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.