Policy Text
\n\n--- Page 1 ---\n\nGAINESVILLE POLICE DEPARTMENT
GENERAL ORDER
TITLE ACCREDITATION
Property and Evidence Control CALEA Chapter 83.2.1.c; 83.3.2
; 84.1.1.a.b.c.d.e.f.g.h; 84.1.2;
84.1.3; 84.1.4; 84.1.5;
84.1.6.a.b.c.d; 84.1.7
PROPONENT UNIT
Property and Evidence Unit PRIOR REVISIONS
07/07/09, 12/22/11, 02/26/15;
03/30/2020, 04/06/22, 11/01/22
ATTACHMENT: 2
NUMBER ISSUE DATE REVISION DATE TOTAL PAGES
84.1 07/01/98 07/08/2025 25
I. PURPOSE: The purpose of this general order is to establish procedures for the proper preservation,
storage, security and disposition of property and evidence; and to establish a system for inspections and
audits. Property and evidence acquired through forfeiture proceedings shall adhere to the same
procedures.
II. POLICY: To ensure that property and evidence is secure and records are accurate, the Gainesville Police
Department shall adopt a set of policies and procedures that direct members to promptly log, safely
package, and securely store property and evidence, and attendant records.
III. DEFINITIONS:
Property: Any non-evidentiary item that is collected by a Department member as a consequence of
performing a Department or police function. Property includes found property, abandoned property,
prisoner property, personal property, contraband, and any other category of property.
Evidence: Any object or item that establishes a crime has been committed, or which can provide links
between a crime, its victim(s) and the perpetrator(s).
IV. PROCEDURE: (Procedures regarding scene identification, and evidence preservation and collection can
be found in G.O. 83.1). Property and Evidence personnel can also refer to the Standard Operating
Procedures (SOP), Manual located in evidence.
A. Logging Property/Evidence: In collecting property/evidence for submission, members shall
ensure that each item(s) is collected properly, recorded, and submitted.
i. Identifying Items: Members may collect items of property and/or items of evidence
from one scene.
ii. Numbering: Members will number Items by using his/her ID number and the sequential
number of the item itself (e.g. 145-1; 145-2; 145-3, etc.)
iii. Logging Evidence / Property as an Original Submission:
1. Include in the Incident/Investigation Report the circumstances, under which the
item was collected and describing each item of property obtained in the narrative
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GENERAL ORDER
unit and property unit in the record management system module. [CALEA
84.1.1.c]
i. It is mandatory for those arrested individuals, that prisoner personal property
(including cash and prescribed medications), that is not evidence or subject to
forfeiture be given to the jail for storage during detention.
2. An electronic Property and Evidence Voucher will need to be completed
whenever property or evidence is collected and submitted. Members shall log all
property and evidence into the Record Management System- Property and
Evidence Voucher before the officer ends his/her tour of duty.[CALEA 84.1.1.a]
3. Complete the Property and Evidence Voucher and provide a description of the
items. Any notes for Forensics shall be typed in the Crime Lab Instruction block.
Any notes for Property and Evidence personnel go in the notes unit.
4. If you need an article processed, print a second copy of the voucher and place it
into the tray located in the temporary evidence storage room and complete the
Evidence Analysis Request Form (Appendix A).
iv. Logging Evidence / Property as a Supplemental Submission [CALEA 84.1.1.c]:
1. Complete a supplement to the Incident/Investigation (and / or Crime Scene
Investigation) Report, detailing how the evidence / property was discovered and
collected in the narrative and property unit in RMS. All members handling any
evidence shall add a supplement to the original report the evidence belongs to.
2. A Property and Evidence Voucher shall be completed by the collecting member if
different than the investigating member, describing each item of property
obtained;
3. Complete a Property and Evidence Voucher using the original case number.
4. Property / evidence collected at the same time but related to different case report
numbers shall be submitted on a separate Property and Evidence Voucher with
the appropriate case report number.
5. Any property or evidence must be corrected in the property and evidence unit
within 72 hours of email notification. If the member is not able to correct the
evidence or property within 72 hours due to absence, an email shall be sent to
the property and evidence unit explaining when they will be available for the
correction.
B. Property and Evidence General Packaging Guidelines: [CALEA 84.1.1d]
1. The employee packaging any evidence shall adhere to the Florida Department of Law
Enforcement (FDLE) standards. Employees will always wear gloves and carefully handle all
items in order to preserve evidence such as latent prints. Nitrile gloves are provided for
department use and are available in the temporary evidence room. To preserve fingerprint
evidence do not make contact with the area/item to be processed.
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GENERAL ORDER
i. Nitrile gloves shall be worn when handling narcotics or suspected narcotics. When
handling any substance that may contain fentanyl employees must wear gloves and a
mask. Evidence containers and technical assistance are available from the property-
evidence unit (PEU) or forensic crime unit (FCU) personnel.
ii. Involvement Type (evidence, found, safekeeping, or recovered) will be entered in
Record Management System- Evidence Module (RMS) for each incident.
iii. The following precautions shall be taken to preserve all evidence in its original state and
ensure it is not contaminated:
1. Solid evidence shall be packaged to prevent damage. Department members
shall use the GPD issued envelopes for property and evidence items that fit into
the envelope. Exception: Narcotics refer to narcotics packaging unit.
2. Items of evidence should be packaged separately to prevent cross-
contamination. Items that require fingerprint processing must be packaged
separately.
3. Department members shall label property and evidence submissions by filling
out the information box on the envelope in a legible manner with the following
information: Whether property or evidence, case number, item numbers (number
Items by using his/her ID number and the sequential number of the item itself
e.g. 145-1; 145-2; 145-3, etc.), name, ID Number and date.
4. Members shall apply clear tape to secure property and evidence items. Evidence
tape shall be used on all items of evidence and be placed over the sealed
opening. Department members shall write on the evidence tape their name, ID
number and date of submission.
5. If there is an issue with a submitted item (i.e. item incorrectly packaged or error
with voucher) the item will be stored in the secure area of property and evidence
on a “hold” status. The property and evidence personnel shall send an email to
the officer and their immediate supervisor notifying them of the error and the
need for them to come in and package the item correctly. Department members
have seven (7) working days to make corrections upon notification via email.
6. Liquids shall be placed in sealed, leak proof containers to prevent leakage,
evaporation, or intrusion of foreign substances.
7. Larger items: Depending on the size and type of item, members shall utilize the
supplied brown paper bags to store items. Members shall apply clear tape to
secure property and evidence items. Evidence tape shall be used on all items of
evidence and be placed over the sealed opening. Department members shall
write on the evidence tape their name, ID number and date of submission.
8. If an item is too large to be place in a paper bag, department members may tag a
large item The tag or package should be marked with the members ID number,
the sequential number, and the Case R