Policy Text
\n\n--- Page 1 ---\n\nSEMINOLE COUNTY SHERIFF'S OFFICE NUMBER:
G - 57
GENERAL ORDER
RESCINDS:
SUBJECT: Civil Litigation and Evidence Preservation Letters
EFFECTIVE: December 21, 2009
REVISED:
ACCREDITATION STANDARDS:
None
Table of Contents:
I. Policy
II. Definition
II. Procedures
I. POLICY:
It is Sheriff’s Office policy to ensure that any specified evidence is preserved in the event future civil litigation
is anticipated.
II. DEFINITION:
Evidence Preservation Letter:
A letter received from an outside party requesting that the Sheriff preserve any and all evidence related to a
certain transaction, incident, or course of conduct in anticipation of future civil litigation.
Evidence:
All evidence, documentation, or other material identified in the Evidence Preservation Letter or designated
by the Sheriff’s Office Chief Counsel.
III. PROCEDURES:
A. Any employee who receives an Evidence Preservation Letter that references the Sheriff's Office in
any manner will immediately forward it to the Chief Counsel.
B. Upon receipt of an Evidence Preservation Letter, the Chief Counsel will immediately notify by
memorandum, and attach a copy of the Evidence Preservation Letter to, all supervisors of the rank
of Manager or above, as well as all personnel believed to have been directly involved in the
incident. Those individuals will acknowledge (in writing) their receipt of the memorandum and
all actions they have taken in response to it.
C. Employees having evidence that they believe relevant in any way to the incident shall immediately
notify the Chief Counsel of its existence, and the Chief Counsel will arrange for its submission to
Forensic Laboratory Services for safekeeping. Vehicles will be submitted to Fleet Services, which
shall maintain them in a restricted, secured area. If employees have questions regarding whether
or not any evidence is relevant, they should secure it pending a discussion with the Chief Counsel
GENERAL ORDER
Civil Litigation and Evidence Preservation Letters
GO # 57 PAGE 1 OF 2\n\n--- Page 2 ---\n\nregarding its potential relevance. The Chief Counsel will issue a receipt for each piece of
evidence received.
D. Employees responsible for Communications and electronic evidence will deliver copies to the
Chief Counsel and maintain the originals in their original format. This evidence shall not be
purged from custody until receipt of a memorandum from the Chief Counsel authorizing the
action.
E. The Chief Counsel will ensure the evidence is preserved in a designated, secured area within
Forensic Laboratory Services, with a Chain of Custody Form maintained for each piece of
evidence until the conclusion of the case.
F. At the conclusion of the case, the Chief Counsel will authorize the return of all evidence to the
employee from whom it was received. Employees who have been issued replacement items will
return them to the appropriate issuing custodian. All unclaimed items will be retained for thirty
(30) days, at which time they will be submitted to Forensic Laboratory Services for disposition as
unclaimed evidence in accordance with Sheriff’s Office written directives.
GENERAL ORDER
Civil Litigation and Evidence Preservation Letters
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