In popular TV shows, the process of tackling crime scenes may appear to be very exciting, with police evidence rooms depicted as being outfitted with the latest technology. In reality, however, some police evidence rooms can be disheveled, with mountainous boxes and files strewn about. The fact is that while many departments spend funds on tools necessary for investigations, sadly a management system for the evidence room can be low priority.
Evidence rooms are usually located in secure areas, particularly in high-security police stations. This is where seized properties and criminal evidence are kept until further notice, or after being used in court. Evidence is necessary for legal proceedings and investigations, as each article tells a story of a crime that needs to be solved. Without a proper evidence tracking management system, however, evidence rooms can quickly turn messy and chaotic.
The question now stands—does your evidence room need a thorough cleanup? If you’re unsure, here are two telling signs the room needs a purge:
1. It’s Difficult to Monitor Chain of Custody
Keeping evidence safe, secure, and organized is of utmost importance, as it is integral in determining the outcome of a case. If an item has been damaged or mishandled anywhere in the chain of custody, the courts may dismiss it and not deem it to be valid and admissible. If it’s difficult to monitor the chain of custody, it may be time to reorganize. The importance of keeping evidence organized and properly handled is the reason to rely on an evidence tracking system.
Having a lack of organization, documentation, and tracking when it comes to handling evidence and tracking the chain of custody can pose a number of problems. The use of a regularly-updated and advanced evidence tracking system helps in monitoring the chain of custody, providing reference numbers, receipts, and barcodes for better evidence management. A good evidence tracking system also offers unparalleled security.
2. Your Space is Slowly Dwindling
The organization has always been a problem with police evidence rooms, especially when it comes to a simple lack of adequate space. In more ways than one, however, this only proves that you need to conduct purging. Unfortunately, this can prove to be difficult. Federal law requirements and state laws dictate agencies to hold onto evidence pieces, even during long durations of trials and investigations.
Most homicide evidence, for instance, must be retained for a long time, as DNA evidence is vital to a successful prosecution. Unfortunately, it can be difficult to save and manage, especially if the case remains open for a long time without a responsible party. Some pieces of evidence cannot be destroyed for 10 years or more, which is a long time to keep track of an item.
How do you return your evidence room to an orderly state then? It will take some time, but you will need to gather your team and have them identify all pieces of evidence beyond its date of disposition. It will take time, but there will always be pieces there already in need of disposal.
Working with Effective Tools and People
A crowded evidence room is one thing, but a chaotic one is another. If your evidence room falls under the signs mentioned above, it’s time to revisit your evidence room management. Along with an evidence management system, your property and evidence team need to be trained on how to conduct ongoing and regular inspections. This way, they can ensure that all your inventories are audited and analyzed by the people in charge. They should include tracking evidence existing for 50 years or so, well past the mandated 10 years.
Powerful Evidence Tracking by PMI Evidence Tracker™
If you’re on the hunt for a management tool that delivers, PMI Evidence Tracker™ is the answer. We offer you a powerful evidence tracking system, providing your law enforcement agency with an affordable, convenient, and versatile way to manage your evidence rooms. Our software is designed by Cops for Cops, so we understand the importance of providing not only quality products, but also excellent service. Take your evidence management up a notch—choose PMI Evidence Tracker™ today.
