Illinois Police Accreditation Coalition

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Property and Evidence Standards

The importance of a well organized, efficient property and evidence function in an accredited law enforcement agency cannot be over emphasized. The failure of an agency to recognize the requirements of Chapter 84, Property and Evidence, can create a myriad of problems.

Standard 84.1.6, dealing with inspections, inventory and audits of property, will cause the agency to schedule these activities over lengthy timeframes. A lack of proofs for semi-annual inspections, unannounced inspections and annual audits for standard 84.1.6 will be problematic for your agency during a CALEA on-site assessment.

Agencies implementing new procedures for compliance with standard 84.1.6 may find the new inspection and audit process discloses deficiencies that will require a plan of action, or the investment of significant resources. These deficiencies often have to do with space considerations and the need for a second tier of security for certain items. Remember to review the standard commentary as it provides more detailed guidance.

Security and storage of property and evidence can present a special challenge for an agency attempting to achieve compliance with standard 84.1.1, bullet e, and standard 84.1.2:

84.1.1 A written directive establishes procedures for receiving all in-custody and evidentiary property obtained by employees into agency control, to include:

e. establishing extra security measures for handling exceptional, valuable, or sensitive items of property;

84.1.2 All in-custody property and evidence is stored within designated, secure areas.

For many agencies, lack of space in the property room can pose a special challenge. Often, an accreditation manager will assume the agency’s self-assessment of property/evidence will need to be put on hold until a new property room is constructed or the agency moves into a new building. Frequently a little organization and innovative thinking can help mend deficiencies found in the property and evidence room.

Designated, secure areas are needed for standard 84.1.2 and extra security measures need to be used for handling exceptional, valuable, or sensitive items of property (84.1.1e).

Some remedies used by agencies to secure and separate property within the property room and create a second tier of security have included:

• The use of wire mesh to shore up or add security around dropped ceilings surrounding the property room.

• The use of secondary locks or bars.

• Camera monitoring of the evidence room and adjacent external area.

• Installation of locally auditable door alarms.

• Hard-wiring an alarm from the property room to central dispatch or other location.

• Separating and securing firearms within a property room by coupling them together, using a long cable through the trigger guards, closed with a padlock.

• The use of second hand school lockers with additional locks within the property room for storage of guns, narcotics, or other valuables.

• Developing a system to ensure the weight and count integrity of drugs.

• Adding doors and locks to existing bins, thereby creating a second tier of security for valuable items.

• Renting commercial storage space or bank safety deposit boxes, placed under the direct control of the property custodian, and connect to a central point alarm system. (Used for large seizures of marijuana or other large or unusual items.)

• Requiring the logging-in by a second party when someone enters or leaves the secure evidence area.

• Creating a secure, fenced area or shed for storage of bicycles or other large items and make sure access is limited.

• Having a plan or location for holding large items of evidence, like a vehicle.

Begin your process of inspections and audits as soon as possible. Don’t wait for a mock assessment to receive outside, objective feedback on your property and evidence procedures, security, and storage. Have a nearby accreditation manager or CALEA trained assessor visit this area early. If your mock assessment discloses deficiencies in the property and evidence function that cannot be corrected immediately, you should contact your CALEA Program Manager for guidance. February 2004