Evidence Manual.pdf

SPRINGFIELD POLICE DEPARTMENT EVIDENCE CONTROL POLICIES AND PROCEDURES MANUAL References: General Order OPS-34 Jun...

SPRINGFIELD POLICE DEPARTMENT EVIDENCE CONTROL POLICIES AND PROCEDURES MANUAL References: General Order OPS-34 June 2022 Revision Dates: August 2001, October 2004, January 2009, September 2012, February 2016, January 2017, January 2018, January 2020, April 2022, June 2022  SPRINGFIELD POLICE DEPARTMENT EVIDENCE CONTROL POLICIES AND PROCEDURES MANUAL TABLE OF CONTENTS June 2022 Revision Dates: October 2002, January 2005, July 2006 January 2009, February 2016, January 2017, January 2018, January 2020, April 2022, June 2022  TABLE OF CONTENTS GENERAL INFORMATION Evidence and Property control objectives Page 1 Definitions Page 1-2 Grammatical Construction Page 2 Severability Page 2 Distribution and Maintenance Page 2 SECTION 1 - EVIDENCE AND PROPERTY CONTROL SECTION I. Evidence and property control function Page 3 II. Evidence section supervisor Page 3 III. Evidence custodians Page 4 IV. Specialized training Page 4 V. Evidence and property control records Page 4 SECTION 2 - PROPERTY CONTROL STORAGE FACILITIES I. Temporary storage locations Page 5 II. Permanent storage locations Page 5 III. Determining the correct storage location Page 6 IV. Property storage classifications Page 6-7 V. Property and evidence room security Page 7 SECTION 3 - BOOKING EVIDENCE AND PROPERTY I. Booking officer Page 8 II. Evidence Page 8 III. Processing biohazard contaminated items Page 8-9 IV. Booking evidence and property Page 9-12 SECTION 4 – EVIDENCE PACKAGING, STORAGE, & DISPOSAL I. Alcoholic Beverages Page 13-14 II. Bicycles Page 14-15 III. Biological Evidence Page 16-18 IV. Cell Phones/computers See Digital Media V. Checks Page 19 VI. Clothing Page 19 VII. Currency and Coins Page 20-21 VIII. Digital Media Page 22-32 VIX. Drugs Page 32-33 X. Explosives Page 34 XI. Fingerprint cards Page 34 XII. Firearms Page 34-38 XIII. Fireworks Page 39 XIV. Flammables Page 40 XV. Food (perishable) Page 40 XVI. Found Property Page 40-42 XVII. Handwriting exemplars Page 42 XVIII. Hazardous materials Page 42-43 XIX. Jewelry Page 43 XX. Knives Page 43 XXI. Latent Prints Page 44 XXII. Latent print requests on drug packaging Page 44-45 XXIII. Luggage Page 45 XXXIV. Miscellaneous property Page 45 XXV. Pictures Page 46 XXVI. Prisoner’s property Page 46 XXVII. Purses/wallets Page 46 XXVIII. Questioned documents Page 47 XXIX. Sexual assault kits Page 47 XXX. Shell casings Page 48 XXXI. Syringes/razor blades Page 48 XXXII. Vehicle parts Page 48 XXXIII. Evidence in homicides/death investigations Page 49 XXXIV. Photograph and release of property Page 49 XXXV. Disposition of property Page 49-50 XXXVI. Recovered property showings Page 50 XXXVII. Department appropriations Page 50 XXXVIII. Property purge schedule Page 50-51 XXXIX. Statutes pertaining to evidence and recovered property Page 51-53 XL. Shipping firearms and sharps Page 53-55 SECTION 5 – ANNUAL PROPERTY AUDIT OUTLINE I. Annual audit Page 56 II. Discrepancies Page 56 III. Inspection of procedures schedule Page 57 SECTION 6 – PROPERTY/EVIDENCE DESTRUCTION PROCEDURES Page 58-68 SPRINGFIELD POLICE DEPARTMENT Evidence Control Policies And Procedures Manual General Information June 2022  Springfield Police Department Evidence Control Policies and Procedures Manual The Springfield Police Department is responsible by law for maintaining all evidence and recovered property that comes into possession in a secure and safe manner. A primary objective of the evidence and property control system is to provide uncontaminated evidence with a traceable chain of custody to the courts. Secondary objectives are to return property to the lawful owner as promptly as possible in the same condition as when received. When the return of property is not possible it will be disposed of in accordance with applicable Illinois State Statutes and Department policies. A successful and efficient property management system must maintain strict procedures for the handling, security and disposition of property. Only then can the courts and the public rely with confidence on the Evidence Section and the Springfield Police Department. One consequence of an ineffective evidence and property control system is the unsuccessful prosecution of criminal cases, embarrassment to the Springfield Police Department and the loss of public confidence. These consequences can be avoided only when all employees comply with statutory requirements, policy guidelines and established procedures. I. EVIDENCE AND PROPERTY CONTROL OBJECTIVES The Evidence and Property Control system of the Springfield Police Department has several objectives: A. Meet all Federal, State and City legal requirements for the processing, storage, handling and disposition of property, B. Adherence to all administrative requirements, policies and procedures; proper reporting, inventory procedures and audits of Department operations, C. The safe and efficient handling and storage of all of property including: 1. Weapons / Ammunition, 2. Narcotics and Dangerous Drugs, 3. Flammables, 4. Perishables, 5. Bulk Storage, 6. Biohazard materials, 7. Retention Periods. E. Protect property owners' rights, F. Aid in the solution of crimes and prosecution through crime analysis and preservation of the chain of evidence. II. DEFINITIONS The terms and phrases used in this Manual shall be defined as follows: A. Booking Officer - The sworn personnel who prepares evidence or property for submission to the Evidence Section, B. Booking - The process, and the procedures for, inventorying, separating and classifying, tagging, packaging and securing evidence and recovered property to be submitted to the Evidence Section of the Springfield Police Department, C. Civilian Employee - Any employee of the Department other than a police officer of this Department, D. Department - The Springfield Police Department, E. Employee/Personnel - The terms "employee" and "personnel" are used interchangeably and apply to any person employed by the Springfield Police Department; F. Evidence consists of those physical items taken into Department custody in conjunction with the commission of a criminal or traffic offense, or a violation of a City ordinance. Evidence is those physical items that tend to prove, or disprove, the commission of an offense. G. Officer/Sworn Personnel - "Officer” and "sworn personnel" are used interchangeably and apply to employees of the Springfield Police Department, regardless of rank, who are sworn, as provided by law, to perform the duties of a regular police officer of the City of Springfield. Page 1  H. Property is defined as any physical item(s) that come to be in the possession of an officer or any Department employee and/or come to be in the custody of the Springfield Police Department. This property includes but is not necessarily limited to evidence, found property, recovered property, property for safe keeping, etc.III GRAMMATICAL CONSTRUCTION The following rules shall apply throughout this Manual: A. Construction of Tenses. The present tense includes the past and future tenses, and the future the present, B. Construction of Gender. The masculine gender includes the feminine and neutral genders, C. Construction of Singular and Plural. The singular number includes the plural; and the plural, the singular, D. Mandatory and Permissive Verbs. The term '"shall" is mandatory, the term "may" is permissive. IV. SEVERABILITY If any section, subsection, item, clause, or phrase contained in this Manual is found to be illegal, or otherwise incorrect or inapplicable, such finding shall not affect the validity of the remaining sections, subsections, item, clause, or phrases contained in this Manual. V. DISTRIBUTION AND MAINTENANCE Copies of this Manual shall be distributed to all personnel through the current electronic distribution method, currently Power DMS. A paper copy of this Manual shall be placed in the Evidence Intake Room, so as to be available to Officers for reference as they book in evidence. Portions of this manual may be exempt from dissemination under Section 7 of the Illinois Freedom of Information Act. Prior to disseminating this Manual, or any portions of this Manual to the public, competent authority should be first consulted. The Evidence Section Supervisor shall be responsible for recommending, on a periodic as-needed basis, additional and revised policies, procedures and Manual pages to ensure the completeness and timeliness of this Manual. Page 2  SPRINGFIELD POLICE DEPARTMENT EVIDENCE CONTROL POLICIES AND PROCEDURES MANUAL Section 1 EVIDENCE AND PROPERTY CONTROL SECTION June 2022 Revision Dates: October 2002, January 2005, January 2009, July 2012, February 2016, January 2017, January 2018, January 2020, April 2022, June 2022 I. EVIDENCE AND PROPERTY CONTROL FUNCTION A. The Springfield Police Department is charged with the responsibility for maintaining all evidence and other property that comes into its custody and recording its disposition. The following policies, procedures, guidelines and instructions have been adopted to maintain an efficient system by which to store and dispose of property in accordance with Federal and State laws and Springfield City ordinances. B. The Springfield Police Department has established a formally organized central evidence and property control component within the Administrative Services Division. The Evidence Section shall be the central processing and storage repository. The Evidence Section is responsible for the intake, storage and disposal of all physical evidence, lost, abandoned and recovered property, contraband, and all other such property coming into the custody of the Springfield Police Department. C. The Evidence Section shall also have responsibility for the quality control (report review) of Property Inventory Reports and records submitted to the Section, property records security and information confidentiality, and property records file maintenance as long as property is in the physical custody of the Department. The Evidence Section will maintain accurate and complete records of all property that comes into Department custody. D. In addition to the above functions and responsibilities specific tasks and activities of the Evidence Section include, but are not limited to: 1. Ensuring compliance with all Department directives relating to the processing, secure storage and disposition of all evidence and recovered property that comes into the custody of the Springfield Police Department; 2. Conducting records checks on all property entered into the evidence and property control system, for which the owner is unknown, to determine if the property was previously reported lost or stolen and identifying the owner; 3. Developing and reporting periodic statistical information on the workload and related activities of the Section; 4. Completing property inventory data entry into computer and manual property control records systems; 5. Responding to all personal, telephone and written inquiries regarding the custody, status and disposition of evidence and recovered property; 6. Maintaining all evidence and recovered property in Department custody in an orderly, secure and uncontaminated manner. II. EVIDENCE SECTION SUPERVISOR A. The Evidence Section is supervised by a civilian manager who reports to the Commanding Officer of the Administrative Services Division. The manager shall be responsible for monitoring, planning, and coordinating the daily activities of the Evidence Section. To ensure that new or revised procedures achieve their desired results, the Evidence Section Supervisor shall be responsible for conducting periodic performance audits to determine: 1. The scope and extent of compliance with new and revised evidence and property processing and control procedures; 2. Whether any directive has produced an unanticipated, adverse effect of the Evidence Control Section; 3. Whether a need exists to modify any newly implemented policy or procedure. B. If such a need is found to exist the Evidence Section Supervisor shall document the need in a written recommendation directed to the Chief of Police through the chain of command. Page 3 III. EVIDENCE CUSTODIANS An Evidence Custodian's primary responsibility is to log, classify, store, return property to its rightful owner, and with proper authority, to dispose of or destroy unclaimed property and evidence. Specific responsibilities and duties include, but are not limited to: 1. Ensure that property and evidence are secure from theft, loss or contamination; 2. Maintain a property control system in which items can be located and retrieved in a timely manner; 3. Maintain property and evidence reports making proper notations and entries of all actions and relocations associated with the property (chain of custody); 4. Ensure timely and legal notification of property owners upon authorization from the Prosecutors Office, or booking officer to release the property; 5. Coordinate the final disposition of found, recovered and evidentiary property within six (6) months after legal requirements have been satisfied. Disposition may be accomplished by: returning property to the owner, destruction, auction, Department appropriation, or contribution to a charitable organization, as appropriate. Evidence custodians will ensure all legal requirements have been met, as well as documenting the appropriate disposition; 6. Prepare and release items for presentation in court; 7. Provide court testimony on the chain of custody and the operation and administration of the Department's evidence control function; 8. Conduct property transports to the Illinois State Police (ISP) Crime Laboratory, or mailing items to other approved laboratories for the purposes of testing and analysis; 9. Provide effective liaison between the Springfield Police Department and local, State and Federal law enforcement agencies; 10. Maintain clean, orderly and safe property storage facilities. See Division Special Order for the job descriptions for Evidence Section Supervisor and Evidence Custodian. IV. SPECIALIZED TRAINING The recommended training for Property Custodians is related courses and seminars as they become available. This training includes, but is not limited to: 1. Management of Evidence and Recovered Property; 2. Occupational Health and Safety Guidelines (OSHA); 3. Environmental Protection Administration Guidelines (EPA); 4. Evidence Packaging and Transportation; 5. Processing and Storing Electronic Evidence; 6. Photographic Standards for Evidence; 7. Visits and observations of other police agency's evidence control sections. V. EVIDENCE AND PROPERTY CONTROL RECORDS Evidence and Property Control records will be maintained by the Springfield Police Department in compliance with applicable State and Federal statutes as a public service, as an investigative and administrative aid, and to provide statistical data. Springfield Police Department property control records are essentially confidential in nature. These records are, however, subject to the provisions of the Illinois Freedom of Information Act and other laws and rules of court compelling the disclosure of such records. Page 4  SPRINGFIELD POLICE DEPARTMENT EVIDENCE CONTROL POLICIES AND PROCEDURES MANUAL Section 2 PROPERTY CONTROL STORAGE FACILITIES June 2022 Revision Dates: January 2001, January 2009, October 2010, December 2012, February 2016, January 2017, January 2018, January 2020, April 2022, June 2022  STORAGE FACILITIES I. TEMPORARY STORAGE LOCATIONS The Springfield Police Department has nine (9) locations at which evidence and property may be stored temporarily for intake into the property control system. These locations are: A. Property Intake Room Lockers B. Property Intake Room Slot C. Property Intake Room refrigerators D. The chain link fenced area, Police Department parking ramp, 800 E. Monroe, 4th lower level, E. Bio-hazard dryers located in the Crime Scene Services area F. Temporary evidence storage room located in the Crime Scene Services area G. Temporary evidence lockers located in the Persons Crimes Division H. Phone lockers located outside the Persons Crime Division east offices (CAC detectives/digital forensics detectives). I. Safe and lockers located in the PAC offices II. PERMANENT STORAGE LOCATIONS A. The Evidence and Property Room located at 800 East Monroe is a permanent Secured Evidence Storage Location. Unaccompanied access is limited to the Evidence Supervisor and Evidence Custodians; 1. Room 1 – Homicide and Sexual Assault 2. Room 2 – Overflow, Sexual Assault Storage 3. Room 3- Overflow, Homicide Storage 4. Room 4- General Property. 5. Room 5 – General Property. 6. Room 6- Guns, Drugs, and Safes. 7. Room 7- Evidence Office. 8. Room 8- Destruction/Auction / Long Items. 9. Checks & photos and latent fingerprints are stored in the Evidence Officer’s intake room in cabinet’s labeled ERC, ERC-PH, and ERC-FP. 10. 8mm tapes are stored in the Evidence Section office area in a cabinet labeled Locker #38. 11. Locker #39 - all tapes in non-homicide /sexual assault cases-. Store 5th floor, 800 E. Monroe caged area 12. Locker #40- small tapes unrelated to homicide/sexual assault cases - stored in evidence officer intake room. 13. Locker #41- locker to store all evidence that needs to be corrected by the booking officer before placing in permanent hold location. 14. A freezer and 2 refrigerators are also used for storage located in the hall outside of Room #3. 15. GCD-CD DVD General Storage B. The Caged Section of the chain link fenced area located at the Police Department parking ramp, 800 E. Monroe, 4th lower level. This location is used for the permanent storage of bulky items and class “C” fireworks. Unaccompanied access is limited to the Evidence Supervisor and Evidence Custodians; C. The chain link fenced area inside of the SPD Garage, 1475 Groth Street. This area is used for the permanent storage of large items that are too large to be stored in the Secured Evidence Cage or the Evidence/Property Room. Access is limited to the Evidence Supervisor and Evidence Custodians. D. The storage PODDS are stored at the Springfield Police Department Garage, 1475 Groth Street. This location is used for the permanent storage of bicycles. Access is limited to the Evidence Supervisor and Evidence Custodians E. The chain link fenced area located at the MCE fifth floor. This location is used for the permanent storage of found, safekeeping, abandoned, fire, and general property. Access is limited to the Evidence Supervisor and Evidence Custodians. F. Evidence.com. Permanent cloud based storage for digital evidence (photographs, recorded interviews, body & in-car video recordings, etc) Page 5 III. DETERMINING THE CORRECT TEMPORARY STORAGE LOCATION The following guidelines will be used to determine the proper storage location: A. Temporary Storage Lockers - property items small enough to fit into a locker and weigh less than fifty (50) Pounds. After securing evidence, place the key to the locker in the small hole in locker # 13. The slot in Locker # 36 will be used for shell casings only. B. The evidence intake room slot – property small enough to fit through the slot and non-breakable C. Refrigerators - property items requiring refrigeration, i.e.; blood/urine, perishable items. Only one item can be stored in one of the three refrigerators located in the Evidence Intake room. In the event that all refrigerators are full, an Evidence Custodian will be called out after regular duty hours to place an item directly into the Evidence Section refrigerator/freezer. Do not store perishable evidence or property in an evidence locker. Items to be frozen must be placed into a container of sufficient size to allow for expansion of the contents. Locks are attached without keys to each refrigerator. Secure the lock by firmly pressing in; D. Cage - items too large for storage in a temporary storage locker will be placed directly into one of two secure caged areas located on the 4th lower level of the parking ramp. Locks are attached without keys to each cage. Secure the lock by firmly pressing in. Bicycles will be securely locked on the bicycle rack located in the temporary bulk storage area. Bicycle locks without keys are wrapped around each opening on the bicycle rack. Place the bicycle in open spot, wrap lock around both bicycle and rack and secure the lock by firmly pressing in. An Evidence Custodian will be called- out after regular duty hours once all three caged areas are full. E. Bio-hazard dryers – Items which are wet and/or bloody, prior to being packaged. Contact Crime Scene Services personnel for access. Place the evidence tag in the pouch located on the front of the dryer. F. Temporary evidence storage lockers (crime scene services and persons office) – used to store evidence/property which is being processed, needed by detectives, or being held for possible return to owner. G. Phone lockers– used to store/charge cellular phones which are to be examined by digital forensic detectives. Place phones in airplane mode prior to storage. H. PAC safe/storage lockers – used by PAC personnel for storage of cash, drugs or other property needed in conjunction with their duties. IF BOOKING IN PROPERTY FROM MORE THAN ONE CASE, SEPARATE ITEMS BY CASE NUMBER AND PLACE IN SEPARATE EVIDENCE LOCKERS OR REFRIGERATORS IV. PROPERTY STORAGE CLASSIFICATIONS All evidence and property coming into the custody of the Springfield Police Department will be classified and physically segregated for storage purposes; to the extent such segregation is feasible. Property storage classifications include: Evidence, Lost and Found, Abandoned, and Safekeeping. A. Evidence: 1. Evidence Solved - Property associated with an investigation that has been cleared by arrest or exceptionally cleared. 2. Evidence Unsolved - Property associated with an investigation that has not been cleared by arrest or exceptionally cleared. 3. Contraband - Property that is illegal to possess by state or federal statute, or city ordinance because of its inherent illegal nature (for example controlled substances, machine guns) or is used to commit, or facilitate the commission of any illegal activity (for example, a motor vehicle used to transport over 30 grams of cannabis or narcotics). 4. Evidence for lab analysis - Any property that is to be delivered, forwarded or otherwise submitted to a crime laboratory for any purpose will be segregated and packaged separately from other classes of evidence. The submission of such property by an investigating officer will be accepted only if the item is recorded on the ISP Lab Request sheet on the clip board located in the Evidence intake room and is complete and accurate at the time of submission to the Evidence Custodian. Page 6  B. Lost and Found Property: Property coming in the possession of any employee under circumstances indicating it was inadvertently lost or misplaced. C. Abandoned Property: Property coming into the possession of any employee under circumstances indicating the owner knowingly and intentionally parted possession with no intent of reclaiming the property in the future. (NOTE: Intent may be determined by the type or nature of the property, its current market value and the location at which the property is found.) D. Safekeeping Property: Safekeeping Property is property that comes into the custody of the Department and the owner is known. Safekeeping property may include: 1. Property that is no longer needed as evidence; 2. Found property and the owner is identified; 3. Items that Sangamon County Jail will not accept; 4. Personal items left in abandoned/seized vehicles E. Ordinance violations: Property that is brought into the Springfield Police Department in violation of city ordinance. V. PROPERTY/EVIDENCE ROOM SECURITY A. Evidence Intake Room - the area where all evidence is packaged, logged and temporarily stored in lockers, slot or refrigerators. All evidence will be stored in a locker or put into the drop chute before exiting the room. Doors to the holding room are closed at all times. Access entry through key pad located on outside door. B. Evidence lockers/slot - storage space accessible for deposit of evidence/property when the evidence personnel are not available and designed in a manner that the property can only be removed by the evidence personnel. C. Evidence locker keys will be placed in locker number 13 not in the slot. D. Evidence/Property room and other evidence secure storage locations- are the primary evidentiary, found and recovered storage facilities for the Springfield Police Department. Unaccompanied access is limited to the Evidence Supervisor and Custodians. No one is permitted in a Secure Evidence Storage Location without the direct Supervision of the Evidence Supervisor or Evidence Custodian(s). E. Authorized access - Only authorized personnel will have access to all areas located in the Evidence/Property Room and Other Secured Evidence Storage Locations. The access codes and keys for entry into the Evidence section Rooms and Secured Evidence Storage Locations are assigned only to the Evidence Supervisor and Custodians. Evidence room keys should not be carried on the same key ring containing evidence personnel house and car keys. F. Evidence entry log - a written log is maintained by the Evidence Supervisor that records every person entering in the Evidence room, including the date, time in, time out and reason for entry. G. Video Surveillance - video surveillance equipment is located in three separate areas of Evidence; evidence intake room; evidence/property room; and the locked cage area located on the lower level of the parking ramp at 800 E. Monroe Street. Video surveillance is also done at the Groth Street garage, which is also secured by key pad, alarm codes and locks securing the west bay for evidence storage. H. Double secure storage - sensitive or valuable items are stored in a safe inside the evidence/property room (i.e., valuable jewelry, currency and coins, etc.). The safe is unlocked only when there is an immediate need to enter for evidence storage or retrieval. Page 7  SPRINGFIELD POLICE DEPARTMENT EVIDENCE CONTROL POLICIES AND PROCEDURES MANUAL Section 3 BOOKING EVIDENCE and PROPERTY General Guidelines June 2022 Revision Dates: January 2009, February 2016, January 2017, January 2018, January 2020, April 2022, June 2022  BOOKING, EVIDENCE AND PROPERTY GENERAL GUIDELINES I. BOOKING OFFICER A. For the purposes of these procedures, the term "booking officer" is defined as the sworn personnel or fire investigator who prepare evidence or property for submission to the Evidence Section. B. The term "booking" is defined as the process, and the procedures for inventorying, separating and classifying, tagging, packaging and securing evidence and recovered property to be submitted to the Evidence Section of the Springfield Police Department. C. A Springfield Police Department officer who recovers evidence, or finds property is responsible for transporting and booking, except when that responsibility is assumed by, or assigned to another employee. II. EVIDENCE A. Officers will use the following guidelines to determine whether items they observe have evidential value and are to be collected and preserved: 1. Evidence tends to establish the elements of an offense under investigation; 2. Evidence has value in linking a suspect to the crime scene; or a scene to the victim; 3. Evidence has value in linking a suspect to the victim, or the victim to the offender. III. PROCESSING BIOHAZARD CONTAMINATED ITEMS A. All suspected biohazard items will be handled and processed as if they are, in fact, contaminated. Adherence to these procedures will protect the employee from contamination and reduce the risk of accidental contamination to other employees. B. Biohazard precautions, and the prevention of further contamination, will be ensured through the following procedures: 1. Containers - all biohazard items will be placed in a biohazard container to prevent leakage of the contents. This container will be placed within another container, i.e.; "double bagged". Items will be bagged or containerized at the location where they are collected to the extent this is feasible; 2. Labels - containers for all biohazard items, the original (inner) and the outer containers, will be labeled with an orange label bearing the universal biohazard symbol; 3. Protective clothing - employees will wear protective clothing, disposable gloves and other equipment appropriate to the level and degree of exposure presented by the contaminated items; 4. Evidence processing - prior to processing contaminated items, work surfaces will be protected with a layer of Kraft paper. (NOTE: Contaminated sharp instruments will be processed and stored in a manner that does not require an employee to handle or retrieve the item manually.) 5. Personal hygiene - employees shall wash their hands with soap and water immediately after removing gloves or other protective equipment and flush mucous membranes (eyes, nose, and mouth) following contact with any potentially infectious materials; *** NOTE ***: Eating, drinking, smoking, applying cosmetics or lip balm, and handling contact lenses is prohibited in all Evidence and Property Control work areas!!! Page 8  6. FOOD ITEMS - food and drinks shall not be kept in refrigerators, freezers, cabinets, nor consumed on counter-tops or work tables where items of recovered property or evidence are processed; 7. CLEANUP AND DISPOSAL - Broken and contaminated glassware will not be retrieved by hand but by other mechanical means: a. Employees handling contaminated items to be laundered shall wear gloves and other personal protective equipment as appropriate to the nature of the item and the degree of hazard; b. Contaminated laundry, i.e.; clothing, towels, rags, etc., will be handled as little as possible. All spills, leakage, smears, etc. will be thoroughly cleaned with a liquid solution consisting of one part household bleach to four parts ordinary tap water; c. All biohazard protective clothing and devices, rags, paper towels, contaminated packaging and other items will be disposed of only by depositing them in a properly labeled Biohazard Waste Container. 8. EMERGENCY FIRST AID - Any employee who experiences a cut or puncture to the skin, ingestion through the mouth or mucous membranes of any contaminated material shall immediately seek emergency medical attention. The employee will notify immediately, or cause to be notified, a supervisor and report the facts and circumstances of the contamination. IV. BOOKING EVIDENCE AND PROPERTY All property coming into the custody of the Springfield Police Department and submitted to the Evidence Section will be separated, packaged and processed by the submitting officer as follows: A. Classifications: Evidence will be classified and separated as follows: 1. Evidence: a. Evidence or recovered property to be stored immediately; b. Evidence to be sent to a Crime Laboratory for analysis or testing; c. Actual and potential biohazard items (including all knives, hypodermic needles; razor blades, etc.); d. Firearms and ammunition; e. United States currency and negotiable instruments (bonds, notes, checks, etc.) will be placed in a currency envelope for storage in the safe; f. Sexual Assault Kits; g. Narcotics and Dangerous Drugs h. Blood - will be refrigerated. 2. Lost and Found: Property in the officer's custody that is not evidence and the legal owner is not known. 3. Abandoned: Property found at a location, or under circumstances that indicate the owner knowingly and intentionally parted possession with no intent of reclaiming the property in the future. Intent may be determined by the type or nature of the property, its current market value, and the location at which the property is found. Page 9 B. Property and Evidence Tags 1. All evidence and recovered property will be submitted with the appropriate color coded property tag affixed securely to the item or to the packaging; 2. Property tags are color-coded to designate the several categories of property. Color-coded tags are intended to assist Evidence Section personnel in assigning the proper storage location for property, expedite the retrieval of property and aide in the final disposition of property; 3. Tag colors: a. WHITE - The property is to be processed as found and safekeeping property, and city ordinance violations; b. RED - The property is to be processed as a criminal offense.; C. Packaging 1. All items of property and evidence shall be packaged in an acceptable container; 2. Acceptable containers for submission of evidence are any paper or plastic bag, or other container provided by the Evidence Section; 3. All packaged items will be sealed, dated and initialed, with initials and date overlapping the seal & container; 4. Any item potentially containing DNA must NEVER be packaged in plastic, as this can degrade the DNA profile. 4. Dry wet evidence before packaging. DO NOT PACKAGE IN PLASTIC. Biological evidence that has been packaged and appears to be leaking through the evidence package (paper bag/envelope) must be placed in another package to prevent unwanted transfer of biological fluids and to protect any individuals coming in contact with the evidence; 5. Metal staples may be used to assist in sealing any package, or affix an inventory tag or Inventory Report form to the property item or to packaging above the evidence seal; 6. Each item will be identified with the appropriate color property tag, gun tag or documented on currency envelope. 7. The yellow, plastic cards reading “Needs Prints” are to be used in addition to the tag cards on items that are either: a. Too large to bag or wrap; or; b. The item may have fingerprints that could be disturbed or destroyed if packaged. The item should be placed into the appropriate size locker and Evidence should be notified of its value. 8. Evidence tape will be used to securely seal all packages. A property tag or staples only will not be used to seal packages. The ISP lab will not accept any unsealed item. 9. When packaging in a box, the factory seal is not sufficient. Evidence tape must be used to seal any opening of the box. An initial and date is also required. D. Property Inventory Receipt 1. Complete the Property Inventory Report (receipt) form when exchanging ALL PROPERTY /EVIDENCE TO ENSURE CHAIN OF CUSTODY; 2. It is not needed to fill a property inventory (receipt) when originally booking Evidence / Property into the Evidence Section (the Evidence computer log will serve as the receipt); 3. The booking officer must provide complete and accurate information on all boxes and lines on the Property Inventory Receipt form. This information will include: a. Incident number; b. Item number; c. Booking officer's name and PIN number; d. Complete description of the property item. Page 10  4. Check all serial numbered property items for stolen status through LEADS/NCIC. If stolen: a. Attach a copy of the LEADS/NCIC printout b. Record any related case (S) number in a police report. 5. Place the original copy of the Property Inventory Receipt in the file bin located in the evidence booking room. This will be the master record for the Department for all property or evidence taken into custody; 6. All other documentation pertaining to property and evidence inventory shall be retained in the Evidence Control files pending final release of the property. Upon final release, these documents will be forwarded to the Records Section for uploading to LERMS. E. Submission of Property 1. Submit the property to an Evidence Custodian or secure it in the appropriate temporary storage location; 2. Evidence Custodians must be constantly alert for any discrepancies when receiving property. If any discrepancies, miscounts, improper, or incomplete property descriptions are found they will be corrected by the booking officer before acceptance of the property by an Evidence Custodian; 3. See General Order OPS 34 for the policy statement on Receipt of Evidence and Property by Evidence Custodians. F. Routing to State Laboratory 1. Officer's Procedures: a. Prepare evidence for transportation or shipping using approved packaging methods listed in Section IV of this manual; b. Complete an ISP Case Scenario Sheet in its entirety and place it in the report bin or email it to an evidence custodian. 2. Evidence Custodian will: a. Input property information into LIMS (Laboratory Information Management System) program, (i.e., names, date, offense, description of property, etc.) and the type of laboratory test requested; b. Enter all information from the ISP case scenario sheet into LIMS c. Only the evidence custodian will transport the evidence to the appropriate crime laboratory; d. Transport packaged evidence with the manifest generated from the LIMS system to the Illinois State Police Crime Lab; e. Obtain a printout/receipt from the ISP Crime Lab of evidence submitted for testing; f. Upon completion of the laboratory test the crime lab will submit in writing the test results and emailed back to the Springfield Police Department, Criminal Investigations Section; g. Items for the FBI Laboratory are sent via registered U.S. Mail; h. Forward the original and copies of the Property Inventory Receipt, proof of mailing, and other pertinent documents to the Records Section; i. The Criminal Investigation Section will forward original test result documentation to the Records Section. Page 11 G. Transferring Custody of Physical Evidence: 1. Officers Procedures: a. All evidence to be transferred from the Evidence Section for the purpose of court testimony; investigative case review or witness identification will be released by completing a Property Inventory form; b. Once the evidence has been released from the Evidence Section it will become the officer’s primary responsibility of the care of such evidence; c. Evidence in the officer’s possession can only be released to the State’s Attorney or other court systems; all other releases require the Evidence Section’s approval; d. It will be the responsibility of the case assigned officer to transfer items needed for court. Evidence Custodians will be available to assist only in situations where a large amount of items need to be transported to court; e. If evidence is released to the State’s Attorney, other court systems or other agencies, the officer needs to complete a separate property receipt form for the transfer, and return file copy of receipt to the Evidence Section within 24 hours of transfer; f. Failure to return the file copy of the Property Inventory Form to the Evidence Section within the 24-hour time frame will result in a memorandum sent to the appropriate Assistant/Division Chief as notification of a delinquent response; g. Upon returning the evidence, the officer will fill out a Property Receipt form to complete the chain of custody. 2. Evidence Custodian procedures: a. Scan each item in the BEAST system, transferring custody from evidence to the officer. Evidence Custodian and Officer must sign and date both form. One is given to the Officer and the other forwarded to records. b. If evidence will be transferred to the State's Attorney's Office, other court system or other agencies, give officer an extra Property Inventory Receipt for that transfer; 3. Evidence Supervisor procedures: a. Send a quarterly report to all Division Commanding Officers updating them on the amount of evidence and by whom that is checked out from their division; b. Send deficiency memos to Division Commanding Officers notifying them of the failure to return property receipt form. 4. Defense Attorneys and defendants: Will not be allowed to view/handle any evidence unless the assigned investigator(s) are present and the evidence custodian has received prior approval by telephone, or in writing from the State Attorney's Office. Page 12  SPRINGFIELD POLICE DEPARTMENT EVIDENCE CONTROL POLICIES AND PROCEDURES MANUAL Section 4 EVIDENCE PACKAGING, STORAGE and DISPOSAL PROCEDURES June 2022 Revision Dates: Aug. 2001, June 2003, February 2004, October 2004, January 2005, June 2006, January 2009, May 2010, October 2010, December 2012, January 2017, January 2018, January 2020, April 2022, June 2022  Packaging, Storage and Disposal Procedures This section includes officer's procedures for the processing, packaging and temporary storage of property. Evidence Custodian procedures for the disposals of property are also included. Proper packaging and storage of evidence is essential to the chain of custody and preservation. Although general guidelines have been set forth in the previous section, a more specific explanation is contained in this section. The intent of packaging is to maintain the evidentiary value of property while protecting Springfield Police Department personnel from injury, contamination and allegations of misconduct in the handling and temporary storage of property. If you have any questions or concerns about a particular packaging procedure, please contact an Evidence Custodian. Evidence custodians are responsible for the legal disposal of all department held property and evidence. Illinois statutory and case citations are provided for general reference and/or use by evidence custodians and other department personnel. As with any information source, always check current editions of any cited reference to confirm its applicability. I. ALCOHOLIC BEVERAGES A. Officer’s Procedures: 1. Alcoholic beverages and containers will only be booked into evidence if they have evidential value and the case is a felony; 2. All other alcoholic beverages and containers whether or not they are open shall be destroyed by the reporting officer after the evidence has been photographed; Pour the contents out while recording it on your body camera. 3. Photography procedures: a. Alcoholic beverages in open containers will be destroyed; b. IF an open container must be seized as evidence, photograph it prior to disposing of the alcoholic beverage contained within; c. If the container is transparent, mark the container at the level of the beverage contained within prior to photographing the container. (Ensure that this photograph shows the level mark that you placed on the container); d. Upload the photographs to evidence.com 4. Inventory: Only Alcoholic Beverages related to Felony Cases shall be booked in as evidence and then only according to the following procedures: a. Complete a property tag and attach it to the container or packaging; b. Place the properly packaged evidence that has been sealed with evidence tape containing the date of the logging and the reporting officer’s initials written across the tape into a temporary evidence storage locker. 5. Beer Kegs: a. Only kegs related to felony cases shall be booked in as evidence. In all other cases, the beer keg shall be photographed and then the beer keg shall be returned to the distributor. The photograph shall be uploaded to evidence.com. If the reporting officer is unable to make contact with the distributor, then and only then shall the beer keg be secured (locked) in the Evidence Cage (NOT the Bicycle Area) that is located in the lowest level of the Municipal Center Ease Parking Page 13  Ramp. Do not assign an evidence number to this beer keg, but rather leave a note for the Evidence Section in the bin in the evidence intake room indicating that a particular distributor for a beer keg could not be contacted. The Evidence Section with then attempt to contact the distributor and get the beer keg returned; b. Evidence Custodian Procedures-Disposal: Upon authorization, or final disposition of the case: 1) Follow Destruction Order procedures; 2) Beer kegs will be disposed of by returning them to the appropriate distributor. A property receipt shall be completed by the disposing officer and signed by the distributor. II. BICYCLES A. When seizing a bicycle, always check LEADS and NCIC for stolen. During stolen bicycle contacts encourage the owner to record the bicycle serial number(s) of other bicycles they own. B. Officer’s Procedures: 1. Check the bicycle for serial numbers, owner applied numbers, etc. 2. All bicycles are to be entered into the Evidence computer log in the evidence intake room: a. Bicycle serial numbers are usually on the front frame area or under the pedal casing. Short numbers (S-) 8592) are usually model numbers. Longer numbers, e.g.; NS90275402 are generally the manufacturer's serial number; b. A National Bike Registry decal may also be found on bicycles. The decal may be located under the seat. If a decal is located, obtain the Registry Number and call 1-800-621-0850. When owner information is obtained ask the owner to contact an Evidence Custodian to schedule an appointment for the return of the bicycle. Record this information in the applicable box on the Property Inventory Report form. 4. Complete a property tag and attach it to the bicycle, Record all the following information on the Property Tag form: 1). Bicycle Make, Color, Serial (Frame) Number and Rim Size; 2). Also, any detachable accessories: water bottle, lights, basket, luggage carrier, bungee straps, etc. Page 14 5. The common locations of bicycle frame numbers are shown below; 6. Secure the bicycle with a lock to the bicycle rack located in the Temporary Bulk Storage area; a wraparound lock without a key is attached to each open slot on the bicycle rack. Secure lock by firmly pressing in; 7. BIKE FRAMES AND JUNKED OUT BIKES WILL NOT BE BOOKED INTO EVIDENCE; 8. If the finder wants to assert "Finders Rights", complete a Property Receipt form and leave the bicycle with the finder: a. Have the finder sign the Property Receipt form and designate the bicycle as released; b. A finder's legal responsibilities are explained in 765 ILCS 1020/27; Estrays and Lost Property. 9. Release the bicycle to the owner in the field whenever the owner can be located. Page 15 III. BIOLOGICAL EVIDENCE Biological material is defined as any blood, hair, saliva or semen from which genetic marker groupings may be obtained. DNA processing is possible on any biological evidence. Preserving this type of evidence properly has become a crucial function of police agencies. A single drop of blood may be sufficient to conclusively prove the innocence or guilt of a suspect. It follows then that loss of blood (serological) evidence due to improper storage may very well result in case dismissal. A. Crime Scene Services Technician Procedures: 1. Whenever biological samples; blood, urine, semen, or human organs are collected by a pathologist, or other medically qualified person, that person should mark the evidence container or property tag; 2. Identifying information will include: a. Doctor or nurses’ name; b. The date and time the sample was obtained; c. The name of the person from whom the sample was taken. 3. The officer present when the samples are taken must ensure that these notations are placed on the sample container or property tag; 4. The officer will add their own identifying marks to the sample container or property tag. B. Identifying Blood Containers: 1. Blood seized for Blood Alcohol Concentrations should have a gray stopper on the vacutainer; 2. Blood seized for DNA should have a purple stopper; 3. Blood for serological typing should have a red stopper. C. The handling of biological evidence: 1. For examination, packaging, or any other purpose shall not be done on a bare table top surface. Kraft (butcher) paper will first be placed over the entire table top. Upon completion of evidence processing, the Kraft paper will be handled and disposed of as Biohazard Waste; 2. Air dry wet stains at room temperature before packaging. Do not try to hasten drying with heat or sunlight as this may destroy DNA. 3. If a sample of liquid biological substance is needed, use one package of clean sterile swabs to collect a sample. Air dry the sample before packaging in paper. 4. If a sample of a dried biological substance is needed, use one package of clean sterile swabs, moistened with distilled water and swab the stain. Do not touch the cotton end of the swab. Air dry and package. 5. Samples of biological evidence should NEVER be packaged in plastic as this can promote growth of mold and destroy the sample. 6. Affix a bio-hazard warning sticker onto each package of any biological evidence. D. Wet Blood Evidence: 1. Air dry the evidence completely prior to submission to the Evidence Section; Artificial or induced drying processes (placing near a heat source, or the use of a hair dryer etc.) will not be used as this can destroy DNA; 2. Place items containing wet blood evidence in a bio-hazard dryer with the assistance of Crime Scene Services personnel. 3. Blood standards must be submitted as drops of blood air-dried on a filter paper blotter card and sealed in a paper container. Two to five dime-sized drops will normally constitute an adequate sample. 4. Secure the evidence with the dried blood stain in a temporary evidence locker; 5. Affix a Biohazard warning sticker label to the packaging. Page 16 E. Buccal Swab Evidence: 1. Buccal swab standards must be submitted as a swabbing of the inner cheek area of the inside of the mouth; 2. Use sterile packaged swabs for collection of the sample; 3. The buccal swab standards must be semen free; 4. Two to four swabs constitute an adequate sample; 5. The swabs must be air dried and sealed in a paper container; 6. These swabs should not be refrigerated. F. Liquid Biological Evidence: 1. All liquid biological evidence (urine or blood, or other body secretions in a vial or specimen cup) must be refrigerated; 2. Place the vials or vacutainer inside a plastic evidence bag and seal the bag. A blood vial may be inserted into an empty syringe holder so that the vial will be better protected; 3. Record all necessary information on the vial; name of suspect, case number, time drawn; 4. Label the packaging with a Biohazard warning sticker; 5. Complete the property tag and attach it to the packaging; 6. Place the properly packaged evidence into one of the three temporary storage refrigerators; There are three refrigerators located in the Evidence Holding area where biological evidence (blood, urine, semen, etc.) will be stored. These refrigerators have the universal biohazard symbol on the door. Only one piece of evidence will be stored in each refrigerator. Locks without keys are attached to each refrigerator, secure lock by firmly pressing in. G. Other Samples: Other samples such as perspiration, fingernail scrapings, and bone may have probative DNA value to the case. The Property and Evidence Section Supervisor or Custodian should be contacted for assistance regarding these items. H. Evidence Custodian Procedures: 1. After biological evidence has been taken to the crime laboratory, tested and returned to the Department it will be stored as the General Order indicates unless otherwise directed by the laboratory. If the storage area is directed to be changed, then documentation should be made to verify the change in the Evidence Computer System. The Evidence Supervisor should also be notified immediately of such a change; 2. Liquid biological evidence with a potential for DNA (DNA extractions and profiles) testing should be refrigerated until analyzed and then frozen if directed by the lab; 3. All DUI Kits should be refrigerated 4. Items with bloody finger-prints should not be refrigerated or frozen. This may destroy the evidential value of the latent prints; Contact Crime Scene Services personnel for documentation of the latent print prior to packaging. 5. Blood stain cards can be stored in proper envelope at room temperature. Note: AIDS has a short life span when exposed to air. Hepatitis however, can live for hours or even years in the open air. Always Use Universal Precautions and Protective Barriers such as gloves and a face shield when handling suspected biohazard evidence. Wear protective coveralls and shoe protectors in those situations when liquid or dried biological evidence may contaminate you’re clothing. 5. Disposal: Upon authorization or disposition of the case and in accordance to state laws ILCS 720 5/33-5 and ILCS 725 5/116-4; dispose of biological evidence by incineration. Page 17 I. Return of Biohazard Property: 1. Whenever a property owner, or other person entitled to possession, requests the return of property that may be lawfully possessed and there is reasonable suspicion that the property has been contaminated by biohazards, i.e.; blood, semen, or other body secretions: It is the policy of the Springfield Police Department that such material will not be returned to the owner, but destroyed in accordance with the authorized disposition of the case. 2. If the owners issues special request for the return of biohazardous property; the following will occur: a. The person shall be informed of the potential biohazard by the Evidence Custodian; b. If the person, knowing of this potential hazard, again requests the return of the property the Evidence Custodian shall require the person to complete and sign the Waiver of Property Release; c. The signed Waiver will forwarded to the Record Section where it shall be uploaded to the case file in LERMS. Request for Return of Suspected Pathogenic Contaminated Property I hereby request the return of property to me now in the custody of the Springfield Police Department. I have been informed that the property requested may be contaminated with body fluids that may contain the HIV, AIDS or Hepatitis virus(es). Understanding this, the potential for possible contamination of my person and /or others, and the potential risk associated with the receipt of this property, I desire to take possession of the property. I hereby hold harmless the Springfield Police Department, the City of Springfield, its employees and agents now and in the future of any adverse consequences of any kind associated with the receipt and possession of the requested property. I hereby acknowledge receipt of the following items of property now in the custody of the Springfield Police Department: Recipient's Printed Name: Recipient's Signature: Date: Property Custodian: PIN: _____________ Page 18 IV. CELL PHONES/COMPUTERS SEE DIGITAL MEDIA V, CHECKS Processing evidence associated the seizure of checks, bank statements, copies of letters sent to suspects, etc.: A. Officer's Procedures: 1. Photograph the front and back of all items prior to placing them into a clear plastic bag and upload the photographs to evidence. 2. Complete a property tag; record the case number, suspect information, officer's name and PIN#; 3. Affix the tag to the plastic bag at the left, top side of the bag; this is to prevent the property tag from obscuring the envelope's contents 4. Place the envelope in a temporary storage locker; 5. Place Property Inventory Report form in the tray if applicable 6. Do not put bank statements, photos or IDs in with the checks, they must be booked separately and given a separate property number. B. Evidence Custodian Procedures: Disposal, upon authorization, or court disposition of the case: a. Photograph the evidence prior to disposal related to criminal charges/cases; b. Destroy the documents, unless a court order for disposition states otherwise. VI. CLOTHING Officer’s Procedures: A. Package all clothing in as small of a container as possible; B. If clothes are wet or contaminated with blood, contact a Crime Scene Services Detective to place them in a bio-hazard dryer. Complete an evidence tag and place it in the pouch on the front of the dryer; C. Make every effort to release to owner if not needed for court procedures; D. Only book in clothes that are necessary to the investigation of the case. Page 19 VII. CURRENCY AND COINS United States Currency and coins present one of the greatest potential challenges to an officer's integrity. To avoid this, the Springfield Police Department has established specific guidelines for the handling of large coin and currency seizures. Officers will contact a supervisor to determine if an Evidence Custodian should be called-in for proper storage, i.e. bank or safe. A. Currency: Officer’s procedures: 1. All currency and coins will be counted, by denomination, in the presence of a field supervisor of the Springfield Police Department: a. Sort all bills by denomination; b. Arrange each stack with the bills facing portrait side up. The portrait should be facing the same direction on all bills; c. Count the bills, by denomination, in the presence of a field supervisor of the Springfield Police Department; d. Inventory the currency and record the count on the Currency Envelope using the following format: CURRENCY COUNT 1 - $50 bill = $50 4 - 20 bills = $80 1 - 10 bill = $10 3 - 5 bills = $15 2 - 1 bills = $2 TOTAL = $157 2. If currency has numismatic (collectors) value, record the year the bill was printed, and whether it is a Silver Certificate, etc., on the Property Inventory Report form and the Currency Envelope: a. Place the currency into a Currency Envelope; b. Seal the Currency Envelope with evidence tape; c. Both the booking officer and the (verifying) field supervisor must write their names on the Currency Envelope across the evidence seal; d. Complete the required information on the Currency Envelope, no evidence tag needed; e. Place the Property Inventory form in the tray in the Officer’s intake room; if applicable. f. Place the Currency Envelope into an evidence locker or slot; g. Record storage location in the evidence computer. 3. Altered bills, partial bills (i.e. 2 of a dollar bill) savings bonds, checks foreign monies, decorative pieces of jewelry with coins inlaid in them, ARE NOT CURRENCY. Do not put these items in a currency envelope. Place in a sack or plastic bag. B. Coins: Officer’s Procedures: 1. Place the coin(s) into a Currency Envelope; 2. Seal the Currency Envelope with evidence tape; Page 20  3. Both the booking officer and the (verifying) field supervisor will write their names on the Currency Envelope across the evidence seal; 4. Complete the information on the Currency Envelope (i.e., Found/Evidence/Asset Forfeiture); no evidence tag needed; 5. Record the temporary storage locker location the Evidence computer; 6. Place the Currency Envelope into an evidence locker; 7. Place the Property Inventory Report form in the tray; if applicable; 8. If a large amount of coins is seized, place in evidence box and seal with evidence tape; 9. Coins with numismatic (collector’s) value. Record the year the coin was minted and the issue of the coin(s); Lincoln cent, Buffalo nickel, Liberty quarter, etc., on the Property Inventory Report form and the Currency Envelope. C. Evidence Custodian Procedures: 1. All currency and coin will be stored in the Evidence Section safe; 2. Evidence Custodians will normally not open a Currency Envelope to verify the count; 3. Verification counts: If it is reasonably believed that a second verification count is appropriate under the circumstances, the Evidence Section Supervisor will notify his/her commanding officer and request a supervised verification count. 4. Disposal: Upon authorization or disposition of the case: a. Owner known; Send an Owner Notification Letter notifying the owner to retrieve their property within the 30 day time limit established by Department policy. b. Owner unknown or failure to retrieve; 1) If the owner is unknown, is unable to be contacted, or does not retrieve the money within the 30 day time limit; 2) The money will be deposited in the General Fund; 3) A receipt, with notation of case number and amount of money deposited, will be requested from the City Treasurer at the time of the deposit; 4) The receipt will be maintained in the appropriate file in the Evidence Control Section; 5) A copy of the receipt will be forwarded to Records for filing in the case file. D. Currency / Coin Count Discrepancy: Any time the currency or coin count results of the booking officer and an Evidence Custodian are different, the following procedures will be followed: 1. The Evidence Custodian's immediate supervisor will be notified by the Evidence Custodian, verbally and in writing, immediately upon discovery of the discrepancy; 2. The supervisor, upon receipt of the notice of discrepancy will notify immediately the Office of the Chief of Police and request instructions on how to proceed with the required investigation; 3. The Currency Envelope, currency and the originals all reports, forms, memorandum and all other case- related records will be impounded immediately by the Office of the Chief of Police; 4. All other evidence and property associated with the case will be impounded immediately and stored in a secure location at the direction of the Office of the Chief of Police. Page 21 VIII. DIGITAL MEDIA A. Computers/computer equipment U.S. Department of Homeland Security – Secret Services “Golden Rules” Page 22 U.S. Department of Homeland Security – Secret Service, best practices for the collection of digital evidence. Page 23 Page 24 Page 25 Page 26 B. Cellular Phones/tablets Page 27 Page 28 Page 29 Page 30 Page 31  C. Protecting electronic devices 1. During transport and storage of computer and electronic devices, avoid external magnetic sources such as police radios, extreme temperatures, and other possible contaminants. 2. Do not use fingerprint powder on CDs, DVDs or other computer media as this may render forensic Data examination impossible. 3. If forensic evidence may be present on the device, contact Crime Scene Services and/or digital forensics detectives. D. Packaging/labeling electronic devices 1. Large items such as monitors, keyboards, system units (normally containing the hard drive) may be simply tagged with an evidence tag, but should be placed into a cardboard box if practical. a. If the computer isn’t packaged, place evidence tape over the electrical plug to prevent power from being inadvertently supplied to the computer. 2. Small items such as loose media (CDs, DVDs, SD cards, flash drives, etc) should be packaged in an Envelope or paper sack, sealed, initialed/dated and placed in an evidence locker. IX. DRUGS A. Cannabis 1. Officer's Procedures: a. Transport wet, fresh marijuana to be held as evidence to the Crime Scene Services section to be placed in a Bio-hazard dryer to dry completely; Plants must have the dirt removed. b. Place a completed evidence tag in the pouch on the front of the dryer and note the storage location as CSU or BIO in the storage location in the evidence log. c. Package all dry cannabis is a paper or plastic bag or cardboard box. d. Seal the top of the packaging with evidence tape, then date and initial the evidence tape; e. Place packaged dry marijuana in a temporary evidence locker. Grow Equipment: a. Photograph all lights, fertilizers, power inverters, tents, trays, etc. These items are not illegal to possess and cannot be taken and destroyed. b.. Upload the photographs to evidence.com 2. Marijuana Leaf Testing Certified Crime Scene technicians If requested by the State’s Attorney or City Legal, CSS will obtain the evidence and secure the marijuana (evidence) in the lockers in the Crime Scene Services temporary evidence storage area until testing is completed. 3. Evidence Custodian Procedures: Disposal upon receipt of a destruction order: a. Arrange for the destruction of the marijuana; b. Two officers must accompany the marijuana and witness the destruction; Page 32  c. Officers must date, record the time and initial the Order of Destruction; d. Place the original of the Order of Destruction in the Destruction Order file maintained in the Evidence Section Office; e. Forward a signed copy of the Order of Destruction to the Office of the Chief of Police. B. Cocaine 1. Officer’s Procedures: a. Package the evidence in paper, plastic, cardboard or metal tin; b. Seal the package, date and initial and attach a completed evidence card; c. Place the sealed evidence in the evidence slot or temporary evidence storage locker as appropriate. d. If sending the evidence to the ISP lab for analysis, complete the ISP Case Data sheet and place in the report bin in the evidence intake room C. Methamphetamine/Amphetamine 1. Officer’s Procedures: a. Package the evidence in paper, plastic, cardboard or metal tin b. Seal the package, date and initial and attach a completed evidence card; c. Place the sealed evidence in the evidence slot or temporary evidence storage locker as appropriate. d. If sending the evidence to the ISP Lab for analysis, complete the ISP Case Data sheet and place in the report bin in the evidence intake room. D. Opioids 1. Officer’s Procedures: a. Double bag all suspected opioids in plastic bags b. Seal the bags with evidence tape, date and initial, and attach a completed evidence card c. Place the sealed bag into the evidence slot or temporary storage locker as appropriate d. If sending the evidence to the ISP Lab for analysis, completed the ISP Case Data sheet and place in the report bin in the evidence intake room. E. Miscellaneous Pills/Prescription Medications 1. Officer’s Procedures: a. Unknown pills can be identified by their color, shape, markings via websites such as drugs.com. b. Package pills in paper, plastic, or cardboard c. Complete an evidence card denoting the suspected name of the drugs. If the prescription is believed to be Fentanyl, double bag in plastic. d. Seal the package with evidence tape, date and initial, and attach a completed evidence tag; e. Place the sealed package into the evidence slot or temporary storage locker as appropriate. F. Drug Paraphernalia 1. Officer's Procedures: a. Empty the water from bongs; b. Package the item in paper, plastic or cardboard c. Seal the package with evidence tape, initial and date. d. Complete a property tag and attach the tag to the packaging; Page 33 X. EXPLOSIVES Explosive devices-including containers, detonators, explosive charges and large fireworks-will not be handled, transported or stored by the Evidence Section. Contact the Illinois Secretary of State's Office for proper disposition. XI. FINGERPRINT CARDS A. Officer's Procedures: 1. Fingerprint Cards must be submitted (booked in) in order for the Crime Lab to process Evidence requiring fingerprinting. Fingerprint Cards for the suspect and/or victim (elimination prints) must be submitted. These fingerprint cards are to be booked in under a separate property number than what was issued to the evidence that requires the processing. If fingerprint card(s) are not available, the officer must submit the “full name and date of birth”, along with the suspect’s State I.D. (SID) number. This/these name(s) and date(s) of birth should be submitted by listing them on the State Police Case Data Laboratory Sheet. 2. Complete all required information on the fingerprint card; 3. If suspect has previous arrests in Sangamon County, obtain a copy of the finger print card from the Sangamon County Jail. 4. Place the fingerprint card(s) into a manila evidence envelope; 5. Complete an evidence tag and attach it to the envelope. XII. FIREARMS A. Officer's Procedures: 1. UNLOAD THE FIREARM; 2. Remove the magazine and lock the slide back, or open the cylinder; 3. If applicable, engage the safety; 4. Place ammunition in a separate package; do not give ammunition that is removed from a firearm a property number; if other ammunition is collected, it will need to be assigned a separate property number and booked into evidence as a separate item; 5. Inquire on all firearms with serial numbers through LEADS/NCIC for stolen; 6. If firearm is recovered, notify Dispatch to enter it into LEADS/NCIC as recovered; 7. Record the Leads number on the gun tag. If recovered stolen also include that number on the tag; 8. Record the case number and other required information on the weapon tag, the container and the Property Inventory Report form; if applicable; 9. List all serial and identifying firearm numbers on the Property Inventory Report form; 10. Record owner information when the firearm is a recovered stolen, taken into custody for safekeeping, or any other situation when the legal owner is known; 11. Record the storage locker location in the Evidence computer; 12. Place the firearm in a weapon box; along with ammunition; 13. Place weapon box in a temporary storage evidence locker; 14. After placing weapon in temporary storage locker, put key in LOCKER #13, not in the mail slot; 15. Only tag used on a firearm is the Weapon tag (it is larger than regular evidence tags); 16. If a firearm is not legal due to barrel, or overall length, measure the length and record this information on the Property Inventory Report form. A tape measure is provided in the Evidence Section for this purpose B. Loaded Firearm: If it is absolutely necessary, due to unique circumstances of an investigation, or the firearm is unable to be unloaded do to its condition, the following procedures apply and will be adhered to strictly: 1. Secure the weapon in the gun box with zip ties; 2. Make a notation on the property tag or weapon box that weapon is loaded and unsafe; Page 34  3. Place the package in a temporary evidence storage locker and record locker number in the evidence computer; C. Firearms for in house process or Lab Processing: 1. Package all firearms that are to be processed for prints in the gun box, secured with zip ties; 2. Complete a weapon tag and attach it to the weapon box; do not affix the tag directly to the firearm; 3. All semi-automatic handgun, shotguns, rifles and pump shotguns will be test fired by Crime Scene Services personnel and the test fired shell casings entered into NIBIN. Whenever appropriate, ask the Assistant State's Attorney to request a Court Order for Destruction or Forfeiture for the firearm (whichever applies). Request that a copy of the Order be forwarded to the Evidence Section. D. Evidence Custodian Procedures: 1. Court Evidence: Attach a plastic tie wrap to all firearms to be introduced into evidence in court. The tie wrap will be applied in such a manner as to prevent the cylinder from being closed on a revolver, or the slide from being closed on a semi-automatic firearm. 2. Disposal: Firearms identified in a destruction order will be destroyed during a witnessed destruction procedure: a. Two Springfield police officers-assigned to the Evidence Destruction Committee must witness the destruction of any firearm(s); b. Officers assigned to witness the destruction will date, time, and sign the Order for Destruction of Firearms issued by the Office of the Chief of Police; c. The original of the Affidavit of Destruction will be routed to the Office of the Evidence Section; d. All appropriate chain of custody entries will be made on the Property Inventory Report form upon completion of the destruction. 3. Department Appropriation: a. Firearms to be converted to Department use must not be the subject of court ordered destruction; b. All converted firearms must be inspected and certified for Department use by a qualified armorer prior to being placed into Department use or service; c. The Evidence Supervisor, before releasing any firearm for Department use, will request and receive from the Department armorer a Request For The Appropriation of Property signed by the Chief of Police or his designee; d. The officer receiving the weapon-the rank of Commander or above-is responsible for completing all appropriate chain of custody entries on the Property Inventory Report form; e. The receiving officer will ensure that the firearm is properly entered into the Department's Permanent Property Inventory in accordance with Department policy and procedures; f. Once the firearm has been receipted by the receiving officer, the Evidence Section is relieved of responsibility for maintaining custody of the firearm. 4. Return to Legal Owner: a. It is the policy of the Springfield Police Department not to release firearms to persons who are prohibited by law from possessing firearms; b. All requests for the return of firearms that have been seized and are in the custody of the Springfield Police Department shall be processed in the following manner; Page 35  c. The Evidence Custodian will give, or mail, to the owner the form "Request for Return of Firearm, the owner will be requested by an Evidence Custodian to complete the request form; d. A LEADS/CQH check will be conducted on the firearm owner by the Evidence Section on the owner to determine if the owner is otherwise eligible to possess a firearm; e. The Evidence Section will record the results of the background check on the "Request for Return Of Firearm" form by checking the "eligible" or "ineligible" box to denote the status of the owner; f. If he / she have a felony conviction, or are the subject of an Order of Protection, possession will be denied until the disqualifiers are removed; g. If the firearm owner is eligible to possess a firearm the Evidence Custodian will confirm that the status of the firearm allows its release; h. The legal owner will be notified, in writing, to retrieve the firearm unless the Department has been notified otherwise by the court, prosecutor, or other competent authority; i. The letter will request the owner provide proof of ownership and a current FOID card before the firearm will be returned; j. If the legal owner does not retrieve the firearm within the 30 day time period stated in the letter of notification, is unknown, or is not able to be contacted; 1) The firearm will be marked for destruction, or; 2) If the weapon is to be appropriated for Department use, the procedure for Department appropriation will be followed. k. Evidence Section personnel may release the firearm to the owner upon proof of ownership, or a letter from the owner directing the Evidence Section of the Springfield Police Department to release the firearm to a non-owner; if the non-owner is otherwise entitled to possess a firearm; l. Releases to non-owners shall be accompanied by a "Declaration of Receipt of Firearm” form; m. If the firearm cannot be released, the person may be advised to contact an attorney. 5. Ammunition: a. Ammunition will not, under any circumstances, be returned to the owner at the same time as a firearm. The owner will have either the firearm or ammunition returned, instructed to properly secure it in their vehicle, then return back to Evidence to have the other property returned. This can be done on the same day. b. Ammunition will be destroyed after the Evidence Section has received appropriate approvals for destruction. 6. Return of Firearm to Out of State Owner: a. The firearm owner will be directed to contact their local police agency and inform that department that a firearm will be shipped to that department for the owner; b. Ship the firearm to the owner's local police agency via United Parcel Service (UPS) or FedEx; c. A copy of all reports associated with the Springfield Police Department's custody will accompany the firearm; d. The owner's local police agency will be requested to process the return of the firearm under their state law; e. The local police agency will be requested to have the firearm owner sign a receipt for the delivery of the firearm and a copy is returned to the Springfield Police Department. Page 36  REQUEST FOR RETURN OF FIREARM This form must be completed and submitted to the Springfield Police Department's Evidence and Property Section at the above address. This procedure must be followed prior to the release of a firearm. You will be contacted within 15 days of the date this form is received. If the firearm(s) was seized from another person, you must provide written proof of ownership, or owner permission, to receive the firearm. Name (Last, First, M) Date of Birth: Other Names Used: Current Address: Place of Birth: FOID Number: Social Security Number: Driver's License Number: Home Telephone Number: