An officer who takes custody of evidence shall ensure that evidence is turned into the property room or an appropriate evidence locker in the property room locker area, except in the following circumstances:

  • The evidence can be processed by the officer and immediately returned to the owner.
  • The officer articulates, in a report, why it is not practical to turn in the evidence.
  • The evidence is an open container of alcohol in a motor vehicle or under age consumption offense only. The officer should note the color, odor and amount of liquid in the container on the citation or police report. The officer may dump the contents and dispose of the container.

Firearms:

All Firearms (pistols, revolvers, rifles, shotguns, bb guns, etc.) and all replica firearms are to be turned into the property room unloaded. [Redacted].  See Power-point on Making Firearms Safe located on the Intranet under Training.

Officers should document the serial number of the firearm. If the serial number is not readily visible, it is not essential for officers to locate serial numbers or manufacturer information. In keeping with past training, officers should assume that any firearm you encounter is a loaded firearm and treat it as such. Firearms are to be turned in unloaded to the property room or property room locker. If there is an issue an officer is unable to unload a firearm, turn the firearm into the property room [redacted].

  • When possible, officers should run NCIC checks before turning in firearm evidence. When unable to run checks (due to lack of visible information or serial number), this fact should be noted in the corresponding report narrative.
  • Weapons, themselves, should not be marked by officers in any manner. The weapon should be identified by serial number, model, brand, etc., in the officer s report and in the Evidence Manager and handwritten on the exterior of the storage box in the space provided.
  • Bullets, cartridges, etc., should be placed in a separate secure envelope/container, and the container marked with the Evidence Manager bar code label.

MINCIS and NCIC require the reporting officer to note the following information in the report on stolen firearms:

  • Make, model, caliber, serial number, and any unique feature of the firearm.
  • In addition, the firearm is to be listed by type such as pistol, rifle, shotgun, etc.
  • Included must be a description such as revolver, semi-automatic, pump-action, lever action, muzzle-loader, etc.
  • Neither MINCIS nor NCIC will accept firearm data without the above information.

Ammunition:

Small quantities (one case or less) of commercially manufactured ammunition shall be turned into the property room [redacted]. [Redacted].

  • [Redacted].
  • Information shall be recorded in the police report documenting where the evidence was secured.

Drug Evidence:

Drugs should be placed in a heat sealed plastic bag, marked with the Evidence Manager bar code label. Do not include items to be fingerprinted in airtight containers, especially plastic. Care must be taken to avoid contamination of evidence.

Evidence found in two or more locations cannot be packaged together. For example, baggies of white powder recovered from the right pants pocket of a suspect will not be packaged with evidence recovered from the left pants pocket of a suspect.

All the evidence must be inventoried and listed separately in the Evidence Manager.

The following packaging procedures are now required for all DRUG EVIDENCE turned into the property room:

  • Primary Packaging (i.e. cellophane, plastic, or tinfoil, etc.) - can be submitted as is.
  • Secondary Packaging (i.e. a cigarette pack) - if recovered suspected drugs are located inside secondary packaging the suspected drugs must be separated from the secondary packaging prior to being turned in to the SPPD property room or brought to the BCA. If the secondary packaging is important to the investigation, it should be submitted to the property room in its own evidence envelope or bag.

See Training Bulletin 13-02: Drug Evidence Procedures for additional information:

  • Do not overstuff evidence in narcotics bags as they may need to be repacked after analysis.
  • Do not put items to be fingerprinted in airtight containers, especially plastic as this may impact the evidence.
  • If narcotics packaging material is to be processed for latent prints the request should be made by the investigator assigned the case via the forensic services examination form (#288-13R1).
  • Pills and capsules that are loose must be counted and that number noted in Evidence Manager.
  • These amounts will be listed in both the incident report and Evidence Manager.
  •  Large quantities that are recovered in a container and too bulky to fit into a tamper- evident bag will be sealed with tamper-evident evidence tape. The contents will be listed in Evidence Manager and the incident report.
  • The property bar code label should be affixed securely to the container.
  • Narcotics and dangerous drug evidence improperly sealed will not be accepted by the property room.
  • The officer submitting improperly packaged evidence will be notified to return to the property room and repackage the evidence before it will be accepted. Property room personnel will inspect all evidence submitted to see if there are signs it has been tampered with. Evidence that appears to have been tampered with will be brought to the attention of the head of the property room and the internal affairs unit will be notified.

Money:

All money will be turned into [redacted] in a money envelope sealed with red "SPPD Money" tape that bears the officer s initials and date on it.

  • All money will be counted and amounts listed on the money envelope.
  • The officer/s will sign the money envelope.
  • If the amount is over $1,000.00, then a supervisor must verify the amount and also sign the money envelope.
  • The officer s report will document which supervisor assisted in the count.
  • A property bar code label will be securely fastened to the envelope covering the case number space.

Currency must always be packaged and submitted separately from other property. Money that might possibly be processed for fingerprints or for drug residue should never be placed in plastic or other airtight packaging. The trapped moisture can destroy this type of evidence.

Fraud and Forgery Evidence:

  • Fraudulent and/or forged documents, affidavits, receipts, and credit cards should be turned into the property room during business hours. Outside of business hours such evidence shall be turned into a property locker.
  • Counterfeit currency shall be entered into the Evidence Manager and handled as if it were real cash. Please refer to the cash handling policy under G.O. 439.06 Money Storage.
  • Evidence will be turned into the property room or locker with an attached Evidence Manager bar code label.
  • Property record sheets will be filled out and information recorded in the police report where the evidence was secured.

Generally all other articles are to be turned in as follows:

  • To the property unit, when open.
  • [Redacted], when the property unit is closed.
  • [Redacted].
  1.  During operating hours for the property room a property clerk will open the storage area, store the articles, and check in the property according to procedure.
  2. During times when the property room is closed large items should be turned [redacted].
  3. If the items are too large for the drop cages they should be taken to the [redacted].
  4. Clothing, when turned in, should be kept separated from other evidence and from other clothing collected from different people to prevent cross contamination.

Flammables, Storage of:

  • Location: Flammables are stored [redacted].
  • Procedures: Whenever flammable agents are recovered by department personnel for future use as evidence, they are to be stored in the designated fireproof cabinet (described above) for safekeeping.
  • Before placing any flammable evidence into this cabinet, it will be properly identified and a property bar code label attached in a manner consistent with present general orders.
  • Smoking or lighting of matches or lighters in or about the storage cabinet is prohibited for obvious fire hazard reason.
  • To store flammable agents in the cabinet during normal working hours the property room clerk will be advised by the officer that s/he has evidence to be stored in the fireproof cabinet.
  • The property clerk will then accept the evidence. The property clerk will be responsible for its storage in the fireproof cabinet.
  • During times when the property room is closed officers having flammable agents to store will contact the watch commander [redacted] and allow the officer to place the evidence in the fireproof cabinet.
  • [Redacted]. The officer will note in her/his report the actions of the watch commander and will identify him/her.
  • Pre-wired yellow plastic tags for the Evidence Manager bar code labels are available to attach to handles of gasoline containers or containers where the labels will not adhere.

Refrigerated Storage:

Secure refrigerated storage is available for perishable items. There is one refrigerator located in the property room locker area. Perishable items of a general nature, including evidence from criminal sexual conduct cases, may be stored in this refrigerator.

  • During normal business hours, officers with evidence requiring refrigeration shall turn the items over to a property room clerk.
  • During times when the property room is closed, evidence that needs refrigeration should be turned into one of the property lockers located in the refrigeration unit in the property locker area.
  • Evidence will be turned into the property room or locker with an attached property bar code label.
  • [Redacted].
  • CSC kits and medical records or other paperwork collected from a medical facility typically have multiple items. Each item is considered evidence and must be separated and accounted for individually in the Evidence Manager and a property bar code label shall be attached to each item prior to being turned into a locker.
  • Place all DUI forensic evidence in the property room refrigerator. Do not place blood or urine kits in the freezer; place them in the refrigerator only.
  • The Evidence Manager will be used and information will be recorded in the police report documenting where the evidence was secured.
  • If the evidence is too large to fit into one of the individual lockers in the refrigeration unit and it is outside of normal business hours the officer(s) shall contact the watch commander who will notify the property room manager or unit commander for the property room.

Revised June 7, 2016

Last Edited: March 20, 2017