Evidence is the key point to every investigation. Storing that evidence in the proper and best manner possible is crucial. Though the general way or concept of evidence storage has not changed, the products used for storage have. “I have been teaching evidence and property storage studies for 30 years,” says Joe Latta, founder of the International Association of Property and Evidence. “Recently, agencies are looking for good software.”
Latta points out that ensuring the security of the evidence itself is important, as well as organizing it in the best possible manner. The better the organization, the less chance there is of evidence handling being taken into question. This takes care of those times when chain of custody may be audited and keeps everyone in check.
“Evidence supply manufacturers are coming up with innovative ways store evidence in one, easy-to-access place.” says Latta. These products use advanced technology and are changing the face of evidence storage. These systems are costly but would save agencies money in the long run in a variety of ways. Latta says instead of property rooms spending money on burning CDs, downloading the images to one server is helpful. He points out that storing all of the collective evidence in one spot saves both time and money, and certain privileges may be given to the necessary personnel to access it.
These all-in-one systems are changing the way that property and evidence is being stored and in turn, aids departments in maintaining organization. Software companies that focus on developing software solutions for law enforcement agencies have been coming up with innovative tactics.
iCrimeFighter
New products made specifically for law enforcement agencies make it easier to log in evidence properly. These products are made with organization in mind. The software company iCrimeFighter discovered a way to help police officers manage evidence more efficiently. Their product, Auto Naming, automatically names evidence and links the item according to the officer who brought it in, as well as the case number. “We implemented this on all photos and it has been such a success we are rolling it out to all evidence,” says Steven London, CEO of iCrimeFighter.
The innovative way of cataloging can greatly cut down on time and expense for police departments. Evidence collected such as photos, audio or video clips can be uploaded into the iCrimeFighter system immediately. “The case is encrypted,” says London. “At iCrimeFighter.com an administrator can view cases created by any officer.” From there, the system streamlines the digital evidence aiding in case management. This method through the use of iCrimeFighter is an excellent benefit to officers because they simply may use their phone to collect evidence instead of carrying around individual tools, cameras, etc.
“Our system also helps keep a history for chain of custody on each piece of digital evidence,” says London. Not only does this make evidence collection much more convenient, it also cuts down on the time spent recording and cataloging all of the necessary information. He says customers save on average more than 30 minutes in processing time.
Organization
Agencies may find that at one point or another, it’s come time to reorganize the evidence room. Perhaps the evidence room is full of property that was never claimed, or it is filled with cold cases, which must be stored indefinitely. The proper way to go about reorganizing evidence and property is dependent on the space the department has available to work with.
When it comes to rearranging an evidence room there are several options. Property and evidence managers can now find shelving that is more secure than ever before. The company Spacesaver Corporation for example offers shelves that are equipped with keyless locking options such as push buttons or electronic access only. These features ensure items are safely stored without worry of using or losing a key to open the storage unit. Spacesaver has a long list of products for public safety departments, including storage lockers made with refrigeration features that are intended specifically to preserve biological articles collected from crime scenes.
Another way to look at reorganization is by thinking digitally. New software programs like the Evidence Management System (EMS) and the Laboratory Information Management System (LIMS) by the company PD Evidence help to streamline processes and lessen the paper trail. “Officers enter evidence into the EMS and upon submission to the crime lab,” says Ryan Parthemore of PD Evidence. Once the information is sent, any needed data is automatically put into the LIMS system. This process alone saves departments an ample amount of effort and money.
With LIMS each element of the investigation may be recorded through the use of electronic worksheets. “Instead of a crime lab examiner using paper worksheets, the LIMS collects the necessary data through an intuitive web interface,” says Parthemore. The system may be used with a tablet while the examiner is working. “Our emphasis is to reduce duplication through intelligent web applications.” The Evidence Management System was developed with the intention of replacing paper records. “Our concept behind it is heavily influenced by police,” says Parthemore.
The system was originally derived from a project stemming from a police department in Cumberland County, Pennsylvania. Cumberland County is home to 18 police departments in ten surrounding towns. Each agency was looking for a more efficient way to store evidence. The thought process behind the system was to bring together all of the various programs law enforcement agencies use when it comes to evidence storage. Parthemore says the orignial idea was to break down the silos of data created by disparate computer systems used by law enforcement,.
By creating one system that covers each area within the chain of custody, agencies can set up their evidence records in a much easier manner.
Parthemore says market research has shown approximately 40 percent of police departments still use paper-based evidence management systems. Is this to say that paper records do not have their place? Paper is a great backup. However, the format of evidence collection is rapidly changing. Though maintaining records in a paper-based format is not obsolete, the amount of digital data that is being used and recorded by police departments is motivation in itself for agencies to begin considering a switch over to a computer based system.
The system created by PD Evidence makes records of collected evidence much more accessible. For instance, if a department has a state-wide records management system then the information regarding the evidence may be found quickly and efficiently. “The Evidence Management System provides a very functional method to log and track evidence and property that we take possession of,” says Chief of Police James Adams of the Upper Allen Township Police Department. Along with the ultimate way to keep track of evidence, the products also keep up with changes made as well. “Any change in status is recorded and a Supplemental Report is generated into our Records Management System to maintain a complete case file.” The system keeps the case updated instantly. Once a portion of information is entered, it is updated in all areas. This detail maintains order in a simple and almost effortless manner.
Prior to PD Evidence, the Upper Allen Township Police Department encountered several problems with keeping track of their evidence, such as the length of time it took to locate evidence and property. Adams says that due to the ease of the bar-coding system and the integration of the Supplemental Reports , accesing evidence and keeping track of it is far better. Having each area of the chain of custody integrated into one system cuts out time, which in turn cuts out costs as well. An added feature for officers is that once a laboratory report is completed, the officer is notified saving the officer time and effort that could be used elsewhere.
Both systems are extremely user-friendly and have received positive feedback from law enforcement personnel. “From the moment they log evidence into our property room through their receipt of the laboratory analysis, compared to the paper system, this is much more efficient,” says Adams.
Changing times and security measures
Keeping things simples is one of the best ways to keep agencies in check when it comes to evidence protocol and procedure. Another reason for departments to consider updating their manner of storage is to maintain security of the evidence collected. Departments across the country face problems and scrutiny due to lack of security or breaches in the system. New products, along with the reevaluation of property rooms, help avoid larger tribulations later on.
Digital data from body cameras, unit cameras and additional devices have forced evidence rooms and storage houses to change the way they look at property management. At the focal point of every investigation is the data collected. After all, evidence is proof. Agencies now have more options than ever to ensure the safety and security of property and evidence items.
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Hilary Rodela
Hilary Rodela is currently a Surveillance Officer, a former Private Investigator, a former Crime Scene Investigator, and Evidence Technician. She worked for the Ruidoso (NM) Police Department as well as the Lubbock (TX) Police Department. She has written for several public safety publications and has extensive law enforcement and forensic training and is pursuing forensic expertise in various disciplines. Hilary is a freelance public safety writer and curriculum developer for the National Investigative Training Academy.
