence marks will be placed on bullets or on cases as this may
destroy any fingerprints, DNA or marks made by the weapon.
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I. Live Ammunition:
1. Attempt to recover any unused ammunition of the same brand and type
for test firing and comparison purposes.
2. Unused ammunition should be given the same evidence safeguards as
spent ammunition.
J. Packaging of Ammunition:
1. Each container will be sealed with evidence tape and properly labeled.
2. Live ammunition still in its original box/container can be submitted in its
entirety. Live loose ammunition in quantity can be placed together in a
bag or other container and marked ‘CAUTION, CONTAINS LIVE
AMMUNITION’.
3. All ammunition shall be packaged separate from firearm(s).
K. Knives, edged instruments, or other sharp objects will be packaged in a clear
plastic evidence bag and sealed with RED evidence tape.
1. These bags will be clearly marked ‘CAUTION, CONTAINS KNIFE – SHARP
INSTRUMENT (GLASS, ETC.).
2. The instrument(s) will be enclosed in a sharps container before being
placed into the evidence bag. The sharps container will be sealed with
RED evidence tape.
a) The use of the cardboard property and evidence gun boxes is
permitted to safety secure edged instruments if sharps
containers are unavailable or not large enough.
b) If no other options are available to safely submit an edged
instrument, members are permitted to wrap the blade of the
sharp instrument using tape and cardboard prior to submitting
the item as explained above.
3. Folding knives will be submitted, as described above, with the blade
closed and tape wrapped around the knife to keep the blade from
opening.
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IX. BIO-HAZARD PROPERTY AND EVIDENCE
A. Members will handle bio-hazard property and evidence using the safety
precautions listed in G.O. 22- Safety In the Workplace.
B. Members will submit completely dry bio-hazard property and evidence using the
procedures listed in this policy depending on the type of evidence while also
incorporating the following additional safety precautions:
1. Seal the item in a red plastic bio-hazard bag before placing in a clear
plastic evidence bag;
2. Seal the clear plastic evidence bag with red biohazard evidence tape;
3. Place a bio-hazard sticker on the exterior of the evidence bag; and
4. Submit the properly packaged item in the designated bio-hazard locker.
a) If the bio-hazard locker is unavailable or the item(s) do not fit, the
member will contact an investigator or the evidence custodian
for instruction.
*NOTE: Wet or damp property or evidence will be submitted as
described in section V.C of this policy.
C. Syringes with needles attached are extreme health hazards and should be
handled with care at all times. ALL SYRINGES WITH NEEDLES MUST BE PACKAGED
IN BIO-HAZARD SYRINGE (SHARPS) CONTAINERS which will then be submitted as
detailed above in the bio-hazard property and evidence section.
1. The Sharps container must be sealed with RED biohazard evidence tape
and clearly marked ‘CAUTION, SYRINGE WITH NEEDLE ATTACHED.’
2. A supervisor will be notified immediately and an investigator or evidence
custodian summoned to process a scene where numerous exposed
hypodermic needles require retrieval.
D. Razor blades are to be sealed in a sharps container, the container is then sealed
with red biohazard tape and then marked ‘CAUTION, RAZOR BLADES’ before
being submitted as detailed above in the bio-hazard property and evidence
section.
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E. Members encountering difficulties with biohazard property or evidence because
of safety or proper storage concerns will contact the evidence custodian who will
direct the member how to manage the bio-hazard item(s).
X. LIQUIDS:
A. Open containers of liquid that require analysis, laboratory processing or special
preservation and where the original cap or seal is available, may be re-sealed,
placed into an plastic evidence bag, labeled with the type of liquid (if known), and
submitted into evidence.
B. If the container cannot be re-sealed, the member will utilize an approved
evidence liquid container to capture the liquid. The member will place the lid on
the container and ensure that it is sealed to prevent leakage. Evidence sealing
tape will be placed over the top and sides of the container to preclude tampering.
The packaging member will place his/her initials on the tape. The container will
be placed in a clear plastic evidence bag, sealed and properly labeled in
accordance with this directive.
C. If the member does not have the proper container to seize the liquid, then the
evidence custodian or on-duty investigator will be summoned to the scene to
take possession. In order to make necessary preparations, the evidence custodian
or investigator should be given a description of the suspect material before being
advised to respond to the scene.
XI. LARGE PROPERTY AND EVIDENCE CONSIDERATIONS:
Large items requiring special transportation needs beyond that normally available to
members will be managed as listed below:
A. Large, bulky items often cannot be bagged, sealed, or transported by members.
B. If the members are processing a scene, the item will be processed the same as
other evidence.
C. If items cannot be processed by field personnel, the evidence custodian or
investigator will be summoned to take charge of the scene:
1. Members will not abandon the scene/evidence until relieved by the
evidence custodian or investigator.
2. The evidence custodian or investigator will determine any special
processing needs upon his/her arrival at the scene.
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3. Upon arrival at the scene, the evidence custodian or investigator will
determine an appropriate means of transporting the property.
D. If the item can be processed by field personnel, but must also be taken into
custody as evidence, members will:
1. Mark/tag the item properly,
2. Transport the item to the police department, and
3. Submit the item in the large evidence and refrigeration storage area as
directed by this policy.
E. If the collection of the property creates extenuating circumstances, the on-duty
investigator or evidence custodian will be notified and asked to respond to the
scene.
1. The evidence custodian or investigator will:
a) Respond to the scene and take custody of the property.
b) Direct that a private towing or other service be used to convey
the item to the police station.
c) When a private service transports evidence to the police station
for processing, the service company will be followed by the
member.
*NOTE: Under no circumstances will property or evidence of
any kind be left with a complainant or left unattended while
unsecured as required by this policy.
XII. FOUND PROPERTY:
A. All found property will be submitted to property and evidence if the member is
unable to return the property to the owner prior to the end of the member’s
workday when the property was obtained.
XIII. DIGITAL EVIDENCE:
A. Digital images will be electronically submitted into evidence.com or Café.
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1. Digital images related to misdemeanor crimes will be uploaded to
evidence.com and/or uploaded into the Café report.
2. Digital images related to felony crimes will be uploaded to evidence.com
and may also be uploaded into the Café report.
3. Exceptions of incidents when images will not be uploaded into Café are:
a) Any sex related crime.
b) Child abuse investigations.
c) Any death investigation.
d) Anything graphic, pornographic or offensive in nature.
B. Digital video evidence will be uploaded into evidence.com. If it is not possible to
upload the video evidence, it can be saved to a CD, DVD or other electronic
storage device, which will be submitted into evidence.
C. Release of property:
1. Purpose: to release, at the earliest possible time, all recovered property
of evidentiary value when ownership is not in dispute.
2. Exception: this procedure shall not apply to: money, explosives,
hazardous or illegal substances, narcotics, and property confiscated by
search warrant, firearms or weapons used in the commission of the
crime, property requiring laboratory analysis, or any property that is
illegal to possess under municipal, state, or federal laws. Items held for
investigation of a capital offense shall not be photo released (i.e.
homicide, kidnapping for ransom, etc.) Items held in major crimes shall
not be released without written approval of the State Attorney’s Office.
3. Application: This procedure shall apply to all property which is being held
as evidence in connection with an investigation and/or prosecution of
either felony or misdemeanor offenses involving adults or juveniles
(unless noted in the exception list in the paragraph above).
4. Considerations for release or property at the scene:
a) Is the victim/owner known?
b) Is there only one owner claiming the property?
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c) Does the situation allow for release of property according to the
procedures outlined?
d) If all three answers are positive and if the owner is present or
able to respond within 15 minutes of the conclusion of the
investigation, the property should be released at the scene
according to Part 5.
5. Procedure for Photographic Release of Property:
a) A photo image is taken of the property. The photo image should
show a true depiction of the property.
b) An additional photo image should be taken of unique marks,
distinguishing characteristics or serial numbers of the property.
c) Photo images shall be color prints taken with a department
approved camera.
d) The member shall stamp the back of the photograph with the
Return Property Affidavit stamp supplied in the evidence
packaging area, complete the information stamped onto the
photograph and then submit the photo image into evidence.
XIV. MONEY:
A. In the event money is obtained as property or evidence, the following procedures
will be followed:
1. The money will be counted in the presence of the person who the
member received the money from and a Field Property Receipt form will
be completed as explained in this policy.
2. If the money obtained is over $100.00 then the member obtaining the
money will ensure that body worn camera is operating and recording
prior to counting it and summons a supervisor who will complete a
separate count and verify both counts match exactly.
XV. DRUGS AND DRUG PARAPHERNALIA:
A. Pills, fragments or crushed material, capsules, any powder and Crack Cocaine will
be separated from its original container and packaged in a clear plastic zip lock
type bag unless already in a clear plastic bag. The seized drug evidence will then
be placed into a clear plastic evidence bag.
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B. All original containers, to include pill bottles, will be packaged and submitted
separately.
C. Seized drugs will be separated by type, then bagged, weighed, and sealed with
red tape. The weight and a detailed description of the pills; including the color,
shape, and any design or number imprinted on the pill will be noted on the
property sheet in Café and on the evidence package.
D. When determining the weight of marijuana and other plant material type drugs,
if possible, weigh what has been confiscated in the same container it has been
confiscated in and then place into a paper evidence envelope or bag.
1. Narcotics and dangerous drugs shall not be accepted into property
storage unless packaged, labeled, and sealed by the investigating
member. ‘Sealed package’ is defined as packaging that would allow the
interior contents to become accessible to unauthorized persons only
upon a deliberate attempt to violate the integrity of the taped seal.
Packages shall not be opened except for the sole purpose of requested
testing, authorized and recording inspection, or disposal.
2. All packages utilized for storage of narcotics and dangerous drugs,
including the containers into which they have been stored, will be
inspected and examined by the evidence custodian to ensure that they
have not been tampered with.
3. If any discrepancy appears to exist between what is submitted and what
is inventoried on the property receipt, the evidence will not be accepted
and the submitting officer will be contacted immediately. After any
requested lab tests are completed the package will be resealed and
initialed. The analyst performing the test will complete the test report
and re-secure the evidence.
E. Drug Paraphernalia:
1. Drug paraphernalia should always be packaged separately from drugs.
2. Drug paraphernalia should be submitted for analysis only if the substance
contained in or on the item in question is useful for successful case
prosecution.
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F. Operation Safe Medicine:
1. Operation Safe Medicine illustrates our commitment to keeping all of
our citizens safer by protecting them from the harmful misuse of
prescription drugs and reducing the environmental implications related
to improper disposal of medications. Operation Safe Medicine is a
pharmaceutical take-back program that allows citizens to dispose of
their unused or expired over-the counter- and prescription medications.
Operation Safe Medicine provides the opportunity for the community to
change its habits in regards to use and safe storage of pharmaceuticals,
in an effort to reduce accessibility to dangerous substances.
2. The Operation Safe Medicine program will use a secured, keyed
container clearly marked with a program decal and will be located in the
police department lobby. The container must be designed so that when
medicine bottles are surrendered and placed into the container, the
medicine bottles cannot be removed without a key.
3. The evidence custodian will be responsible for removal of all medicines
at the end of each work week. The medicine will then be logged into
evidence for destruction purposes.
4. The evidence custodian will be responsible for the maintenance and
functionality of the drug container to include supplies needed for its
operational use.
XVI. CLAIMING PROPERTY:
Citizens wishing to re-claim their property will be asked to telephone the evidence
custodian and make an appointment. Reasonable proof of ownership must be established
prior to the release of property or evidence. A criminal history check will be completed
and reviewed by a supervisor prior to the release of any firearm. Firearms and
ammunition will be sealed in separate packaging when released together. The evidence
custodian will have an officer stand by while firearms are returned to citizens. Narcotics
will not be released to citizens.
XVII. PROPERTY AND EVIDENCE STORAGE LOCATIONS:
A. Secured lockers for property and evidence are provided in the police department.
These lockers are available for use any time the evidence custodian is unavailable.
B. Submitting members will:
1. Ensure that a locker is empty.
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2. Place the evidence inside the locker.
3. Securely lock the door to the locker with the provided key,
4. The key will then be deposited in the designated key drop slot located
next to the property and evidence lockers.
5. Small property, such as envelopes, will be placed in locker #3.
6. Bio-hazard property or evidence will be placed in the restricted locker,
which is the designated exclusively for bio-hazard submissions.
C. If all available storage lockers are full or the property is too large, the large
evidence and refrigeration storage area can be utilized. If all lockers and the large
evidence and refrigeration storage area are full, the evidence custodian or the
backup evidence custodian, will be summoned to take possession of the
evidence.
D. Evidence Room:
1. The evidence room is the primary secure storage area property and
evidence received by the evidence custodian is maintained.
2. The evidence room is located in the Criminal Investigations area of the
police department.
3. Only the evidence custodian and back up evidence custodian will have
access to the evidence room.
4. Any other employee who enters the evidence room will sign in on the
evidence room sign-in sheet and have authorization from the evidence
custodian or back up evidence custodian to enter the evidence room.
5. The evidence room will have extra security measures consisting of a
secondary secured, locked area within the evidence room for the storage
of firearms, drugs, precious metals, jewelry and money.
6. The evidence custodian and back up custodian will keep the evidence
room secure at all times.
7. At no time will the evidence custodian or back up custodian give control
of their evidence room keys to an unauthorized person.
E. Property and Evidence Overflow/Bulk Storage:
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1. To accommodate bulk items or overflow storage needs, the evidence
custodian has two additional, exclusive areas to securely store received
property and evidence items. The first overflow/ bulk storage area is a
secure gated space in the unattached, storage building located on the
northeast corner of the police department property. The second space
available to the evidence custodian is a secure storage room located in
the sally port area of the police department. The evidence custodian and
back up evidence custodian have sole, exclusive access to the overflow/
bulk storage areas and they will ensure both areas are secured when
unattended.
F. Large Evidence and Refrigeration Storage Area:
1. To facilitate the temporary storage of bicycles and other large pieces of
property, the department created the large evidence and refrigeration
storage area. This room is located in the sally port and is secured by a
combination door lock.
2. Each member is furnished with the combination to the room.
3. The interior of the large evidence and refrigeration room consists of three
individual spaces which allows members to secure large property or
evidence individually.
4. The individual spaces are designated B1, B2, and Refrigeration. Each
storage space has an assigned padlock. Once property has been secured
in the space, the member will secure the individual door with the
designated padlock and then deposit the padlock key in the evidence
locker key drop.
5. The refrigeration storage space is equipped with a refrigerator to
accommodate evidence requiring refrigeration. This space is secured
with a padlock in the same manner as the other spaces. If at any time it
appears the refrigerator is not working properly, the evidence custodian
or the criminal investigations supervisor will be notified.
6. The evidence and property chain of custody form for the item will be
deposited into evidence locker #3.
7. The evidence custodian will be responsible for transferring all items in the
large evidence and refrigeration and storage area to their appropriate
long term storage area.
8. This area is not to be used for long term storage of property or
evidence.
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XVIII. DISPOSAL OF EVIDENCE AND PROPERTY:
All items of property collected by police department members will be classified into five
separate categories (evidence, drugs/contraband, found property, weapons, and safe
keeping.) The following is a description of the criteria for each category, and how the
property will ultimately be disposed of:
A. Evidence: is any property, which is collected on a case for which it contains
evidentiary value.
1. Evidence Arrest: Evidence seized from any arrest can only be disposed of
after receiving written notice from the State Attorney’s Office or Clerk of
the Court, verifying that the case has been disposed of. The evidence will
then be retained for thirty (30) days to ensure that no appeals have been
filed. Upon the expiration of said time frame, the evidence custodian will
review the status of the case using the State Attorney Case Management
System and verify the evidence can be disposed of. Once the disposal has
been confirmed, the property may then be disposed of pursuant to
Florida State Statute 705.105 which states, ‘if the property is retained by
the law enforcement department for official use and is not claimed within
90 days after the conclusion of the criminal proceedings, title to the
property shall permanently vest in the respective city, county, or state.’
If the property is to be sold, proper public notice must be given and
proceeds shall be paid to any person making proper claim within 90 days
after which proceeds will be paid to the general fund of the city.
2. When receiving a disposition, involving a felony, stating that the State
Attorney’s Office is not going to file or ‘nolle pros’ the case will be
reviewed by the CID supervisor to determine if possible charges can be
made in the future. At that time, the CID supervisor will decide if the
evidence can be disposed of.
3. Evidence Non-Arrest: collected on cases for which criminal charges were
never filed, will be disposed of only upon the expiration of the statute of
limitations for the crime for which the evidence was collected to support.
4. In the event that large bulky items begin to accumulate, the case will be
reviewed by the CID supervisor to determine if any future leads could be
developed. If not, a determination will be made to ascertain if the
evidence will be destroyed.
5. According to Florida State Statutes 775.15, it is indicated that prosecution
must be commenced within the following time limitations after the
offense is committed:
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Non-Criminal Violation within 1 year
2nd degree misdemeanor within 1 year
1st degree misdemeanor within 2 years
3rd degree felony within 3 years
2nd degree felony within 3 years
1st degree felony within 4 years
Life felony no limitation
Capital felony no limitation
B. Drugs/Contraband: refers to any substance controlled by Florida State Statute
893.
Upon final disposition received for the case for which the contraband was
confiscated, the contraband will be destroyed pursuant to Florida State Statute
893.12 which states, ‘the court having jurisdiction shall order such controlled
substances forfeited and destroyed. A record of the finds and quantities of
controlled substances were seized, of the finds and quantities of controlled
substances destroyed, and of the time, place, and manner of destruction shall be
kept, and a return under oath reporting said destruction shall be made to the
court or magistrate by the member who destroys them.’
C. Found Property: pertains to all property found within the city limits by either law
enforcement personnel or citizens.
1. Pursuant to Florida State Statute 705.103, ‘the title to all personal
property found in or upon public conveyances, premises at the time used
for business purposes, parks, places of amusement, public recreation
areas, and other places open to the public is hereby vested in the finder
unless the same is to be called for and claimed by the rightful owner
thereof within 90 days after the finding.’
2. Employees of any state, county or municipal agency shall be deemed
agents of such governmental entity, and all personal property found by
them during the course of their official duties shall be turned in to the
proper person or department designated to receive such property by the
said governmental entity. Such property shall be securely kept for the
period of time required by this section, after which time, if unclaimed by
the rightful owner, the title to such property shall be vested in the state,
county, or municipality and not in the employee.
D. Weapons: refers to any weapons as defined in Florida State Statute 790.
1. Final disposition of weapons seized will be pursuant to Florida State
Statute 790.08:
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a) If the person is convicted of violating Florida Statute 790.17, or
any other offense involving the use or attempted use of the
weapon, such weapons shall become forfeited to the state,
without any order of forfeiture being necessary, although the
making of such an order shall be deemed proper, and such
weapons, shall be forfeited to the Longwood Police Department
and the chief or his designee is hereby made the custodian of
such weapons.
b) If a person arrested of Florida Statute 790.08 is acquitted of the
offense, the weapon (unless a firearm) shall be returned to the
owner. If the person wishes to collect a firearm after the
conclusion of their case, the evidence technician shall run a
background check on the individual to see if the person is legally
permitted to have a firearm prior to a release. Pursuant to
Florida Statute 705.105, if the individual does not claim the
weapon within 60 days from the final disposition of the case
(unless an appeal has been filed), ownership of the item reverts
to the Longwood Police Department.
c) All such weapons found abandoned and not reclaimed by the
owners within 90 days, will eventually be forfeited to the
Longwood Police Department.
2. When a firearm(s) is returned to its owner, all ammunition that was
seized with the weapon(s) will be returned separately in sealed
packaging. The evidence custodian will have an officer standby when
firearms are returned to citizens. The ammunition will be disposed of if
not retrieved by the owner within 30 days of the weapon being returned.
3. Seizure of firearms under the Involuntary Examination:
a) Under Section 394.463, Florida Statutes, a law enforcement
officer may seize any firearm and/or ammunition in a person’s
possession at the time of taking him or her into custody pursuant
to the Involuntary Examination if 1) the person poses a potential
danger to himself or herself or others and 2) has made a credible
threat of violence against another person.
b) If the law enforcement officer takes custody of the person at the
person’s residence and the criteria in subparagraph 3(a) have
been met, the law enforcement officer may seek the voluntary
surrender of firearms or ammunition kept in the residence which
have not already been seized under subparagraph 3(a). If such
firearms or ammunition are not voluntarily surrendered, or if the
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person has other firearms or ammunition that were not seized or
voluntarily surrendered when he or she was taken into custody,
the law enforcement officer may petition the court under Section
790.401, Florida Statutes for a risk protection order against the
person.
c) If a firearm(s) or ammunition is collected from the individual or
residence a receipt shall be given to the individual documenting
exactly what items were collected.
4. Return of weapons seized under the Involuntary Examination:
a) Firearms or ammunition seized or voluntarily surrendered under
the Involuntary Examination must be made available for return
no later than 24 hours after the person taken into custody can
document that he or she is no longer subject to involuntary
examination and has been released or discharged from any
inpatient or involuntary outpatient treatment, unless a risk
protection order entered under Section 790.401, Florida
Statutes. If the owner produces documentation that they are no
longer subject to an Involuntary Examination and have been
released or discharged from any inpatient and involuntary
outpatient treatment, the evidence technician shall conduct a
background check to ensure the individual is eligible to legally
possess a firearm. If legally permitted to possess a firearm and
approved by the supervisor, the firearm shall be released back to
the individual unless a risk protection order is obtained. The
process for the actual return of firearms or ammunition seized or
voluntarily surrendered under this paragraph may not take
longer than 7 days.
5. Risk protection orders:
a) A law enforcement officer or a representative of the law
enforcement agency may file a petition for a risk protection order
to require a person to surrender firearms and ammunition, and
to prevent the person from purchasing or possessing such, when
it is believed that the person poses a significant danger of causing
personal injury to himself or herself or others by having a firearm
or any ammunition in his or her custody or control or by
purchasing, possessing, or receiving a firearm or any
ammunition.
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b) If a risk protection order is issued, the respondent will be
required to turn in all firearms, ammunition, and any concealed
firearm permit to the law enforcement agency requesting the
order for safekeeping.
c) The agency receiving the firearm, ammunition, and/or permit,
shall provide a receipt to the individual detailing exactly what
items are in the agency’s possession. A copy of this receipt will
go into the court file documenting the individual’s compliance
with the order.
d) If another person, other than the respondent to a risk protection
order, claims title to any firearms or ammunition surrendered
pursuant to a risk protection order and it is determined by the
law enforcement agency that they are in fact the owner of the
firearm or ammunition, the firearm or ammunition shall be
returned to the owner once:
1) A background check reveals the owner is legally
permitted to possess a firearm.
2) The owner provides an affidavit attesting that they will
store the firearm or ammunition in a manner such that
the respondent of the risk protection order does not
have access to or control of the firearm or ammunition
while the order is in place.
3) If a firearm or ammunition is surrendered by a
respondent to a risk protection order, but the
respondent requests that the items be transferred to a
third party who is willing to accept the firearm(s) and/or
ammunition, the law enforcement agency must allow
such a transfer to a third party if the following conditions
are met:
a. A background check reveals the third party is
legally permitted to possess a firearm.
b. The third party provides an affidavit attesting
that the firearms and ammunition will be stored
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in a manner such that the respondent of the risk
protection order does not have access to or
control of the firearm or ammunition while the
order is in place.
c. The third party attests in the affidavit that they
will not transfer the firearms or ammunition
back to the respondent of the risk protection
order until the risk protection order against the
respondent is vacated or ends without
extension.
4) If the agency releases a firearm to the owner/respondent
after the expiration of a risk protection order, the agency
must provide notice to any family or household members
of the respondent before the return of any surrendered
firearm and ammunition owned by the respondent of the
order. See 790.401(8)(c). Any notice provided shall be
documented in writing.
5) If a firearm is collected pursuant to a risk protection
order and the order expires, the agency must hold the
firearm for one year after the conclusion of the order for
the respondent to come back and collect. If the
respondent does not return to collect the firearm within
one year of the conclusion of the risk protection order,
the firearm will be destroyed.
E. Safekeeping: refers to any property in the care and custody of the police
department, which is not considered evidence, found property, or contraband,
and the department’s sole purpose for having the property is to ensure the safe
return to its owner, protect the property from criminal acts, or to maintain
custody of the property to ensure the safety of the owner or general public.
F. The evidence custodian will follow the process below and attempt to identify and
notify the owner or custodian of all property submitted as safekeeping, found
property or evidence confirmed eligible for disposal as detailed in sections XVIII.
A.1. and 3. above if there is no documentation confirming the owner or custodian
is aware of the items location.
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1. If a telephone number for the owner of the property can be obtained,
the evidence custodian will attempt to contact the owner by telephone
to return the property unless the property is a firearm.
2. If unable to make contact via telephone, the evidence custodian will
attempt to locate the owner’s mailing address of the owner and send a
letter in an attempt to return the property unless the property is a
firearm.
3. The property will be disposed of after 30 days if the property owner
cannot be identified, attempts to make contact were unsuccessful or the
owner fails to respond to attempts to return the property, unless the
property was collected pursuant to a risk protection order. If a firearm is
collected pursuant to a risk protection order, the agency must hold the
firearm for one year after the conclusion of the order. If the owner does
not return to collect the firearm within one year of the conclusion of the
risk protection order, the firearm will be destroyed.
XIX. CRIME SCENES:
A. The police department provides personnel training, equipment and supplies for
the purpose of processing crime and accident scenes.
1. Field Personnel:
Field personnel are supplied with the equipment and material to process
fingerprints and collect, seal and submit evidence at simple, non-
extensive scenes. The field personnel will be provided the following
supplies and equipment:
a) Multiple sets of disposable protective gloves.
b) One fingerprint kit containing:
(1) One fingerprint brush.
(2) One jar of black fingerprint powder.
(3) Two dozen fingerprint cards.
(4) One roll of fingerprint lifting tape.
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(5) One dozen fingerprint collection/evidence envelopes.
c) Evidence collection materials.
d) Evidence sealing/labeling tape.
e) Instant or digital camera.
f) Drug test kits
2. Investigators and/or Evidence Custodians:
a) Investigators and evidence custodians, who are responsible for
processing all major or extensive crime scenes, are provided
with the training and equipment to effectively perform:
(1) The recovery of fingerprints.
(2) Photography and videography.
(3) The recovery of DNA evidence
(4) Collection and preservation of small and large amounts
of physical evidence.
b) Officers will collect sufficient quantities of evidence if laboratory
analysis or comparison is necessary.
B. Upon arrival at a crime scene, field personnel will determine the type of crime.
C. If the crime scene fits the criteria of a ‘major’ crime scene (as defined in the
following chapter), field personnel will immediately begin following procedures
outlined for responding to major crime scenes.
D. If the scene does not fit the criteria of a major crime scene, the member will:
1. Begin observation of the general scene upon arrival, taking note of the
location of obvious evidence.
2. Request the victim, complainant, or other persons present not to touch
anything that may have been disturbed by the perpetrator(s).
3. Isolate any evidence that cannot be immediately processed or collected.
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4. Begin the report taking process.
5. Select items or areas that have evidentiary value and begin fingerprint
processing.
6. Collect and label items that must be confiscated or collected for
laboratory fingerprint processing or other analysis. Officers should be
sure to collect sufficient samples of all evidence to be processed.
7. Collect digital images of injuries, property damage, or any other evidence
that cannot be physically submitted into evidence or that which if not
photographed, might be lost, healed or repaired after the initial report.
8 Attempt to locate additional digital evidence sources and collect any
possible evidence from those sources.
9. Conduct a canvas of the immediate area in an attempt to locate witnesses
and any other evidence relevant to the investigation
10. Upon retrieving or processing all available evidence, complete the field
investigation and written report.
11. Submit all evidence before going off-duty.
XX. RESPONSE TO MAJOR CRIME SCENES:
A. It is a policy of the police department for an investigator with the investigations
division to be notified of all major crimes. The investigator will assume control of
the crime scene once on scene. If requested, the on duty supervisor will assist the
investigator by providing personnel, when possible, to assist the investigator with
investigative tasks.
1. The investigator will be notified by field personnel within one hour of
arriving on scene and confirming the incident is a major crime.
B. Investigators are available on a 24 hour basis. A request that an investigator
respond to a scene can be initiated only by any supervisor
1. All requests will be made to the investigations supervisor.
2. If the investigations supervisor is unavailable the on call investigator will
be contacted directly.
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C. Major crime scene: are defined, but are not limited to:
1. Murder.
2. Sexual battery.
3. Aggravated battery.
4. Child abuse.
5. Extensive burglary.
6. Suicide.
7. Kidnapping.
8. Crime scenes where the evidentiary recovery of blood, hair, fibers, paint,
tool marks, time impressions, etc. is necessary.
9. Crime scenes requiring extensive processing that would unduly deter a
member’s return to duty.
D. Field personnel arrival at a major crime scene:
The following procedures will be adhered to by members upon arrival at a crime
scene when it is determined that an investigator is responding:
1. The preservation of life is paramount, even at the risk of destroying
evidence. In all cases involving personal injury, members will check for
signs of life and administer first aid if appropriate.
a) If rescue personnel have responded to administer medical aid,
members will ensure that any identifiable evidence remains as
undisturbed as possible.
b) The investigation of major crime scenes is a highly specialized and
technical field. Members who are not assigned to the criminal
investigations division will secure the scene for the responding
investigator.
2. Access to major crime scenes will be restricted to all persons other than
the investigators and appropriate personnel.
3. A crime scene log documenting the names of all people who access an
established major crime scene will be established as soon as possible.
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4. Investigators responding to potential homicides will notify the on- call
State Attorney so they can determine if they are going to respond to the
scene.
E. The first member(s) to arrive at a crime scene will:
1. Proceed with caution in the event the suspect(s) are still in the immediate
area.
2. Request a response from a supervisor.
3. Determine if medical assistance is required by the victim(s).
4. Obtain a description of any possible suspect(s) and vehicle(s) from the
complainant, victim, or witness.
5. Obtain names, addresses, and telephone numbers of any witnesses.
6. Protect the scene from intrusion by unauthorized persons. Deploy crime
scene perimeter tape if necessary.
7. Not disturb any identifiable evidence.
8. Take notes indicating the location and description of weapons or other
items having obvious evidentiary value.
9. Provide all relevant information to the investigator.
10. Not abandon the scene until relieved by the investigator taking
responsibility for the scene.
XXI. COLLECTION OF FINGERPRINTS:
A. Members will attempt to collect fingerprint impressions when investigating
crimes when attempting to identify the suspect or confirming the identification
of the suspect is necessary.
1. Latent fingerprint processing will be completed at, but is not limited to,
all burglaries and recovered stolen vehicles. Investigating members will
attempt to:
a) Identify and process points of entry and exit.
b) Identify and process any items possibly handled or touched by
the suspect(s).
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2. Officers will exercise extreme care when ‘dusting’ for latent prints within
a residence, vehicle interior or around items that are fragile, valuable or
easily soiled.
a) All police department members are advised that any damage to
property caused by the indiscreet and/or careless use of
fingerprint powder may cause the member to be held liable for
any damage.
b) When practical, processing members will use newspaper, paper
towels, or similar protection beneath the item being dusted to
avoid soiling carpet, tile, furniture, etc.
c) The victim will be advised to clean any dusted surfaces as soon as
possible upon completing of processing.
B. Basic Fingerprinting Techniques:
1. Put on a set of clean disposable gloves prior to processing.
2. Fingerprint powder is gently applied (dropped) onto the object using a
fingerprint brush.
3. Gently brush (in a circular motion) the powder over the print.
4. The card to which the fingerprint is to be attached should be prepared
first. Using the opposite side of the card where the print will be attached,
the following information will be recorded:
a) Date and time the print was taken.
b) Type of crime.
c) Case number.
d) Victim’s name.
e) Address of the incident.
f) The location the print was taken; including a brief sketch.
5. Fingerprint tape shall be laid across the print so as to roll the tape onto
the print (to prevent air bubbles from forming under the tape.)
6. Smooth tape down over the print.
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7. Gently lift the print by pulling slowly up on the tape. The tape is
transferred to a fingerprint card slowly, carefully ‘rolling’ the tape across
the card to prevent air bubbles from forming.
8. Smooth the tape down over the card.
9. Sever the tape from both ends of the card.
10. If not already recorded, the above information will be imprinted on the
reverse side of the card for each print lifted.
11. Place the card(s) into an evidence envelope:
a) Seal the envelope with evidence sealing tape.
b) Initial the taped seal.
c) Properly label the envelope.
d) Submit the envelope into evidence storage.
**NOTE: If lifted prints don’t appear to have value, they will still be
submitted to evidence. A latent examiner will make the ultimate
determination if any print is usable or unusable**
C. Adverse weather conditions:
1. Invariably, there will be times when members are summoned to a crime
scene where a surface needing to be processed has been exposed to the
elements (i.e. rain, heavy dew, etc.) These surfaces are not necessarily
contaminated. When dry, latent prints left by the perpetrator may still
be present and available to be lifted. When a scene of this nature is
encountered:
a) Members will advise the victim that the property needs to be
processed, but that it cannot be completed at present due to the
surface being wet; or, if during normal CID operating hours, the
member may elect to contact an investigator and request them
to respond to process the area with Small Particle Reagent. The
response of the investigator will ultimately be determined by the
CID supervisor.
b) Request that the victim refrain from handling the evidence until
it becomes dry.
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c) The member will ask the victim to telephone the
Telecommunications Section when the evidence has dried and
request the member to return to the scene. If the member has
already gone off-duty, then another member will return to
complete the processing.
d) Ensure that the victim retains a copy of the case number in the
event follow up is managed by someone other than the original
member.
2. Adverse weather conditions will not restrict a member from processing
that part of a scene unaffected by the weather.
XXII. DUTIES OF THE EVIDENCE CUSTODIAN:
A. The evidence custodian shall be accountable for the reception, storage, and
disposal of all evidence and property within his or her control.
1. Whenever practical, the evidence custodian will remove all property and
evidence from the storage lockers daily. The evidence custodian shall
compare the property receipt against the property and evidence for
accuracy. Any discrepancies, including incomplete forms, shall be
brought to the attention of the submitting member’s supervisor via a
memorandum or email.
2. The evidence custodian will ensure that all received laboratory analysis
requests are completed and the written results are provided to the
requesting member or state attorney representative, The evidence
custodian will also ensure that a copy of the laboratory analysis report is
included with the case report.
a) The evidence custodian will ensure all DNA evidence collected
during a sexual offense investigation is submitted to the
statewide criminal analysis laboratory system within 30 days of
receipt or upon request as required by Florida State Statute
943.326.
3. The evidence custodian will ensure all necessary authorizations for the
destruction of narcotics and firearms are received and maintained.
4. The evidence custodian shall make evidence available to the courts as
directed by subpoena.
5. The evidence custodian shall be responsible for the following designated
storage areas:
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a) Large evidence and refrigeration storage area,
b) Evidence lockers,
c) Designated overflow/ bulk storage areas,
d) Operation safe medicine box.
6. The members of the police department with unrestricted access to the
secure evidence room and the overflow/ bulk storage areas are:
a) Evidence custodian,
b) Designated back up evidence custodian, and
c) Any member designated by the chief of police.
7. The evidence custodian or back up evidence custodian in the absence of
the evidence custodian will enter all property and evidence into the
designated property and evidence records system within 48 hours of
submission or return to duty when submitted on a weekend or holiday to
ensure proper and up to date property and evidence accountability; this
records entry shall include the following information:
a) Location of property or evidence.
b) Date and time property or evidence was received.
c) Description of the item.
d) Chain of custody from the time of receipt until final disposition.
e) Date and results of all inspections, inventories, and audits.
8. The evidence custodian will assist members with the processing of major
crime scenes and the processing of large evidence items.
9. The evidence custodian will receive and securely store member’s laptops
and citation printers when members submit this equipment to the
evidence room.
B. Appointment of a new evidence custodian:
The appointment of a new evidence custodian shall require a joint inventory
conducted by the former custodian, if available, or agency designee and the new
ENFORCEMENT POLICY AND PROCEDURE
PROPERTY AND EVIDENCE COLLECTION
EPP – 11 Page 37 of 39
appointee. All discrepancies shall be documented prior to assumption of
responsibility by the new evidence custodian. The inventory sample shall be of a
sufficient number to ensure all records are current and accurate.
C Property and Evidence Accountability:
1. The evidence custodian will be accountable for all property and evidence
within his or her control.
An annual examination, which consists of an examination of conformance
with agency controls, policies and procedures, of the property and
evidence function will be conducted by a person not routinely or directly
connected with control of property. This person will be designated by
the chief of police.
2. An unannounced annual inspection, which consists of a review of
property and evidence storage areas for organization and orderliness,
will be conducted by a supervisor designated by the chief of police.
3. An annual inventory, which consists of a partial accounting, of all
property and evidence is conducted by the evidence custodian or
designee and a designee of the chief of police not routinely or directly
connected with control of the property or evidence.
a) Partial accounting is defined as all property within the secondary
secured, locked area (firearms, drugs, precious metals, jewelry
and money) and an additional 500 items not within the
secondary secured, locked area of the evidence room.
Note: Property and evidence are recognized as separate
components. While it is permissible to conduct audits,
inspections and inventories of property and evidence items at
the concurrently the documentation for property and evidence
must be separate.
4. Lost, missing, or stolen property or evidence will require a follow-up
investigation;
a) The evidence custodian will conduct a general search of the
property and evidence storage areas for the missing item(s).
b) The evidence custodian will consult with the back-up evidence
custodian in an attempt to locate the missing item(s).
ENFORCEMENT POLICY AND PROCEDURE
PROPERTY AND EVIDENCE COLLECTION
EPP – 11 Page 38 of 39
c) The evidence custodian will review all computerized data bases
in an attempt to locate the missing item(s).
d) Should the missing items not be located during these initial
searches; the chief of police will be notified within 12 hours, of
the missing evidence through the evidence custodian’s chain-of-
command.
e) The evidence custodian will conduct a complete inventory of
property and evidence in an attempt to locate the missing
item(s).
f) The chief of police may designate a person not routinely or
directly connected with the control of property and evidence to
conduct a search and/or inventory.
g) In the event the missing item(s) are not found, a criminal report
and an investigation will be initiated.
ENFORCEMENT POLICY AND PROCEDURE
PROPERTY AND EVIDENCE COLLECTION
EPP – 11 Page 39 of 39
Appendix A
Revolver Worksheet
Round Headstamp Live Fired Misfired
1
2
3
4
5
REAR VIEW Model: ___________________ Caliber: ________________
OF CYLINDER
Serial Number: ___________________________________
Model: ___________________ Caliber: ________________
Serial Number: ___________________________________
REAR VIEW
OF CYLINDER
REMOVE EACH ROUND, PLACE IN INDIVIDUAL
ENVELOPES, RECORD THE CHAMBER NUMBER ON
THE ENVELOPE, SEAL AND INITIAL IT.
Round Headstamp Live Fired Misfired
1
2
3
4
5
6
1
2
3 4
5
1
2
3
6
4
5