Chapter16 - Internal Security of Property Unit

CRIMINAL INVESTIGATIONS COMPONENT SOP MANUAL - CHAPTER 16 CHAPTER 16 INTERNAL SECURITY OF EVIDENCE UNIT I. PURPOSE To ensure that all property/evidence is being stored and handled according to Department policy and state law, the following internal procedure shall be followed. II. TRANSFERS OF THE EVIDENCE SPECIALIST A. When a new Evidence Specialist terminates or has been assigned, an inventory will be conducted by the incoming Evidence Specialist, the Crime Scene Investigations and Evidence Unit Manager and the Chief’s designee. B. A complete inventory of each item is not required, but the amount shall be sufficient to ensure complete accountability, by the incoming Evidence Specialist. The number of high risk items shall be greater than the minimum number required by CALEA standard. C. A report will be submitted to the Criminal Investigations Component Supervisor by the Crime Scene Investigations and Evidence Unit Manager and/or the Chief’s Designee, detailing any discrepancy and a list of those items that were inspected by its case number. Members may be required to submit a memo detailing a discrepancy. D. The Criminal Investigations Component Supervisor will then determine if the discrepancy requires further investigation. Any further investigation shall be conducted by the Office of Professional Standards who shall investigate the discrepancy and report its findings. III. DOCUMENTATION OF ENTRY AND EXIT FROM EVIDENCE UNIT, ANNEX, AND NARCOTICS ROOM BY NON-AUTHORIZED MEMBERS OF THE DEPARTMENT All non-authorized members must sign into a logbook located at the service desk. Members will log name, date of entry, reason for entry, case number, if applicable, and time in and out. IV. EVIDENCE UNIT VAULT COMBINATION A. The following Department members shall be authorized to have the combination to the Evidence Unit vault: 1. Manager of the Crime Scene Investigations and Evidence Unit. 2. Evidence Specialist. B. At no time shall the vault combination be used when a non-authorized Department member is present. C. The vault combination shall be changed when the manager or Evidence Specialist has reassigned, terminated, or when the Crime Scene Investigations and Evidence Unit Manager has shown cause to the Criminal Investigations Component Supervisor that a CRIMINAL INVESTIGATIONS COMPONENT SOP MANUAL - CHAPTER 16 breach of security has occurred. V. EVIDENCE UNIT STORAGE KEYS A. Only the following Department members shall be authorized to have a key to the Evidence Unit: 1. Manager of the Crime Scene Investigations and Evidence Unit. 2. Evidence Specialist. B. Duplication or possession of any keys to the Evidence Unit by any Department member is prohibited without the expressed permission of the Criminal Investigations Component Supervisor. C. The locks to the Evidence Unit shall be rekeyed by the manager of the Crime Scene Investigations and Evidence Unit when the Manager or Evidence Specialist has been reassigned, terminated, or has shown cause to the Criminal Investigations Component Supervisor that a breach of security has occurred (i.e. lost or misplaced key). VI. EVIDENCE UNIT ALARM SYSTEM A. Only Crime Scene Investigations and Evidence Unit Manager and Evidence Specialists shall be authorized to have an access code to the Evidence Unit. B. At no time shall the access code to the alarm be used when a non-authorized Department member is present. C. An individual’s alarm code shall be deactivated by the Crime Scene Investigations and Evidence Unit Manager when the Manager or Evidence Specialist has been reassigned, terminated, or when the Crime Scene Investigations and Evidence Unit Manager has shown cause to the Criminal Investigations Component Supervisor that a breach of security has occurred. VII. INSPECTION OF THE EVIDENCE UNIT A. The Crime Scene Investigations and Evidence Unit Manager shall conduct an inspection of the Evidence Unit quarterly. During this inspection, the Manager shall check the following items: 1. Is the evidence management system being utilized and the data entry completed properly? 2. Are the suspense files being completed and kept in numerical order? 3. Are drugs, firearms, money and jewelry being stored in the proper vaults? 4. Is evidence being transported to the BSO Lab and/or M.E. Lab and or to the Coral Springs Police Department Crime Scene Investigations Unit for processing? CRIMINAL INVESTIGATIONS COMPONENT SOP MANUAL - CHAPTER 16 5. Is found evidence/property being promptly returned to owners or disposed of according to state statutes and Department policy? 6. Is evidence/property being properly packaged and sealed when submitted by Department members? 7. Is evidence/property being stored in the proper locations/sections within the Evidence Unit? 8. Is the Evidence Unit being maintained in a clean and orderly manner? 9. Are all Department procedures being followed by the Evidence Specialists? 10. Is there any tampering with locks leading into or out of the Evidence Unit? 11. Are the surveillance cameras functioning? 12. Is the alarm working? B. The manager shall submit a written report to the Criminal Investigations Component Supervisor with the results of the inspection, in addition to reviewing the results with the Evidence Specialist. VIII. UNANNOUNCED INSPECTION OF THE EVIDENCE UNIT A. The Chief of Police shall appoint a Department member to conduct unannounced inspections of the Property/Evidence storage areas for the purpose of determining that property accountability and security procedures as well as to the handling, storing and disposing is in accordance with Department procedures. B. The person assigned shall be permitted to vary the items or area to be covered in each inspection. Areas that may be considered, but not limited to are: 1. Evidence being removed from lockers or holding storage areas. 2. Evidence being stored in its proper location. 3. Cleanliness of the Evidence Unit. 4. Ensure evidence is being transported to the Crime Scene Investigations Unit and or to the BSO Lab and or M.E. Lab for examination. 5. Computer and suspense files are being completely updated. 6. Inspect for any evidence of a breach in security. 7. K-9 training drugs storage lock-boxes. CRIMINAL INVESTIGATIONS COMPONENT SOP MANUAL - CHAPTER 16 C. The person appointed shall report their findings in writing to the Chief of Police. D. The Criminal Investigations Component Supervisor, Crime Scene Investigations and Evidence Manager, and Evidence Specialists shall receive a copy of the report. IX. AUDIT OF EVIDENCE UNIT A. A member designated by the Chief of Police shall lead an annual audit that includes an inventory of the Evidence Unit. The member shall not be routinely or directly connected to the Evidence Unit. The inventory shall be a partial inventory that covers 100% of high liability items and a minimum of 1000 items of evidence and 500 items of property. Evidence areas shall be selected by the member assigned to complete the inventory. If an error rate of more than 4% is discovered when conducting the audit, a complete inventory shall be completed.