The purpose of the Evidence Manager is threefold and requires that a record be made each time the department takes possession of property, a transfer of custody of physical evidence takes place, or a disposition for property is identified by the department:
- To assure that continuity of possession can be absolutely established through an accurate receipting system.
- To affix responsibility for control (inventory, storage, audit, and disposition) and inspection of properties coming into possession of the department.
- To ensure that activity regarding such property is a matter of record and is reportable to the proper authorities.
Responsibility:
The head (or delegate) of every unit will be responsible for all property held for their unit. The head/delegate will regularly review what property is on hold for their unit. He/she will determine what property needs to be retained for evidentiary value, what property can be disposed of and the appropriate means for disposition (e.g., turn over to owner, destroy, etc.).
Disposition decisions will be based upon Ramsey County Evidence Retention Policy (RCERP), court orders, the case status via MNCIS/ODYSSEY, written order from the city attorney or prosecuting attorney and in accord with the statutes and ordinances of the State of Minnesota and City of Saint Paul and department policy.
It shall be the responsibility of all unit heads, when applicable, to authorize the return of all property to their proper owner as soon as possible. Unit heads, and/or their designee, shall be responsible for the prompt return of property to owners/victims where the actual property is no longer needed as evidence.
In cases where photographs may be used in lieu of the actual evidence, the responsible unit will arrange for photos, and, upon obtaining satisfactory photos, may return property to its rightful owners. Members of investigative units making notifications to victims or owners of property being held by this department will advise that person of the case number and provide them with information on applicable procedures (including location of property, hours and days that property may be retrieved, the need for them to produce the case number and identification, etc.) for retrieving their property in a timely fashion.
The unit head/delegate will also be held responsible for making reasonable efforts to determine lawful owners of properties held for the unit. S/he is responsible for notification of the lawful owner, where identified, and to forward this information to the property room unit with disposition noted. Notification to an owner can be made via the mail or verbally to the person. Whatever method used
to notify the owner, the investigator shall document said notification in a supplementary report. This is provided for property that is no longer of evidentiary value.
The property room will periodically notify each unit head/delegate of the property being held for them. It shall be the responsibility of each unit head/delegate to respond to said list within 30 days indicating what property is to be held further and what other property can be released. This form/list requires updating on the disposition of property held in the property room under the listed case number.
Property considered abandoned or for which no owner can be determined will be disposed of according to City ordinance and State law.
Some property (generally "property turned in" or "recovered property") cannot be associated with a specific offense/incident and does not lend itself to specific unit assignment. Therefore, in addition to responsibility for properties routinely held for a specific unit, the commanders of the units below will also be responsible for:
CAPROP Unit:
Property of a documentary nature bearing names, etc. all other property that does not lend itself to assignment to another unit. Should such unassociated property later be connected with a specific offense/incident, the reports (and responsibility) will be transferred to that unit investigating the offense/incident.
Vice Unit:
Containerized alcoholic beverages/liquor, other than that impounded for traffic offenses.
Traffic and Crash Investigations:
Containerized beverages/liquors, etc., as may be impounded in regard to DWI, open bottle, etc.
Civilian Personnel:
Civilian personnel assigned to the property room unit will be held responsible for the proper care, safe/orderly storage, and security of properties received into that unit, and maintenance of records. Personnel will be held responsible for recording temporary dispositions as may be authorized by unit heads/delegates, and will affect final disposition only upon receipt of written and authorized notice.
Responsibilities of the watch commander and other unit heads regarding property are set forth under General Order 439.02: Submitting Property/Evidence and General Order 439.04: Receipt for Property and Evidence or under a separate unit general order.
Property Room Security:
Unless specifically indicated elsewhere, only personnel assigned to the property room unit are authorized to enter the units storage areas. Department personnel are not to enter these areas unless for official purpose, and then only with the property unit supervisors permission and in her/his presence.
Revised June 8, 2016