Policy Text
Property Bureau Page 1 of 4 55/00.0 (REV 2/96)
PROPERTY RECEIPT/R EPORT PROCESSING
The purpose of this order is to e stablish the procedures used t o complete the clerical
and computer functions required in processing the Property Rece ipt/Report.
I. General
After property has been proce ssed into the Property Warehouse, the property
receipt/report forms are submitt ed to the clerical personnel fo r completion of the
clerical and computer functions required.
II. Logging
A. The Property Bureau maintains two property receipt/report lo gs. These
logs are alphabetical, by name, listing each property receipt/r eport
received during the calendar year.
1. Evidence Log: This log is des ignated for all property receip t/reports
which have a report number.
2. Found Property Log: T his log is used for all property receip t/reports
which have been issued a property number.
B. On a daily basis, all newly p rocessed property receipt/repor ts will have the
following information enter ed into the appropriate log.
1. Evidence Log
a. Date on property receipt/report. b. All names, individual as well as business. When
“Sacramento County” is the onl y name listed on the report,
enter the submitting officer’ s name and badge number in the
name column along with Sacramento County.
c. Location of proper ty in the warehouse.
d. Authority or code. e. Report number.
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2. Found Property Log
a. Date on property receipt/report. b. All names, individual as well as business. c. Location of property in warehouse. d. Name and badge number of submitting officer. e. Property number.
C. The Records Bureau sends a copy of the daily report log to t he Property
Bureau on a daily basis. These l ogs are filed into binders acco rding to
month and maintained as a refer ence for a period of two years.
III. Property Receipt/Report Filing System
A. After the log is completed fo r the newly processed property, it is separated
into categories.
1. Property receipt/reports that require release letters or add itional
release information. These repor ts are maintained by clerical
personnel until completion of t he required work. They are then filed
into the appropriate active file.
2. Property receipt/reports that require computer work. These r eports
are maintained by clerical perso nnel until completion of the re quired
work. They are then filed into the appropriate active file.
3. Active property receipt/repor ts that require no additional c lerical
work. These reports are immediatel y filed in the appropriate ac tive
report file.
4. Inactive property receipt/r eports that require no additional clerical
work. These reports are immediat ely filed in the appropriate
inactive file.
B. The property receipt/report f iling system is comprised of fi ve sections.
Property receipt/reports are filed into each section numericall y by either
the Sheriff’s report number o r the property report number. The five
sections are:
1. Active report number files. T hese files contain those proper ty
receipt/reports that have repor t numbers and have not met all
release criteria (refer to Operations Order 57/00.0).
Property Bureau Page 3 of 4 55/00.0 (REV 2/96)
2. Homicide report file. This f ile contains those property rece ipt/reports
which are classified as Secti on 187 PC and have not met all
release criteria (refer to Operations Order 57/00.0).
3. Active found property file. Thi s file contains those propert y
receipt/reports which have prope rty numbers and have not met al l
release criteria (refer to Operations Order 57/00.0).
4. Inactive report files. These file s contain property receipt/ reports
which have report numbers, have me t all release criteria (refer to
Operations Order 57/00.0), and have had all property listed
disposed of following the appropria te disposal procedures (refe r to
Operations Orders 58/ 00.0 through 58/08.0).
5. Inactive found property file. T his file contains property
receipt/reports that have proper ty numbers that have met all
release criteria (refer to Oper ations Order 57/00.0) and have h ad all
property listed disposed of follo wing the appropriate disposal
procedures (refer to Operations Orders 58/00.0 through 58/08.0) .
C. Inactive property receipt/r eports shall have all extraneous paperwork
removed and destroyed prior to filing. The paperwork that shall be
maintained:
1. The pink or working copy of t he property receipt/report.
2. Any paperwork that indicates t he chain of possession, a rele ase, or
an authorization for disposal.
3. Any paperwork that indicates the report has been cleared for
disposal.
4. Any paperwork that shows proof of ownership.
5. Computer printouts of rap s heets and serial numbers, compute r
entries or deletions, a nd warrant checks.
D. The inactive report files are maintained for a minimum of te n years from
the date received. The general inactive found property file is maintained
for a minimum of one year; how ever, bicycle and firearms report s are held
for a minimum of two years