The evidence management intake process begins at the collection of the item in the field and includes the initial documentation, packaging, labeling and submission of the evidence for storage.
During the intake process, and often immediately after submission, evidence may require further analysis or processing prior to long term storage. Similarly, a secure chain of custody begins at collection and must be maintained throughout the custody of evidence.
Establishing sufficient intake, processing and movement protocols and procedures is critical to the integrity of the evidence and to ensure sustainable evidence operations. Implementation and adoption of the Evidence Intake and Movement standards and practices recommended by the Evidence Management Institute promotes a stable organizational baseline for sustainable evidence management.
This chapter covers:
Evidence SubmissionEvidence Packaging
The method of protecting evidence from tampering, cross contamination and preparing the item for storage by sealing the item inside an evidence container; usually an envelope, box, and labeling the item for identification.
The process of documenting and preparing a collected item of evidence from collection in the field through transfer of custody to the evidence management unit.
Evidence Intake
The process of receiving, and documenting the receipt of, a submitted evidence item; assuming custody of the item and storing the item for the required duration of custody.
Evidence Movement
The process and documentation of location changes, custody changes, and handling of evidence items at each point for the entire duration of custody.
Oversized Evidence
Evidence items larger than approved or existing packaging can accommodate.
Here is the complete information organized into a clear, professional structure. No sections or wording have been rewritten.
The evidence submission process:
The officer submitting evidence should prepare a detailed report regarding items submitted as evidence. For each item submitted, reports should document:
To ensure consistent data for inventory, and intake and disposal analysis, the use of the term item should refer to the individual package, not the quantity contained inside the package. For example, a package submitted containing 400 ball bearings would be considered as one item for purposes of intake.
Items should be described sufficiently to specifically identify and individualize the item.
Item description should contain information related to:
The use of “miscellaneous”, “unknown” or other vague or generalized descriptors should be significantly limited or prohibited. If permitted, further review or inspection may be required.
Unless the evidence management unit is available during all hours of facility operations, it is recommended to provide a secure alternative to facilitate the efficient and timely correction of tasks related to improperly submitted evidence.
Secure evidence correction or return lockers, accessible only to the assigned officer and evidence management unit personnel, provide officers working outside evidence management unit hours with access to make corrections as needed while maintaining secure chain of custody.
A good rule of thumb for determining the sufficiency of item description is to describe the item so that it could be identified from a lineup of other similar items. If provided descriptors fail to accomplish this standard, further or more specific description is warranted.
It is a recommended practice to include additional data fields to record specific collection location details, beyond address location, to assist with future investigative efforts or analysis. For example, the collection location related to a bag of methamphetamine will likely include an address or street block as the collection location. A further collection descriptor, for example “driver side door panel” may prove useful.
The use of controlled or pre-set descriptor menus for item type, weight, make, model and serial number and other descriptor data is highly recommended to ensure data consistency. Free-text descriptors make data analysis and research difficult due to the lack of consistency, accuracy or control of information.
It is a recommended practice to require all evidence collected to be properly submitted to the evidence management unhit prior to the end of shift.
The appropriate packaging and labeling of evidence is critical to the integrity of evidence, preventing cross contamination or potential tampering, and preserving the evidence in the manner and condition in which it was submitted. Appropriate packaging and labeling of evidence is also a vital component for the efficient and effective evidence management operations.
Agencies should have a published packaging manual that provides clear instruction for packaging, labeling and sealing evidence submitted for storage.
Evidence management units should limit the number of packaging options available for packaging evidence for sustainable storage and organization of evidence. Most evidence can be submitted in:
Consider limiting options to:
Consider limiting options to:
Regardless of container type, all packaging materials should be constructed of materials durable enough to store the item for the entire duration of custody and strong enough to hold items without tearing or ripping under normal handling conditions.
Packaging materials selected should conform to crime lab requirements and specifications.
Evidence management units should plan packaging options based on the frequency and size of the most common item types handled by the unit.
Evidence management units should avoid the use of extremely small packages, unless the items can be consistently packaged, labeled and stored in an organized manner.
The use of sealed plastic packaging materials should be avoided for biological or metallic items, or for any item susceptible to oxidation or mold growth.
The packaging manual should prescribe and define procedures for creating and placing labels for evidence packages.
Documentation of evidence movement at each point in the chain of custody is critical to the integrity of evidence and the security and validity of chain of custody information. Movement of evidence includes all processing, analysis, location changes, transfers and release or disposal activity associated with the item. Evidence movement types include, but are not limited to:
Each movement of an evidence item should be documented in the chain of custody. Documentation should include:
Evidence management unit personnel should be authorized to move and document evidence items within the evidence management facility from intake and acceptance through disposition processing.
Evidence management unit personnel should not be generally authorized to move evidence outside the evidence management facility for temporary release, transfer or disposition without additional authorization or by specific authorization through policy.
Evidence chain of custody documentation should not contain gaps in item history or custody. In the event that missing information is discovered during custody, evidence management unit personnel should research available sources to determine whether a significant issue exists and report discrepancies to supervision or through the chain of command.
Some evidence or non-evidentiary property submitted for storage may not fit in existing approved packaging types. These items may be submitted without packaging or sealing.
Unpackaged oversized evidence should be labeled and have the label attached to the item using a zip tie or other semi-permanent mechanism that will keep the label attached to the item for the entire duration of custody without damaging or defacing the evidence item.
Oversized evidence requiring forensic analysis or believed to contain probative forensic evidence should be packaged, labeled and sealed to prevent cross contamination or tampering. This may be accomplished by wrapping the item using kraft paper or other suitable large format packaging material.
Oversized evidence will not likely fit in general temporary evidence submission lockers. The evidence management unit should provide an area or other provision for the secure submission of oversized evidence.
Other evidence item types may be submitted in addition to oversized evidence items. The evidence management unit should provide specific guidance on item types that may be submitted without packaging.
