Care, Registration, Storage, and Disposal of Exhibits PDF

**CARE, REGISTRATION, STORAGE AND DISPOSAL OF EXHIBITS** **TABLE OF DOCUMENT DETAILS** +-----------------------------------+-----------------------------------+ | Title | | +===================================+==========================...

**CARE, REGISTRATION, STORAGE AND DISPOSAL OF EXHIBITS** **TABLE OF DOCUMENT DETAILS** +-----------------------------------+-----------------------------------+ | Title | | +===================================+===================================+ | Reference No | | +-----------------------------------+-----------------------------------+ | Relevant Department or Group | | +-----------------------------------+-----------------------------------+ | Ownership | | +-----------------------------------+-----------------------------------+ | Document Author | | +-----------------------------------+-----------------------------------+ | Approved by | | +-----------------------------------+-----------------------------------+ | Approval Date | | +-----------------------------------+-----------------------------------+ | Implementation Date | | +-----------------------------------+-----------------------------------+ | To be Reviewed Date | | +-----------------------------------+-----------------------------------+ | Last Revised Date | | +-----------------------------------+-----------------------------------+ | Quality Assured by | | +-----------------------------------+-----------------------------------+ | Protective Marking | | +-----------------------------------+-----------------------------------+ | Linked to other | | | | | | Standing Order | | +-----------------------------------+-----------------------------------+ | Relevant Legislation | | +-----------------------------------+-----------------------------------+ | Pages | | | | | | (including this page) | | +-----------------------------------+-----------------------------------+ **TABLE OF CONTENTS** [Introduction](#section1) [Page](#ChiefConstablePolicyStatement) 01 [Section 1](#section1) --------------------------------------------------------------------- ------------------------------------------- --------------------------------- [Handling, Packaging, Sealing and Labelling](#section2) [Page 01 01](#_bookmark0) [Section 2](#section2) [Handling](#handling) [Page 01 01](#_bookmark0) [Section 2.1](#handling) [Packing](#packing) [Page 02](#_bookmark1) [Section 2.2](#packing) [Evidence Sample Preservation And Storage](#evidencesamples) [Page 02](#_bookmark2)-03 [Section 2.3](#evidencesamples) [Sealing](#sealing) [Page 0](#_bookmark3)4 [Section 2.4](#sealing) [Labelling](#labelling) [Page 04](#_bookmark4) [Section 2.5](#labelling) [Registration](#section3) [Page 04](#_bookmark5) [Section 3](#section3) [Major Crime Enquiries](#_bookmark6) [Page 05](#_bookmark6) [Section 4](#_bookmark6) [Storage](#section5) [Page 05](#_bookmark7) [Section 5](#section5) [Explosives, Firearms, Inflammable and Consumable Items](#section6) [Page 0](#_bookmark8)6 [Section 6](#section6) [Money](#section7) [Page 0](#_bookmark8)7 [Section7](#section7) [Livestock And Other Exhibits](#section8) [Page 0](#_bookmark9)7 [Section 8](#section8) [Completion of Case Files](#section9) [Page](#_bookmark10) 07 [Section 9](#section9) [Exhibits In Undetected Cases](#section10) [Page 07](#_bookmark11) [Section 10](#section10) [Forensic Examination](#section11) [Page](#_bookmark11) 08 [Section 11](#section11) [Fingerprint Examination](#section12) [Page](#_bookmark12) 08 [Section 12](#section12) [Disposal](#section13) [Page](#_bookmark13) 08 [Section 13](#section13) [Inspection Of Exhibits](%5Cl) [Page 0](#_bookmark13)9 [Section 14](#section14) [Abbreviations and Glossary](#abbreviationandglossary) [Page](#_bookmark13) 10 []{#section1.anchor}**1. Introduction** **The aim of this Policy is to provide guidance in respect of the handling, packing, registration, storage, custody and disposal of all exhibits which come into the possession of the SBA Police.** []{#section2.anchor}**2. Handling, Packing, Sealing and Labelling** It is the duty of I.O.s, both CID and uniform, to secure, seize, pack, seal and label exhibits. The Divisional DS will ensure that the necessary procedures are followed correctly. Where there is doubt, officers should seek guidance from CSIs, CID staff or Relief Supervisors. []{#handling.anchor}**2.1 Handling** Continuity of evidence requires that the exhibit must be strictly proved with documented proof of accountability at every stage of the process, from the first discovery of the exhibit to final presentation at Court. The best evidence of continuity is personal delivery to the scientist who will examine the exhibit. To save time at Court and to minimise the possibility of weakening the police case, the number of persons handling exhibits should be kept to the minimum. For this reason in [Serious Crime Investigations] it is advisable to appoint an Exhibit's Officer who will gather all exhibits from CSIs and other enquiry teams. Officers collecting an exhibit should:- - Wear protective clothing (mask, gloves, overall) - Examine the exhibit and consider its potential as a source of evidence and how best to preserve its integrity before taking further action. - Take the container to the exhibit and not vice-versa. - Never allow the exhibit to come into avoidable contact with him/her or other sources of contamination. - Avoid shaking the exhibit. - Deal with only one exhibit at a time. - One pair of gloves per exhibit in cases DNA examination will be requested. [Health and Safety Aspects] Health and safety issues should always be considered in assessing how to secure evidence. Officers engaged in handling exhibits must always wear disposable gloves and consider the use of protective clothing and masks to safeguard themselves and to prevent cross-contamination. Smoking, drinking or eating whilst handling exhibits is strictly prohibited. []{#packing.anchor}**2.2 Packing** The aim of packing exhibits is to ensure protection, integrity and safe transit so that the expert may receive them in good condition and uncontaminated from other exhibits. Materials for packing exhibits must be carefully chosen; accidental contamination is a real danger, and could result in scientific evidence being lost. []{#evidencesamples.anchor}**2.3 [Evidence Sample Preservation and Storage]** The table here below is a guide as to the appropriate container, sample and storage of items seized as exhibits by the police. In case of doubt the advice of a CSI should be sought. +-----------------------+-----------------------+-----------------------+ | Accelerants or | Must be stored in a | Dry environment | | Volatile Samples | nylon bag. Tied and | | | | | | | | sealed at the top | | | | with a "swan" neck. | | +-----------------------+-----------------------+-----------------------+ | Blood | Plastic monovette, | Freeze. | | | | | | Preserved for DNA | 1 fl.oz. Sterilin or | | | | EDTA vial | | +-----------------------+-----------------------+-----------------------+ | Blood | Container with | Refrigerate or freeze | | | fluoride preservative | | | Preserved for | and anticoagulant | | | Alcohol, Carbon, | e.g. septum sealed | | | Monoxide, Volatiles | RTA type | | | and Drugs | | | | | vial. | | +-----------------------+-----------------------+-----------------------+ | Blood | Container with | Refrigerate or freeze | | | anticoagulant | | | Unpreserved for drugs | | | | | e.g. EDTA | | +-----------------------+-----------------------+-----------------------+ | Blood Recovered from | Swab, scrape or | Freeze. | | a Scene | collect as | | | | appropriate. | | +-----------------------+-----------------------+-----------------------+ | Bone Shaft including | 150ml sterile screw | Freeze | | marrow | cap jar or | | | | | | | Preserved for DNA | 1 fl.oz. Sterilin | | +-----------------------+-----------------------+-----------------------+ | Cannabis Leaves | Brown paper envelope | Cool, dry | | | or brown paper bag. | environment. | +-----------------------+-----------------------+-----------------------+ | Cannabis plants | Brown paper bag or | Cool, dry | | | sack, one per plant | environment. | +-----------------------+-----------------------+-----------------------+ | Cigarette Ends | Suitable sterile | Cool dry environment, | | | container sealed in | or | | | polythene | | | | | freeze if wet. | | | bag, envelope or | | | | brown paper bag. | | +-----------------------+-----------------------+-----------------------+ | Condoms | Put into rigid | Freeze | | | sterile plastic | | | | container. | | +-----------------------+-----------------------+-----------------------+ | Damp or Wet Items | Use paper bags for | | | | dry items. Do not put | | | e.g. clothing , | shoes into polythene | | | bedding etc | bags as they go | | | | mouldy. Do not seal | | | | or store damp or wet | | | | | | | | items in polythene | | | | bags without | | | | freezing. | | +-----------------------+-----------------------+-----------------------+ | Deep Muscle Tissue | 1 fl.oz. Sterilin | Freeze. | | | | | | Preserved for DNA | | | +-----------------------+-----------------------+-----------------------+ | Drinking Vessels | Suitable sterile | Freeze | | | container generally | | | | sealed in | | | | | | | | polythene bag. | | +-----------------------+-----------------------+-----------------------+ | Dry Items | Suitable brown paper | Cool, dry environment | | | bag. Fold twice at | | | e.g. clothing , | the top and seal all | | | bedding etc | open edges with | | | | adhesive tape. Do not | | | | put shoes into | | | | polythene bags | | | | | | | | as they go mouldy. | | +-----------------------+-----------------------+-----------------------+ | Fibre Tapings | Sealed individually | Dry environment | | | in polythene bags. | | +-----------------------+-----------------------+-----------------------+ | Finger Nail Clippings | Pre-folded paper | Freeze. | | | packet as for | | | | medicinal | | | | | | | | papers. Seal in a | | | | polythene bag or | | | | sterile plastic | | | | container. | | +-----------------------+-----------------------+-----------------------+ | Foodstuffs Including | Store in a sterile | Freeze. | | Chewing Gum | plastic container | | +-----------------------+-----------------------+-----------------------+ | Glass Controls | Sturdy cardboard box | Dry environment | | | sealed at all edges. | | | | Additional protection | | | | can be gained from | | | | | | | | placing inside sealed | | | | polythene bag. | | +-----------------------+-----------------------+-----------------------+ | Head Hair | Pre-folded paper | Cool, dry | | | packet as for | environment. | | | medicinal powders. | | | | Include comb. Seal in | | | | a polythene | | | | | | | | bag. Ensure that head | | | | hair combings are | | | | taken over a large | | | | sheet of paper. | | +-----------------------+-----------------------+-----------------------+ | Liquid Semen | Swab, scrape or | Freeze. | | | collect as | | | | appropriate. | | +-----------------------+-----------------------+-----------------------+ | Liver | Screw cap containers | Refrigerate or | | | e.g. white plastic | freeze. | | For Drugs | tub. | | +-----------------------+-----------------------+-----------------------+ | Lungs | Screw cap container | Refrigerate or | | | e.g. white plastic | freeze. | | For Volatiles | tub. Where volatiles | | | | are suspected place | | | | inside a | | | | | | | | sealed nylon bag, | | | | inside a sealed | | | | container. | | +-----------------------+-----------------------+-----------------------+ | Miscellaneous Traces | Pre-folded paper | Dry environment | | Dry debris | packet. Folded as | | | | medicinal papers. | | | e.g. metals, building | Sealed in a polythene | | | materials | | | | | bag. | | +-----------------------+-----------------------+-----------------------+ | Other Drugs Items | Tamper-evident bags | Cool, dry | | | should be used for | environment. | | | most items. | | +-----------------------+-----------------------+-----------------------+ | Paint | Pre-folded paper | Dry environment | | | packet. Folded as | | | | | | | | medicinal papers. | | | | Sealed in a polythene | | | | bag. | | +-----------------------+-----------------------+-----------------------+ | Pubic Hair | Pre-folded paper | Freeze. | | | packet as for | | | | medicinal powders. | | | | Include comb. Seal in | | | | a polythene | | | | | | | | bag. | | +-----------------------+-----------------------+-----------------------+ | Sanitary Wear | Sealed polybag. If | Freeze | | | completely dry a | | | e.g. Tampons sanitary | paper | Cool, dry environment | | towels etc. | | | | | bag can be used. | | +-----------------------+-----------------------+-----------------------+ | Stomach and Contents | Screw cap containers | Refrigerate or | | | e.g. white plastic | freeze. | | For Drugs | tub. | | +-----------------------+-----------------------+-----------------------+ | Swabs | Original sterile swab | Freeze. | | | tube. | | +-----------------------+-----------------------+-----------------------+ | Underwear | Suitable sized brown | Small items can be | | | paper bag. Fold twice | frozen. | | | at the top and seal | | | | all open edges with | | | | adhesive tape. Do not | | | | use paper bags for | | | | wet items. Do not | | | | seal or store damp or | | | | wet | | | | | | | | items in polythene | | | | bags without | | | | freezing. | | +-----------------------+-----------------------+-----------------------+ | Urine | Container with | Refrigerate or freeze | | | fluoride preservative | | | Preserved for Alcohol | e.g. septum sealed | | | and Drugs | RTA type vial, 1 | | | | fl.oz. RTA | | | | | | | | universal type with | | | | preservative. | | +-----------------------+-----------------------+-----------------------+ | Urine | 1 fl.oz. Sterilin | Refrigerate or | | | plain universal or | freeze. | | Unpreserved for Drugs | screw on top jar. | | +-----------------------+-----------------------+-----------------------+ | Vitreous Humour | Fluoride preservative | Refrigerate or | | | e.g. septum sealed | freeze. | | Preserved for alcohol | | | | and Drugs | RTA type vial. | | +-----------------------+-----------------------+-----------------------+ []{#sealing.anchor}**2.4 Sealing** The container or bag, in which the exhibit is packed, must be sealed and endorsed with the signature of the officer collecting it by taping it across the opening edge of the container or package. The suspect if present should be invited to sign the sealing and label too. []{#labelling.anchor}**2.5 Labelling\ **An exhibit label (Form [SBAP/INV/02]) must be attached to all exhibits and contain the following: - Division [CMS] No. - Date and time exhibit taken. - Case Title. - Exhibit Registration Number - Identification reference (initials of person taking the exhibit). - Full description of exhibit. - Signatures (of the officer seizing the exhibit, any other persons who have handled the exhibit at any stage and any suspect or witness to whom the exhibit is shown) including the source - where found. - Court Exhibit No. - Laboratory Reference []{#section3.anchor}**3. Registration** The registration of Police exhibits is the responsibility of the Divisional CID Sergeant who will ensure the accuracy of all records made in the Divisional Exhibit Register ([SBAP/INV/03]) in the SBAPS. Records of all receipts, movements and disposal of exhibits will be carefully maintained in the Register. A double copy receipt book (Form [SBAP/INV/01]) will be maintained by the Divisional CID Sergeant from which a numbered receipt will be issued to every person from whom any exhibit of value is seized. A full description of items, including their condition, will be recorded on the receipt. []{#_bookmark6.anchor}**4. Major Crime Enquiries** Property coming into Police possession, during a major enquiry will be handed over to an appointed Exhibits Officer who will enter the details of all exhibits in the "Divisional Exhibit Register". He / she will be responsible to liaise with the Divisional CID Sergeant for the general handling and movement of exhibits related to the case. []{#section5.anchor}**5. Storage** Responsibility for the storage of all exhibits lies with the Divisional CID Sergeant. All exhibits will be stored in a dedicated secure exhibit store, subject to the exceptions at Paragraph 7 below.\ \ There will be two sets of keys to the exhibit store, one under the sole control of the CID Sergeant and the other held by the Divisional [Chief Inspector O&C]. Other than the exceptions detailed in this Order, exhibits will not, in any circumstances, be stored elsewhere than in the designated Divisional Exhibit Store without the consent of the [Div. Com]. When the CID Sergeant is not available, exhibits may be held in transit in a locked cabinet in the Relief Sergeant's office. An "Exhibits stored in transit" form (Form [SBAP/INV/11]), will be completed by the officer seizing the exhibit and submitted to the Duty Sergeant. Until the exhibit is delivered to the CID Sergeant, the form must be signed by all Sergeants responsible for safe guarding the property. This form will be included in the investigation file and will provide evidence of the integrity and the security of the exhibit. Responsibility for the key to the "Transit cabinet" and its contents will rest with the Duty Relief Sergeant. Blood or other human specimens will be refrigerated, in accordance with special instructions. Saliva, swabs, tampons/sanitary towels and plain blood for DNA profiling together with game or wild birds seized in relation to poaching offences will be stored in deep freeze. The advice of a CSI or the [FFM] should be sought when doubt exists concerning storage of human liquids or any other exhibits for scientific examination. []{#section6.anchor}**6. Explosives, Firearms, Inflammable and Consumable Items** []{#section7.anchor}**7. Money** Money, cheques or valuable securities will be dealt with in accordance with the instructions of the Court. []{#section8.anchor}**8. Livestock and other Exhibits** In the case of livestock or other property not previously referred to in this Order, the instructions of the Court will be sought as per paragraph 7 above. []{#section9.anchor}**9. Completion of Case Files** Before the final classification of a docket, the Divisional DS will dispose of the exhibits in consultation with the [CJU] Sergeant according to the Court directions. A record of the date and method of disposal will be made by the Divisional Detective Sergeant in the Exhibit Register. []{#section10.anchor}**10. Exhibits in Undetected Cases** With the classification of a case as "Undetected", any items seized by the Police from a complainant, for example during the examination of scenes of crime, will be returned to that person. This will be done once the exhibits are photographed, subject to the nature of the case and the evidential value of the item. Items such as bird trapping equipment / utensils seized by the police in circumstances other than during a search process, either with a warrant or not, where the identity of the lawful owner or suspect cannot be ascertained, should be disposed of by the Divisional CID Sergeant in consultation with the CJU Sergeant and with the approval of the [Deputy Div. Com.], upon the final classification of the case. Other than in cases of serious crime as defined in [S.O CR 4](https://modgovuk.sharepoint.com/:w:/r/teams/25468/STANDING%20ORDERS%202023/Standing%20Orders%202023%20onward/CRIME%20INTELLIGENCE%20SAFEGUARDING/CRIME/CR%204.docx?d=w1eae4821e42e4400b7d10ec132b82112&csf=1&web=1&e=XGpjIH), exhibits obtained from scenes of crime, for example shoe mark castings, tool marks, fragments of glass etc, will be destroyed together with the investigation file by the Divisional DS five (5) years from the date the offence was reported, as per Standing Order A9. []{#section11.anchor}**11. Forensic Examination** When forensic examination of an exhibit is required, it is of paramount importance for the scientist to be furnished with all available information. Brief details of the case, a description of the exhibits and precise information concerning the nature of the examination requested, must be included on form [SBAP/CR/04]. In complicated and serious cases, photographs and sketch plans should also be provided. If the examination is to be carried out at the State General Laboratory, the Institute of Neurology and Genetics, or by experts at HQ [CyPol], then the request must be registered with the CyPol Forensic Science Department, who will allocate a reference number prior to the examination of the exhibit. All samples of blood/urine submitted to the State Laboratory for alcohol content must be accompanied by form [SBAP/CR/05]. When a toxicological analysis is requested, the sample must be accompanied by form ([SBAP/CR/06]). []{#section12.anchor}**12. Fingerprint Examination** Exhibits or articles together with elimination fingerprints and/or palm prints submitted for examination by experts at the CyPol Fingerprint Bureau will be documented on form [SBAP/CR/04]. []{#section13.anchor}**13. Disposal** a\) All exhibits seized by the Police during a search with or without a warrant should be presented before the Court for directions as to their disposal, as provided in sections 36, 37, 40, 42, 45 and 46 of the Criminal Procedure Ordinance. b\) An application on oath, before the Court, will be made by the I.O. within 5 days from the date of seizure, seeking directions from the Judge as to how the property seized should be disposed of. Whenever the personal appearance of the I.O. is not practicable, it is the responsibility of their [LM]s to ensure that the application is brought before the Judge by another officer authorised by them. The Divisional CJU Sergeants should liaise when there is no Court sitting in their respective area. c\) A written application ([Application for Disposal of Exhibits Template Form]) will be presented to the Judge by the officer making the application. A sample application is found in [S.O LGL 10](https://modgovuk.sharepoint.com/:w:/r/teams/25468/STANDING%20ORDERS%202023/Standing%20Orders%202023%20onward/LEGAL%20ISSUES/LGL%2010.docx?d=w9127da552baf4608b113535e5b6aa14f&csf=1&web=1&e=EnmYJM). The written application will include brief facts of the case and suggestions concerning the disposal of the exhibits. When the retention of the exhibit is considered necessary for scientific examination or for the completion of the police investigation, a request should be made for the exhibit to remain in police custody. The same applies for cases where the presentation of an exhibit in Court is likely to be necessary in future criminal proceedings. d\) When the production of an exhibit before the Judge is impracticable because of its nature or size, a photograph of the same will be produced to the Judge together with the written information. e\) The directions of the Judge will also be sought by written application including recommendations for the disposal of any disputed property seized by the police as an exhibit. f\) Where no case is brought before the Court, any such exhibits will be disposed of in accordance with the directions of the Judge, following an application arranged by the Divisional DS as per sub- paragraphs (a) to (d) above. g\) Any Exhibits seized under the circumstances detailed in paragraph a) above, which are of no monetary value and any exhibits the seizure of which was not as a result of a search, should not be presented before the Judge and therefore are excluded from the above procedure, unless the case ends up in Court when the provisions of paragraph h) below should be applied. h\) Upon completion of criminal proceedings, exhibits will be disposed of by the Divisional DS, in accordance with the directions of the Court. For that purpose, investigating officers and their line managers should on submitting the case for prosecution, notify the Prosecuting Officer of their recommendations in writing ([Summary Reports], [DOA], Covering Letters) so that a Court Order is sought by the Prosecuting Officer. []{#section14.anchor}**14. Inspection of Exhibits** The exhibit store, related documentation and all exhibits in Police possession will be physically checked on a quarterly basis by the Divisional Chief Inspector (O&C). Additionally, [Deputy Div. Com]. will audit exhibits twice a year. **\ ** []{#abbreviationandglossary.anchor}**Abbreviations and Glossary** *numbering of Police Investigation.* ***Serious Crime Investigation:*** *Includes cases of attempted homicide, rape, kidnapping, aggravated robbery, aggravated burglary, aggravated fraud and any case where serious injury is sustained or extreme violence is used, irrespective of whether or not the offender(s) is arrested, known or suspected (see section 7 of S.O CR 4).* ***Summary Report:** Otherwise known as Covering Report or Crime report. Is a report prepared by the I.O. of a crime case, which outlines a summary of the facts and matters of which the prosecutor proposes to adduce evidence in the relevant Court proceedings.*