Evidence Control Systems, Inc. has developed a model Evidence Unit Review.  Every Evidence Unit Review includes an on-site inspection and evaluation which forms the basis for the final written report, as well as an intensive administrative and operational review based upon a very comprehensive questionnaire that is completed by the client agency/department’s evidence officer /supervisor. 

The final Evidence Unit Review includes narrative findings of current conditions, photographic documentation of significant issues, and recommendations along with various options to correct the concerns and ensure the department is in compliance with recommended professional standards.

The Evidence Unit Review and Audit will encompass four major components:

• Case / Item Audit
• Departmental Property/Evidence Policy and Procedure Review
• Final Report
• Executive Summary 

Case / Item Audit:

The Case Audit provides an in-depth analysis of twenty-five (25) criminal cases at each of the identified departments, with special emphasis on narcotics, robbery, and assault cases in which narcotics, firearms, currency or other valuables were booked into the Property Room.  Regrettably, all too often it is the evidence associated with these crimes that is the basis of news headlines and stories about thefts from police property rooms.  Our files are replete with news clippings of such stories that have resulted in internal investigations, terminations of law enforcement employees, criminal prosecutions and the erosion of public confidence.  While the Case Audit will analyze 25 to 30 cases per department, it often results in a survey of several hundred items, as each of those types of reports frequently involves multiple items being booked. The audit will commence with a random selection of cases, either from the property log or the original crime report.  The property documentation and other associated records for each case would then be reviewed for the following details:

• Is the documentation correct in all the associated paperwork?
• Were necessary serial numbers entered into appropriate computer databases?
• Can each item be easily located for a visual inspection?
• Is each item properly documented and packaged?
• Does the location shown on the property report or computer entry match the actual location where the item was located?
• Is the necessary documentation shown when evidence has been checked out for court, lab, or other reasons? 
• Can the property be located at the site to which it has been signed out?
• Has the logbook / property record been properly maintained and reviewed to monitor items removed from the custody of the Evidence Room?
• In cases where an item was released to the owner, was the necessary authorization for release documented? 
• Is the receipt signature of the owner affixed to the property report or other paperwork, and does it show proper identification?
• In cases where an item went to court, is there sufficient documentation showing the disposition of the evidence?
• Are the necessary notification letters being sent in a timely manner?
• Is the necessary documentation present for weapons and narcotics that have been destroyed?
• Is the necessary documentation available for items that have been auctioned?
• In cases where an item has been diverted to Department or city use, is the necessary approval and transfer documented?
• Is a “two person rule” being used during all handling of currency?
• When narcotics and firearms are destroyed, are independent witnesses involved in the process?
• When narcotics and firearms are destroyed, is there an incident report written to document the actions of all involved persons?

Departmental Property/Evidence Policy and Procedure Review:

Department policy(s) and General Orders that provide the guidance for the intake and processing of property and evidence will be reviewed.  If a Departmental Evidence Packaging Manual and/or guidelines exist, they will be examined as a part of this review.  The purpose of this portion of the E.C.S. review is to determine the efficacy of the directives as well as compliance. 

Evidence Room Procedures, Processes and Facilities
The final report will provide the department with a complete written analysis of all property room policies and procedures, and an evaluation of the headquarters property facility.  A recognized standard is presented for each area of the analysis from sources such as CALEA, California POST, IACP, and IAPE. The Review compares the existing situation in each of the areas listed below against the recommended standards.  It then makes specific recommendations regarding areas that need remediation, emphasizing those that have the largest potential for causing civil litigation and/or embarrassment to the Department.  Even in those areas meeting the standards, recommendations are frequently made for fine-tuning the operation.  Included in the areas reviewed are the following:

• Design Considerations 
• Staffing Levels
• Shelving / Bin Layouts
• Space Requirements
• Environmental Issues 
• Security Requirements
• Packaging Procedures and Instructions
• Documentation (paper trails)
• Inventory and Audits
• Property Reviews and Dispositions 
• Purging Recommendations and Notifications
• Auction Procedures and Evaluations
• Diversion of Property for City Use
• Weapon Handling and Procedures
• Currency Procedures and Safeguards
• Automation / Bar Coding
• Audit / Inventories
• Internal Controls

Final Report:

The final report is voluminous and detailed.  Therefore, E.C.S. will create an Executive Summary that will provide the Chief or Sheriff and his/her command staff with a synopsis of the findings.  The Executive Summary shall identify both strengths and weaknesses for each of the locations that will be visited during the review.  Additionally, we will provide recommendations that correlate with recognized property room standards. Each of the organizational units shall be independently reviewed and documented in their own report and summarized in the final Executive Summary.

The final reports, in either style, are valuable to department leadership in providing a “roadmap” for needed changes, and professional assistance regarding the completed report is available by phone or email for the fees noted.

Executive Summary:

Evidence Control Systems, Inc. will provide an Executive Summary that gives a subjective analysis of the current system and recommended action items from the Case Audit and the Policy, Procedure and Facility Review.