Property and Evidence on Your Agency’s Website

Following last week’s theme in which organization assists efficiency, I’d like to present another efficiency-endorsing tool: a clear and concise web page on your agency’s public website.

A link to the agency’s site increases the professional “look” of your Property and Evidence Unit and the manner in which your agency is represented on the web and thus, to the public. 

A well-designed web page will speed communication and allow your officers to offer a “quick link” for the citizenry and hopefully, circumvent unnecessary phone calls that can interrupt an otherwise productive day. Your property and evidence unit phone system can refer callers to the website for “Detailed Instructions” on how to obtain any Property or Evidence in the custody of your agency, your hours of operation, and key links to other websites (such as the Department of Justice Firearms Unit, e.g.).

Topics you might consider on your web page include:

• Hours of operation 
• Found property
• Property held for safekeeping
• Firearms
• Information on required documents needed prior to any property release such as,  government photo identification, storage fees, prisoner waivers
• Links to other websites, auctioneers, and other government forms or documents.

Creating and Maintaining the Web Page

Other pointers for a professional, up-to-date page include:

• Professionally worded information is key.  Have several individuals check for spelling and grammar. Remember, you’re representing your agency.
• Schedule regular reviews of all information to ensure relevancy.
• Review other agencies’ websites and speak to counterparts for ideas about what information they offer.

As Always, Begin with Your Department Policy

As per usual, I would be remiss if I neglected to mention that a well-written department policy will always speak to all aspects that govern the agency including the use of the agency website. 

The Policy may include many things, but should specify who in the agency has permission to upload information, what information is held on the website and how often it is reviewed for relevancy.

In Closing

We are always looking for feedback, so please let us know what has worked well for you and if you’d like to offer a particular tool that will help others in this unique field.

Organization is Key

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.