The purpose of this policy is to establish uniform procedures
for the storage of evidence and found property that comes into the
custody and control of the Patterson Township Police Department.
It is the policy of the Patterson Township Police Department
to utilize uniform procedures for the storage and disposition of evidence
and other property which ensure a valid chain of custody; eliminates
the possibility of lost or mishandled property; and prevents the unnecessary
accumulation of property in the property storage facilities.
The Chief and Assistant Police Chief shall be the designated
Property Control Officers.
A.
All items of evidence shall be collected, processed, and preserved
by officers in accordance with the procedures designated by the Pennsylvania
State Police Crime Laboratory.
B.
The originating officer shall attach a property tag to each item
of evidence and shall record on the tag: the property tag number,
the case report number, the date, and originating officer's initials.
The property tag numbers will be assigned in sequential order according
to the case report number. All items from a single case shall have
the same case number prefix (Example: 18-001, 18-002, 18-003 etc).
C.
The originating officer shall list each item of evidence on a Property
Log Sheet. The form shall be filled out as completely as possible,
with any additional information being placed on the back of the form.
D.
After properly tagging the evidence and completing the Property Log
Sheet, the originating officer shall place the evidence in one of
the following places:
(1)
Small items shall be padlocked inside one of the metal lockers
at the station.
(2)
Large items that cannot be secured in the property room should
be placed in the holding cell. The holding cell shall be secured,
and the key placed in one of the Property Control Officers' office.
(3)
Evidence which needs to be air-dried or fumed shall be placed
in the property room until it can be packaged and placed in the evidence
cabinets.
(4)
Evidence that needs refrigeration shall be placed in the Sentry
safe. The safe shall be locked and the key given to the Chief or Assistant
Chief. The safe will be placed in the refrigerator in the Emergency
Management room.
(5)
If it is not appropriate to place an item of evidence in one
of the above designated places, the originating officer shall seek
direction from the shift commander on where to place the evidence.
(6)
Vehicles that are being held as evidence will be held at an
approved facility. If the nature of the case dictates indoor storage
is necessary, the vehicle shall be placed in the garage at the police
station.
E.
The originating Officer shall note on the Property Log Sheet, where
the evidence was placed, and then place the log sheet on the desk
in the property room.
A.
When inventorying found property (property that is not the subject
of a criminal investigation/charges), the originating officer shall
designate on the Property Log Sheet that the item(s) are found property.
The originating officer shall complete a property tag recording the
property tag number, the case report number, the date, and the originating
officer's initials. All items from a single case shall have the same
case number prefix.
B.
When inventorying for safekeeping, the originating officer shall
designate on the Property Log Sheet that the item(s) are for safekeeping.
The originating officer shall complete a property tag recording the
property, the property tag number, the case report number, the date,
and the originating officer's initials. All items from a single case
shall have the same case number prefix.
C.
The originating officer shall complete a Property Log Sheet for each
item of found property and each item of property retained for safekeeping.
The property log sheet shall be filled out as completely as possible,
with any additional information being placed on the back of the form.
D.
After properly tagging the property and completing the Property Log
Sheet, the originating officer shall place the property in one of
the following places:
(1)
Small items shall be padlocked inside one of the lockers at
the police station.
(2)
Large items that cannot be secured in the property room should
be placed in the police holding cell. The door shall be locked, and
the key put in the Property Control Officers office.
(3)
Property that needs to be air-dried or fumed shall be placed
in the property room until it can be packaged and placed in the evidence
cabinets.
(4)
Property that needs refrigeration shall be placed in the refrigerator
located in the property room.
(5)
If it is not appropriate to place found property item in one
of the above designated places, the originating officer shall seek
direction from the Property Control Officers on where to place the
property.
(6)
Vehicles that are being held will be held at The Brake Stop
or The Auto Body Works. If the nature of the case dictates indoor
storage is necessary, arrangements will be made to have the vehicle
placed in the garage at the police station.
E.
The originating Officer shall note on the Property Log Sheet, where
the property was placed, and then place the property log sheet on
the desk in the property room.
A.
Receiving items into inventory. Upon receipt of a Property Log Sheet
from the originating Officer, the Property Control Officers will retrieve
the item from its temporary storage place and place the item into
the evidence room or cage and note on the Property Log Sheet where
the item was placed. If the item is to remain where the originating
Officer placed it, (police station garage, property room, The Brake
Stop or The Auto Body Works) the Property Control Officer will verify
the location of the item and note it on the Property Log Sheet. Additionally,
the Property Control Officers will make all appropriate entries into
the computerized property inventory records of the Department.
B.
Temporary removal of property from inventory. When notified that
an item in property inventory is needed by an officer for official
purposes (e.g., court, crime lab submission, witness identification,
etc.), the Property Control Officers will remove the item from the
evidence room or cage and place it in one of the padlocked metal metal
lockers at the station. The Property Control Officers will then provide
the requesting officer with the key to the metal locker. The officer
will then be permitted to remove the item from the property locker
after updating the property log sheet. The officer shall be required
to immediately return the padlock key to the Property Control Officer's
custody upon retrieving the evidence from the metal drawer. The Property
Control Officers will update the computer records promptly whenever
an item has been temporarily removed from inventory for official purposes
and will record the chain of custody by noting: to whom the property
was turned over, where the property was taken, who received the property,
when the item was returned to inventory and by whom.
C.
Auditing property inventory. Every 60 days the Property Control Officers
will audit all items listed in the property inventory and update the
status of each item. This will be accomplished by notifying each officer
what items s/he has in inventory. Within five days of receiving the
property inventory list, the officer will report back to the Property
Control Officers the current status of each item (e.g., retain as
evidence, dispose of the item, return to owner, etc.). The Property
Control Officer will then update the records to reflect the current
status of all inventoried items. If any items are missing from the
property inventory and cannot be accounted for, the Assistant Chief
will promptly notify the Chief of Police.
D.
Disposition of property. Only the Property Control Officers shall
have the authority to release items that have been inventoried, in
one of the following ways:
(1)
Evidence. Evidence from criminal investigations shall be retained
until the criminal matter has been adjudicated, or until the statute
of limitations for the crime has expired, whichever is sooner. Where
appropriate, evidence will be returned to the rightful owner, destroyed,
or sold by court order.
(2)
Contraband or weapons used in a crime will be destroyed with
a court order if the case is closed or the statute of limitations
has expired. A "PICS Background Check Request" SP-4-380 shall be completed
for weapons being returned to its owner and not destroyed.
(3)
Found property shall be returned to the rightful owner as soon
as the owner can be identified and notified to pick up the property.
If the owner fails to reclaim the property within 30 days, or if the
property owner cannot be found, property will be destroyed or sold
in accordance with applicable law.
(4)
Safekeeping. Property that has been taken into custody for safekeeping
purposes shall be returned to the rightful owner as soon as possible.
Weapons being held due to a potential threat to the safety of the
weapon owner or others shall be returned to the owner as soon as safety
allows and providing there is no pending criminal investigation or
charges. Any property held for safekeeping that has not been retrieved
within one year will be destroyed or sold after providing the owner
30 days. If the owner cannot be located, the property may be destroyed
or sold.
E.
Record of disposition.
(1)
The Property Control Officers shall note on each Property Log
Sheet the final disposition of each item inventoried. Whoever receives
property must date and sign the Property Log Sheet, which must also
be signed by the officer who releases the property.
(2)
The Property Control Officers shall update the Department's
computer records to show the final disposition of all property that
had been on inventory.
B.
Status update.
(1)
All officers are required to promptly report to the Property
Control Officers the change of status of any item they have placed
in inventory.
(2)
Officers needing to obtain inventoried items for official purposes
(e.g., court, crime lab submission, witness identification etc.) shall
give adequate notice to the Property Control Officers to ensure the
item can be made available when needed. When the item is returned,
the Officer shall padlock the item inside one of the metal lockers
in the police station and notify the Property Control Officers that
the item can be returned to the evidence room or cage.
(3)
If an item may be returned to the owner, it shall be the originating
officer's responsibility to contact and advise the property owner
to promptly contact the Property Control Officers and arrange to reclaim
the property, or the property will be disposed of in 30 days if left
unclaimed. The originating officer will notify the Property Control
Officers in writing of the date and time the property owner was advised
the property could be reclaimed.
(4)
If the originating officer is unable to make contact with the
property owner, s/he shall send a letter to the last known address
of the property owner advising the owner to reclaim the property within
30 days or the property will be disposed of. A copy of this letter
shall be given to the Property Control Officers, who will attach it
to the Property Log Sheet.
(5)
If an item on inventory is associated with a case report, a
supplemental report shall be filed by the case Officer indicating
the final disposition of the property.
