If you've worked with me or attended my training seminars, you may know my
mantra: Organization is key.
When I work in a Property and Evidence Unit, there are a number of critical organizational techniques I always
hope to see in place before I leave. Why? Because organization is key.
It enables all of us on the job: we have the tools to be efficient,
professional, and compliant.
One
of my favorite “tools” is a shared computer drive. This is a
replacement for your wall of post-it notes and memos taped to desktops
as reminders. Unfortunately, those notes, intended to be helpful
reminders, often become wallpaper and overlooked. On an evidence room
visit in 2008, I found a memo from 1996 taped to the wall above the
Property Officer’s desk. Wallpaper for sure. Time for a shared drive.
A
shared drive on the department computer system is designated for the
Property and Evidence Unit only, and contains files for all current
forms, protocols, and directives. There are many software programs
available for organizing a shared drive, and if you have an in-house IT
guru, establishing a sleekly designed reference program is ideal.
However, your IT department should be able to provide exactly what you
need, economically.
This
organized filing system works well in large or small property and
evidence units. For obvious reasons, your agency policy should dictate
the “security levels” for all automation related to the property and
evidence unit; therefore, a key element is the "Read Only" feature for
“Authorized Users”. Your agency policy governs all aspects involving
the Property and Evidence Unit, so be sure it addresses who is
responsible for uploading information to the shared drive, what files are stored there,
the access levels, the annual review for relevancy, etc.
Below are just a few suggestions you may wish to include on your shared (reference) drive:
- Monthly auction manifests and remittance checks for easy reference;
- "Archived or historical" records relating to the evidence room that would be otherwise placed in a binder;
- Flyers
or brochures for training presentations that you have attended
throughout the year (who knows when your supervisor will need a list of
training you’ve attended for your annual review?);
- Telephone records, for the court house, city hall, department of justice, county jail;
- Annual firearm and narcotic destruction lists and related court affidavits;
- Firearm handling reference materials;
- Finance transfers;
- Range master lists;
- Guidelines for media protocols, photo and taped interview upload instructions;
- Administrative policies, packaging manuals and procedures;
- “Law
Enforcement Only” emails that are circulated that provide instructional
materials or contact phone numbers -for instance: regional task force
information on copper wire thefts, Officer Safety Bulletins, etc.;
- Logs
or registers for all equipment used in the Property and Evidence Room
relating to: room access, alarm testing, blood drying cabinet usage,
calendared temperature checks on all freezers and refrigerators;
- Forensic lab fee schedules;
- Equipment warranties.
Remember
to make the shared drive "Read Only" so that the information is secure
and can't modified or deleted (when you have multiple people accessing
the information).
Depending
on your unit’s current organization and resources, putting together a
shared drive can be a large or small task. The degree of efficiency the
shared drive produces is phenomenal, and it gives everyone involved in
property handling the tools and confidence they’re doing their job well.
Put together a shared drive and you’ll find time to address other needs
in your unit.
Remember: Organization is key.
You've probably heard by now, of the tragic death of Officer Kenyon Youngstrom in Walnut Creek. He was 37-years young, responding to a routine traffic stop, when the driver shot him. My heart goes out to his family--his wife, children, mother, and extended family--as they only begin to cope with this loss.
