GE-3, PROPERTY MANAGEMENT AND EVIDENCE CONTROL.PDF

MARICOPA COUNTY SHERIFF’S OFFICE
POLICY AND PROCEDURES
Subject Policy Number
PROPERTY MANAGEMENT GE-3
Effective Date
AND EVIDENCE CONTROL
08-23-17
Related Information Supersedes
GJ-5, Crime Scene Management GE-3 (09-15-14)
GJ-4 (09-15-14)
PURPOSE
The purpose of this Policy is to establish guidelines for the management, control, and release of found, recovered,
seized, and evidentiary property.
Although this Policy refers to “employees” throughout, this Policy also applies with equal force to all volunteers.
Volunteers include, but are not limited to, reserve deputies and posse members.
POLICY
It is the policy of the Office to ensure that all property and evidence seized by employees is properly marked,
packaged, documented, secured, and disposed of in accordance with state law and Office Policy. This is to
prevent property and evidence from being lost, damaged, or destroyed improperly; and to release property to its
rightful owner whenever possible.
DEFINITIONS
Biological Evidence: Any biological material such as hair, tissue, bones, teeth, blood, semen, or other bodily fluids,
or evidence items containing biological material (DNA Initiative 2012).
Chain of Custody: The complete and sequential documentation of all persons having control over an article of
physical evidence between the time it is collected and when it is offered into evidence at a judicial proceeding. This
documentation consists of the names and serial numbers of all employees assuming control of the evidence, and the
dates, times, and places the control is assumed or transferred.
Deoxyribonucleic Acid (DNA): A molecule that encodes the genetic instructions used in the development and
functioning of all known living organisms and many viruses.
Dispose: The transfer of property by its return to the owner, sale, conversion or destruction, or by any other
means of disposal.
1. Auction: The legal sale of property from which the proceeds shall be paid to a general fund of the
jurisdiction.
2. Destruction: The physical demolition of property, rendering it useless.

Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
3. Diversion: The process by which the ownership of abandoned, forfeited, or unclaimed property,
that has a useful value to the Office, is legally transferred to the Office.
Employee: A person currently employed by the Office in a classified, unclassified, full-time, part-time, contract,
temporary, or probationary status.
Evidence: Material that has probative value in tending to prove or disprove a material fact in a criminal or civil
case.
Exigent Circumstances: The sum of the conditions and information available in any event which, taken in
totality, dictates a need for immediate action.
Found Property: Recovered, lost, surrendered, abandoned or otherwise received property that is non-evidentiary
and is turned over to a public agency where the owner may or may not be known. Found property is disposed of if
it is not claimed after 30 days.
Known Source: A sample derived from a person or thing to be compared to physical evidence collected at the scene
of an incident. A known source sample becomes physical evidence at the time it is obtained.
Packaging: The approved manner in which items with potential evidentiary value are wrapped, bagged, or boxed
to be preserved, documented and labeled.
Pathogen: An agent capable of causing disease in humans.
Physical Evidence: Any substance or material which can be seen and touched, and may be found or recovered in
connection with a criminal investigation.
Property: Any items, including currency, that are held for safekeeping, as evidence, found property, or which has
been abandoned, unclaimed, or awarded by the court.
Property and Evidence/QueTel System: An electronic system that served law enforcement for evidence
management, Property management, processing and tracking of evidence and property. The Officer Input Module
(OIM) is an application within this System.
Qualified Person: Any paramedic, phlebotomist, or other person certified by the State of Arizona to draw blood
in a medical capacity.
Right of Refusal: The authority granted to Property Management Division personnel to reject and notify the
employee and the supervisor that the property or evidence is improperly packaged or documented and requires
corrective action.
Safekeeping: Non-evidentiary property that is placed in the custody of the Office for temporary protection on
behalf of the owner and is available for immediate release to the rightful owner. Safekeeping property is disposed
of if it is not claimed after 30 days.
Seized Property: Property acquired through involuntary surrender by warrant or warrantless search. Items taken
as evidence should be categorized as both seized and evidence.
Temporary Storage: The period of time between when an item is submitted until the time the item is actually
received by the Property Management Division.
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
Transfer of Custody: The transfer of any article of physical evidence from one person to another, with the receiver
assuming responsibility for that evidence while under his control.
Volunteer: A person who performs hours of service for civic, charitable, or humanitarian reasons, without
promise, expectation, or receipt of compensation for services rendered. An employee may not volunteer to
perform the same, similar, or related duties for the Office that the employee is normally paid to perform.
PROCEDURES
1. Hours of Operation: Normal business hours for the Property Management Division are 0700-1600 and
the Scientific Analysis Division (Crime Lab) are 0800-1600 Monday through Friday, with the exception
of holidays. Property Management Division Night Drop is accessible after normal business hours,
including evenings, weekends, and holidays.
2. After-Hours Access and Night Drop:
A. After-hours access is any time when the Property Management Division is closed. Only two areas
are accessible after-hours, the rear gate and the exterior night-drop door; all other areas shall
remain secured at all times.
B. All required packaging and manual forms shall be available in the night-drop area of the Property
Management Division.
C. All evidence, safekeeping, or found property left in the night drop area shall be entered into the
Property and Evidence/QueTel System using the night drop deposit location. The Property
Management Division has a barcode printer available for use by employees delivering items to
the Property Management Division night drop. This printer is identified in the Property and
Evidence/QueTel System as “PE_ FRONT.” All procedures apply to any property left in the night
drop area. Failure to complete any task shall result in the item being rejected. The employee
responsible for leaving the evidence or property shall return to the Property Management
Division during normal business hours to address any issue regarding rejected property.
3. Rules:
A. No unauthorized person shall be allowed access or entry into the Property Management Division
Warehouse. In order to maintain the integrity of stored property and/or evidence, employees
having official business within the area shall register on the designated sign-in log upon arrival
and shall be escorted by Property Management personnel for the duration of their official
business.
B. Employees are responsible for properly reporting, documenting, securing, and impounding any
property that is being held as evidence, found property, or for safekeeping, which comes into their
possession during the course of their regular duties, and prior to the end of the shift in which it
was seized or recovered.
1. Only under exigent circumstances, such as the result of an extensive investigation where
mass quantities of evidence must be processed, and it is not feasible to complete prior to
the end of shift, and with prior approval from the Investigation Bureau Chief shall an
exception be made to completing the impounding process by the end of shift. However,
the property shall be promptly addressed by the end of the following shift.
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
2. Confiscation of evidence or property for personal use, failure to turn in all evidence or
property, or any other willful deviation from this Office Policy may result in disciplinary
action, up to and including dismissal from employment, as specified in Office Policy GC-
17, Employee Disciplinary Procedures.
C. All items shall be impounded under an Incident Report (IR) number and shall be entered through
the Property and Evidence/QueTel System. Each item shall be given a bar code and tracked until
it is released or disposed of.
D. When any property is taken from a person, that person shall be provided with a detailed Property
Receipt. This form is located in the Traffic and Criminal Software System (TraCS). The Property
Receipt shall be in English, and/or Spanish, and contain instructions on how to retrieve the
property. An employee who does not have access to the TraCS shall use the Property 30-Day
Notice Form.
E. Supervisors are responsible for ensuring that seized property and evidence is entered into the
Property and Evidence/QueTel System prior to the end of shift in which it was seized except as
noted in this policy with prior approval from the Investigation Bureau Chief.
4. Packaging of Seized or Recovered Property and/or Evidence:
A. Each individual item of property and/or evidence shall be packaged separately utilizing Office
approved and appropriately sized package containers. Any deviation in package methods that do
not meet the Property Management Division and the Crime Lab standards shall be refused and the
employee and his supervisor shall be notified by e-mail that the evidence is improperly packaged
or documented and requires correction prior to transport to the Property Management Division for
storage.
1. All of the following items are Office approved packaging containers and available
through the Sheriff’s Office Warehouse Operations.
a. Plastic evidence bags;
b. Paper evidence bags;
c. Biohazard bags;
d. Gun boxes;
e. Manila envelopes;
f. Currency envelopes;
g. Cardboard boxes;
h. Safety tubes;
i. Metal hazardous material containers; and
j. Wire evidence tags.
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
2. Evidence requiring scientific analysis, such as Deoxyribonucleic Acid (DNA) or latent
fingerprints, shall be packaged in paper evidence bags or cardboard boxes.
3. Each photo identification (ID) or other form of identification, such as, Passports and ID
cards, shall be packaged separately in a clear plastic evidence bag and placed so it is
visible to the Property Management Division.
4. Cardboard boxes are to be use when preserving DNA, fingerprints, biohazardous items,
or the destruction of items. Other uses of cardboard boxes for packaging items shall
require the approval of the Property Management Division Commander, or his designee.
B. All packaged or tagged items to be impounded shall be marked for identification and placed in
designated areas for retrieval by Property Management personnel. All packages shall be sealed,
and the employee’s initials, serial number, and the date shall be clearly marked on the seal.
C. Each item shall be entered through the Property and Evidence/QueTel System and assigned its
own bar code label that shall be securely attached to the exterior of the packaging container or to
the item. The IR number and item number shall be handwritten on the container.
D. When entering property and/or evidence that shall be delivered to the Property Management
Division, the default bar code printer of PE_FRONT shall be selected to have the bar code labels
print at the Property Management Division for pickup.
E. Evidence requiring analysis shall be placed in separate individual containers and submitted to the
Property Management Division with the appropriate lab analysis forms filled out electronically,
as specified in this Office Policy. Items requiring analysis that are not packaged separately shall
require repackaging by the individual requesting the analysis.
F. All firearms shall be unloaded, packaged, and secured in the appropriate sized cardboard gun box,
clear plastic evidence bag, or paper evidence bag. If the firearm is too large, it may be tagged
with a wire evidence tag with the bar code label attached to the tag. All ammunition and
magazines shall be packaged separately from the firearm.
G. Other than cigarette lighters, explosives, combustible materials, and chemically hazardous
materials shall NOT be submitted to the Property Management Division. Bomb Squad personnel
shall store and dispose of all actual and suspected bombs, explosives, and dangerous materials.
1. Cigarette lighters can be impounded as evidence and must be package separately in a
clear plastic property bag.
2. Cigarette lighters should not be impounded as found or safekeeping property, unless
requested by the arresting officer or the owner.
H. All property and/or evidence considered biohazard must be labeled with a red biohazard sticker
on the outside of the container holding the property and/or evidence and properly noted in the
Property and Evidence/QueTel System.
1. Any items with dried blood or bodily fluids shall be impounded in a paper evidence bag
with at least one biohazard label on the outside along with the barcode label.
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
2. If the item smells or must remain wet, the item shall be placed in a red biohazard bag for
impounding and a barcode label on the bag. These items are handled with latex gloves
and placed in the refrigerator/freezer in the Property Management Warehouse.
I. Perishable items such as, but not limited to, any food items with a limited shelf life shall not be
submitted to the Property Management Division. Any perishable items that need to be tested shall
be entered into the Property and Evidence/QueTel System and transported by authorized
employees to the Crime Lab along with a Request for Scientific Examination form.
J. Property Management personnel shall not accept items which are not appropriately packaged, as
specified in this Policy, unless the items have been pre-approved for acceptance by a Property
Management Division supervisor. Any items that are not packaged properly shall result in the
items being rejected and the employee receiving an e-mail for corrective action.
5. Processing Digital Photos and Body-Worn Camera Recordings:
A. Digital photographs of an incident taken by employees shall be downloaded to a CD or DVD.
1. All photographs and including photographs taken at an autopsy shall be transported by
authorized personnel to the Crime Lab on a CD or DVD along with the Photographic
Film/Digital Media Submission form to have on file. All requests for autopsy
photographs shall be referred to the Maricopa County Office of the Medical Examiner
(OME).
2. Cell phones should not be used to digitally record scenes or evidence, unless exigent
circumstances exist. If used, the images must be downloaded to a CD or DVD and
submitted, as specified in this Policy. Photographs taken on a cell phone are subject to be
impounded for investigative purposes.
3. All digital media, including seized and recovered evidence and digital copies of
interviews and recorded conversations, shall be downloaded to a CD or DVD and entered
through Property and Evidence/QueTel System to the Property Management Division.
B. All body-worn camera recordings shall be retained and stored in www.evidence.com, as specified
in Office Policy GJ-35, Body-Worn Cameras. Any copies of a recorded event made for court
purposes shall be documented and entered into the Property Management Division as evidence.
6. Temporary Storage of Seized or Recovered Property and Evidence: All property and/or evidence
impounded by employees shall be held in an approved secure storage location. Employees forwarding
such property and/or evidence are responsible for obtaining proper documentation and ensuring the chain
of custody is maintained.
A. The location of lockers and storage rooms must be approved by the division commander and the
Property Management Division Commander.
B. Employees requiring access to the lockers or storage room shall go to the division commander, or
his designee. Only the division commander, or his designee, shall have access to the lockers or
storage rooms.
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
C. In conjunction with the proper submission into the Property and Evidence/QueTel System a log
shall be maintained within the division to track all property and evidence temporarily secured in
the approved locker or storage room.
D. Supervisors shall ensure that employees are properly completing, processing, and packaging the
property and/or evidence stored in temporary lockers and storage rooms for the acceptance and
transport by the Property Management Division.
E. Property Management personnel are responsible for acceptance and the transportation of
impounded property and/or evidence to the Property Management Division. Property
Management Division personnel maintain the authority for right of refusal to reject and notify the
employee and his supervisor that the property and/or evidence is improperly packaged or
documented and requires correction prior to transport to the Property Management Division for
storage.
F. All articles of physical evidence shall be entered into the Property Management Division before
any type of laboratory testing is requested. Any physical evidence that will be tested at a crime
laboratory setting shall be packaged in paper products.
7. Property and Evidence Report: The Property and Evidence Report is a document that is generated
when property and/or evidence is entered into the Property and Evidence/QueTel System. Each entry
shall be assigned an IR number or incorporated into an existing IR number. A copy of the Property and
Evidence Report shall be printed prior to submitting the report in the Property and Evidence/QueTel
System, and attached to the IR and forwarded to the Records and ID Division. Failure by an employee to
forward the report with the IR, as specified in this Office Policy, shall result in the supervisor making an
entry into Blue Team, noting the failure by the employee.
A. The Property and Evidence Report shall be filled out properly and as complete as possible.
Addresses, including zip codes, shall be supplied for ALL victims, owners, next of kin, and
suspects. Employees found to be in violation of this Office Policy may be subject to disciplinary
action, up to and including dismissal from employment, as specified in Office Policy GC-17,
Employee Disciplinary Procedure.
B. Copies of all Property and Evidence Reports can be retrieved through the Property and
Evidence/QueTel System after the impounded items have been finalized and received by the
Property Management Division, for future reference or as needed.
1. Property entered into the Property and Evidence/QueTel System that has not been
finalized, is systematically sent by the Property and Evidence/QueTel System to the “Un-
submitted” file, and reviewed by the Property Management Division, Bureau of Internal
Oversight (BIO), and the administrative sergeant at each district and division.
2. When the property entry is not corrected within two weeks by finalizing the entered
property, an e-mail is sent by the Property Management Division, to the employee and
their supervisor requesting a correction and/or explanation of the un-submitted property.
3. If there is no response within seven days, the Property Management Division
Commander shall send an e-mail to the commander of the district or division, requesting
completion and an explanation.
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
4. Once the property and/or evidence has been taken off the “Un-submitted” file, a notation
in the property history is made indicating that an e-mail was sent for correction and or the
e-mail chain of the correction is added to the attachment tab of the item.
C. A system entry error shall cause the report or individual items to be rejected by the Property
Management personnel, causing a delay of the processing of property and/or evidence. The
employee and the supervisor shall be notified by e-mail to correct the error and resubmit the
items.
D. Handwritten Property and Evidence Invoices are no longer an acceptable method of entering
property and/or evidence into the Property Management Division. If property and/or evidence is
checked out for any reason and is on a handwritten property invoice, the property and/or evidence
shall be entered into the Property and Evidence/QueTel System upon its return to the Property
Management Division. This shall be completed by the employee who checked out the property
and/or evidence.
8. Transfer of Custody of Property and/or Evidence: It shall be the responsibility of all employees to
properly document all transfers of custody of property and/or evidence.
A. Transferring of custody of all property and/or evidence for any reason shall require the information
to be entered through Property and Evidence/QueTel System.
B. The information to be recorded in the Property and Evidence/QueTel System shall include:
1. The signature of the person delivering the evidence;
2. The date and time of transfer;
3. The reason for transfer;
4. The destination;
5. The signature of the person receiving the evidence;
6. A description of the evidence;
7. IR number;
8. Where the evidence was collected;
9. Where the evidence was stored;
10. Who was in possession of the evidence and for what purpose;
11. What was done to the evidence (e.g., analysis or re-packaging); and
12. Date and time information.
C. Transferring of custody of all evidence requiring laboratory testing shall be recorded on the
Request for Scientific Examination form and submitted to the Scientific Analysis Division (Crime
Lab) electronically. Inked fingerprints and latent prints and palm prints shall not be submitted
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
into the Property Management Division as evidence. Fingerprints and latent prints must be
transported by authorized employees directly to the Crime Lab.
9. Seizure and Impound of Arizona License Plates, Driver Licenses, and Identification (ID) Cards:
A. Seizure of License Plates:
1. If at the conclusion of a traffic stop, where the deputy issues a citation for a traffic
violation, which includes a violation of Arizona Revised Statutes (ARS) § 28-4139, he
shall impound the license plate. A license plates seizure under ARS § 28-4139 cannot
occur without the issuance of a citation for violation of ARS § 28-4139. Additionally, the
suspended seized plate shall not be left with the violator at the time of citation.
2. If at the conclusion of a traffic stop, where the deputy issues a citation and writes an IR for a
criminal violation, which also includes a violation of ARS § 28-4139 or other such criminal
statutes which mandate the impounding of the license plate, he shall impound the license
plate. Arizona license plates seized as evidence under a criminal IR shall be impounded
and properly documented in the narrative. Examples includes, but are not limited to,
license plates seized under ARS § 28-2531 (B).
3. In addition to the citation, and as applicable an IR, the documentation required for the
seizure and impound of the license plate shall also include the Property Receipt generated
by TraCS and the Property and Evidence Report that is generated by the Property and
Evidence/QueTel System.
B. Seizure and Impound of Arizona Driver Licenses or Identification Cards (IDs):
1. A deputy shall seize and impound a suspended or revoked driver’s license only when a
driver presents a suspended, revoked, or otherwise unlawfully displays a license in a
traffic-related situation.
a. Criminal traffic violations that require a driver’s license to be seized include, but are
not limited to, violations of ARS § 28-3473 and ARS § 28-3478.
b. The driver’s license shall be impounded into the Property Management Division as
evidence under the criminal IR number and properly documented in the narrative
of the corresponding IR.
2. A fictitious or altered driver’s license constitutes other crimes under Arizona law, and
therefore, with probable cause, seizure for evidentiary purposes is appropriate and a
criminal IR with relevant charges shall document such seizure.
3. In addition to the citation, and as applicable an IR, the documentation required for the
seizure and impound of the driver’s license shall also include the Property Receipt
generated by TraCS and the Property and Evidence Report that is generated by the
Property and Evidence/QueTel System.
C. Out of State License Plates and Drivers’ Licenses: When there are violations of Arizona state law,
out of state driver’s licenses and license plates should not normally be seized for traffic code
violations. The appropriate criminal or civil citation may be issued, the violator shall be advised
of the status of the driver’s license plate, and that they cannot legally operate a vehicle. The card
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
or other document shall be returned to the violator. A fictitious or altered license constitutes other
crimes under Arizona law, and therefore, with probable cause, seizure for evidentiary proposes is still
appropriate, and a criminal IR with relevant charges shall document such seizure. The licenses plate
and/or driver license shall be impounded.
D. Deputies shall not normally seize other types of identification during traffic stops or other
contacts, unless prior to the item’s seizure probable cause exists to indicate the documents are
fraudulent, forged, or otherwise illegal. These types of ID include, but are not limited to:
passports, school identification cards, another country’s identification cards, Visas, travel
documents, birth certificates, and credit or debit cards, and so on. If such items are seized,
deputies shall impound them as evidence, as specified in this Policy.
E. Packaging of seized License Plates, Drivers’ Licenses and ID Cards: All seized license plates,
drivers’ licenses, and ID cards shall be packaged separately in a clear plastic bag. Each item shall be
entered into the Property and Evidence/QueTel System and properly documented. The exception
to packaging these items in clear plastic bags is if drivers’ licenses and license plates need to be
processed by the Crime Lab for any purpose. Under these circumstances, the license plates and
driver licenses shall be packaged individually in paper evidence bags.
F. Exceptions for Seizure and Impounding of Driver’s License: The exception to this requirement
occurs when driver’s licenses are mailed to the Motor Vehicle Division (MVD) as required by the
DUI Implied Consent Admin Per/Se form, in which case the disposition of the driver’s license
shall be documented in the narrative.
10. Currency:
A. Foreign currency shall be entered into the Property and Evidence/QueTel System using the
“FOREIGN CURRENCY” item category and shall be processed and packaged as property, not
currency.
B. United States currency shall require the use of an Office currency envelope and a currency report
that is generated by the Property and Evidence/QueTel System.
C. All United States currency shall be entered into the the Property and Evidence/QueTel System
using the “CURRENCY” item category. Failure to do so shall result in a currency report not
being generated. The item description shall state the total monies being impounded and total
number of currency envelopes used in packaging. The bar code shall be attached to the back of
the sealed envelope. Failure to complete these steps shall result in the item being rejected by
Property Management personnel and immediately deleted from the currency report. The item
shall have to be resubmitted, delaying the acceptance of any property and/or evidence by the
Property Management Division.
D. Prior to accepting the currency, Property Management personnel, along with a supervisor, shall
verify the denomination of bills and coins, as well as the total dollar amount submitted to insure
its accuracy. Once all verifications have been completed, the currency envelope shall be resealed.
The seal shall be initialed by the employee and the property custodian for transportation to the
Property Management Division. If the count is different than the amount listed on the envelope
and the the Property and Evidence/QueTel System, the currency shall be rejected by the Property
Management Division personnel and returned to the temporary storage and immediately deleted
from the currency report. The currency shall be recounted and resubmitted, delaying the
processing of any property and/or evidence by the Property Management Division.
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
E. Upon transport to the Property Management Division, the currency envelope shall immediately
be placed in the vault located in the Property Management Division Warehouse by two Property
Management personnel. An entry shall be made in Property and Evidence/QueTel System using
the “Item History” category with the employees’ names, serial numbers, and the date when the
currency was placed in the vault.
F. Bio hazardous currency shall be air-dried prior to being submitted into the Property Management
Division. Universal precautions shall be observed to prevent contact with blood or other
potentially infectious materials, as specified in Office Policy CP-6, Bloodborne Pathogens. After
drying, each bill shall be individually packaged in a clear plastic bag, with both sides of the bill
clearly visible. Contaminated coins shall be packaged similar to paper currency; however several
coins may be packaged together as long as the denomination of each coin can be clearly
determined. Each individual bag shall be sealed and labeled with a fluorescent orange biohazard
label. The packaged currency shall then be placed in the currency envelope. The item shall be
noted in the Property and Evidence QueTel System as being a biohazard. Property Management
personnel shall then process the currency.
G. A copy of the currency report shall be printed prior to final submission into the Property and
Evidence/QueTel System. The currency report along with the Property and Evidence Report shall
be forwarded to the Records and ID Division.
H. Any currency left in the Property Management Division Night Drop area shall require the
submitting employee to return to the Property Management Division during normal business
hours for processing.
11. Firearms:
A. Employees shall NOT impound a loaded firearm into the Property Management Division.
B. The following shall be required when impounding firearms into the Property and Evidence/
QueTel System, in addition to any special packaging or handling required, as specified in Office
Policy GJ-5, Crime Scene Management.
1. Employees shall contact the Operations information Center (OIC) to have the following
completed:
1. A printout of the inquiry and any resultant match shall be attached to the firearm
and the NCIC number entered into the system.
2. For all stolen firearms, the Property and Evidence Report shall have the reporting
agency, IR number, contact person, and telephone number listed in the item
description. If the NCIC printout is not attached to the firearm or the proper
information is not included in the item description, this shall result in the item
being rejected and not accepted by the Property Management Division, until this
information is received and the proper paperwork is attached to the firearm.
2. Employee shall enter all firearms into the Property and Evidence/QueTel System using
one of the listed firearms (FA) item categories. These categories are in compliant with the
Alcohol, Tobacco, and Firearms (ATF) form. Failure to use these categories shall result
in the ATF form not being created. This shall result in the item being rejected and
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
immediately deleted from the Property and Evidence Report. The item shall be
resubmitted using the appropriate FA item category.
a. Each firearm serial number shall be checked against the NCIC gun files to
determine if it is stolen. Any firearm that matches a stolen gun shall be processed
as a recovery.
b. If no record of the firearm is found, each firearm shall be entered into the
National Crime Information Center (NCIC), as one of the following to receive a
NCIC number which shall be documented on:
1. Found or Recovery;
2. Safekeeping;
3. Seized; or
4. Evidentiary
C. All firearms that are retained because of a domestic violence incident shall be entered into the
Property and Evidence/QueTel System using the “DV SAFEKEEPING” option. After the
required 72-hour hold, as specified in Office Policy EA-8, Domestic Violence, Property
Management personnel shall make written notification of the pending firearm release to the
victim, verifying that no order of protection has been obtained, and contacting the owner when
the firearm is available for release.
D. All safekeeping firearms shall be held by the Property Management Division for a total of 180
days. It is the submitting employee’s responsibility to provide the owner with a Property Receipt
or the Confiscated Firearms Receipt, and attach a copy of the Property Receipt or the Confiscated
Firearms Receipt to the firearm for transport to the Property Management Division. The
“OWNER” and “RETURN TO” fields shall be properly filled out in the Property and
Evidence/QueTel System, in the event Property Management personnel need to make contact for
any purpose. Failure to complete any of these steps shall result in the item being rejected and not
accepted by the Property Management Division until this information has been received and
attached to the firearm. After 180 days, Property Management personnel shall check the firearm
against NCIC stolen files. If the check of the firearm is negative, it shall be scheduled for
disposal.
E. All found firearms shall be held by the Property Management Division for a total of 180 days. In
the event an owner is located during this time, Property Management personnel shall check the
firearm against NCIC stolen files. If the check is found negative, it shall be returned to the owner.
If after 180 days no owner is located, the firearm shall be checked against NCIC stolen files. If
the check is found negative, it shall be removed from the NCIC Found or Recovery Gun File and
the firearm shall be disposed of, as specified in this Office Policy.
F. All evidentiary firearms shall be test fired for entry into the National Integrated Ballistics
Information Network (NIBIN) prior to release. The Firearms Unit of the Crime Lab shall test fire
firearms when a Request for Scientific Examination form has been submitted electronically.
Found firearms shall be test fired by the Property Management Division prior to release.
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
G. Fired cartridge cases or shot shells submitted to the Property Management Division must have a
Request for Scientific Examination form filled out and submitted to the Crime Lab, for the
purpose of entering into NIBIN. Those items needing a latent print analysis or DNA analysis can
have the analysis requested on the same Request for Scientific Examination form.
H. Safekeeping firearms shall not be test fired for entry into NIBIN. In the event that a safekeeping
firearm needs to be tested for entry into NIBIN, the case agent shall contact the Property
Management Division to perform the test.
12. Collection Procedures of Biological Evidence: When collecting or handling biological evidence, the
employee shall wear personal protective equipment (PPE), as specified in Office CP-6, Bloodborne
Pathogens. The PPE to be worn includes, but is not limited to, a mask and gloves. The gloves should be
change frequently. DNA cellular material is easily deposited on evidence touched and breathed on which
could lead to cross contamination and could ultimately result in an employee being asked to give a sample
of their DNA for testing. Employees shall:
A. DNA: Put a minimal amount of distilled water on the swab and swipe the swab over the area or
item where DNA is being collected. Do not saturate the swab; one drop is usually more than
sufficient. Swipe another dry swab over the same area as before. Place both swabs, swab side up, in
a Bio-Guard tube with desiccant and humidifier card or swab box. Allow to air-dry in the tube or
box, without the cap on, until completely dry.
B. Wet Blood: Take one or two swabs and swipe the wet blood being collected on one side of the
swab. Do not over saturate the swab. Place one or both swabs, swab side up, in the Bio-Guard tube
with desiccant and humidifier card or swab box. Allow to air-dry in the tube, without the cap on,
until completely dry.
C. Dried Blood:
1. Put a minimal amount of distilled water on the swab and swipe over the dried blood stain,
getting as much dried blood on the swab as possible. Place the swab, swab side up, in the
Bio-Guard tube with desiccant and humidifier card or swab box. Allow to air-dry in the
tube or box, without the cap on, until completely dry.
2. If dried stains are scraped, they shall be placed into an evidence envelope to carry scraped
dried stains, secured, and placed in a 9 x12 paper evidence bag.
D. Buccal Swab: Take two swabs and rub the inside of the one cheek. Place both swabs, swab side up
in a Bio-Guard tube with desiccant and humidifier card or swab box and allow to air-dry before
packaging.
E. Blood, semen, saliva, or other bodily fluid stains found at a scene or on evidence can be collected
using three-inch cotton swabs with or without distilled water. If the stain is dried, the substance
on the item can be scraped. Biological evidence shall be processed, as specified in this Policy.
F. Wet clothing contaminated with biological evidence should be taken to the drying room at the
Major Crimes Division, Vehicle Processing Center to be air dried. Once air dried, evidence shall be
packaged with butcher paper and place into plastic or paper evidence bag and submitted to the
Property Management Division. If the biological substance cannot be dried, it should be packaged
in a plastic evidence bag and submitted to the Property Management Division to be frozen, as
specified in the Policy.
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
13. Packaging of Biological Evidence: The IR number and item number shall be written on the exterior side of
the biological evidence tube or box. Once the tube has been sealed, initial the tube. Each tube shall be
packaged in an Office-approved 9 x 12 inch clear plastic or paper evidence bag. If the swabs are in a swab
box and the ends are sealed, place the boxes in an Office-approved 9 x 12 inch paper evidence bag. When
filling out the bar code label with all the information, be specific about where the swab was collected from.
14. Storing Biological Evidence: Biological evidence, other than whole blood samples, such as blood stains,
seminal stains, and bodily tissues collected at the scene of an incident, shall be stored as follows:
A. Samples of tissue or organs shall be STORED FROZEN in a plastic evidence bag with the IR
number, date, employee serial number, and the item number documented on the container. The
container shall be placed in a cardboard box or paper bag. The bar code label shall be placed on
the outside of the cardboard box or paper bag.
B. Wet specimens from crime scenes that could not be air dried due to the nature of the item or the
case shall be STORED FROZEN in a plastic evidence bag with the IR number, date, employee
serial number and the item number documented on the plastic evidence bag. The plastic evidence
bag shall be placed in a cardboard box or paper bag. The bar code label shall be placed on the
outside of the cardboard box or paper bag.
C. Dried blood or bodily fluid stains on items of evidence that are not collected using swabs shall be
stored in a dry, air-conditioned environment. DO NOT FREEZE as frozen stains on the non-
porous items become liquid upon thawing and run off the items, which may be harmful to
subsequent DNA analysis.
D. Sex Crime Evidence Kits shall be FROZEN prior to submission to the Property Management
Division. All kits are FROZEN before and after analysis to maintain consistency. Frozen kits
best preserve the DNA evidence.
E. Teeth, bones, hair, and fingernail clippings or scrapings shall be stored in a dry, air-conditioned
environment. NOT FROZEN.
F. Saliva samples shall be submitted to the Property Management Division and stored in a dry, air-
conditioned environment.
15. Transporting Biological Evidence: When transporting tubes containing biological evidence, the cap shall
be put on, but once back at the district, the cap shall be taken off and allowed to air dry completely in a clean
secured location. This could take up to 48 hours or longer if the evidence is kept in the tube. The tube can be
placed in a fuming hood, swab dryer, or a clean location to dry.
16. Processing and Storing Whole Blood Samples: Whole blood samples from a known source shall be
collected in Ethylene Dinitrilo Tectraacetic Acid (EDTA) preservative tubes by a qualified person. The
EDTA preservative tubes shall be packaged in Office-approved containers, marked “BIOHAZARD /
BLOOD,” and maintained in a refrigerator.
17. Collection, Packaging and Storing Moist Soil or Plant Material: Moist soil or plant material shall be
thoroughly air-dried at room temperature. Dried soil shall be packaged in hard-plastic or leak-proof
containers. Plant material shall be in paper, and stored in a dry, air-conditioned environment.
18. Collection, Packaging and Storing Capsules or Pills: Capsules or pills shall be counted and documented
on both the Property and Evidence Report and in the IR. When possible, this type of evidence shall be
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
weighed, unless the substance is sealed in tamper-proof containers or packaging. The volume of liquid drugs
shall be estimated in metric units.
19. Requests for Laboratory Examinations: The investigating employee shall be ultimately responsible for
making the necessary requests for laboratory examinations. This does not prevent crime lab personnel from
submitting evidence to outside crime laboratories, as specified in this policy.
A. It is the investigating employee’s responsibility to accurately complete the Request for Scientific
Examination form. The appropriate box must be checked under the sub-heading “Can these items
be chemically processed?” If the appropriate boxes are not checked, all evidence shall be processed
chemically, if needed.
B. All Office Request for Scientific Examination forms shall be sent through Office e-mail, as an
electronic attachment, to the designated e-mail address found under the Global Address of MCSO
SAD.
C. Any evidence which is being submitted directly to the Crime Lab must have approval from the
Crime Lab Commander, or Crime Lab Supervisor. If approval is obtained, evidence must first be
submitted to the Property Management Division through the Property and Evidence/QueTel
System with appropriate documentation, then immediately checked back out and brought to the
Crime Lab. Otherwise all evidence must be submitted to the Property Management Division with
appropriate examination requests dispersed to the Crime Lab.
D. Once the Crime Lab is available to conduct the scientific examination, Crime Lab personnel will
obtain the evidence from the Property Management Division to conduct the examination.
20. Evidence Submitted to Other Crime Laboratories: Evidence which is submitted to other crime
laboratories shall first be submitted to the Property Management Division with appropriate documentation,
then checked back out to submit to the appropriate laboratory, or left at the Property Management Division
with appropriate examination request paperwork completed. Evidence shall be forwarded to other crime
laboratories according to the following:
A. Submitting Physical Evidence to an Outside Crime Laboratory: When physical evidence is
submitted to a crime laboratory outside of the Office, such as that of the Department of Public
Safety (DPS) Laboratory, Property Management personnel shall ensure that the name and serial
number of the transporting employee, the date and time of transfer, and the name and serial number
of the person receiving the evidence is recorded.
B. Submitting Biological Evidence to an Outside Crime Laboratory: When submitting biological
evidence to an outside laboratory for examination, samples from known sources shall be submitted
along with such evidence, when appropriate.
C. Evidence submitted to other crime laboratories shall be accompanied by a letter from the requesting
employee. The letter shall contain the following:
1. A brief synopsis of the incident.
2. A complete list of the evidence submitted.
3. The types of examinations requested.
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
4. The name, assignment, and phone number of the employee to whom the Laboratory
Analysis Report is to be sent.
D. The evidence and accompanying letter may be transported by an authorized employee or submitted
by United States Post Office certified mail, return receipt requested. The certified mail return receipt
and the signature card should be made part of the original IR and impounded.
E. When a Laboratory Analysis Report is received from an outside crime laboratory, the requesting
employee shall submit the report to the Records and ID Division to be filed with the original IR.
21. Department of Public Safety (DPS): Items requiring DPS analysis shall be individually packaged prior
to submission to the Property Management Division. DPS will not accept items that are not packaged in
this manner. The DPS analysis form shall be completed electronically and submitted to the Property
Management Division. Forms can be delivered to the Property Management Division with the initial
acceptance of the evidence by Property Management personnel or sent by interdepartmental mail. Once
all paperwork has been received, Property Management personnel shall ensure that the evidence meets all
DPS packaging requirements, process all needed paperwork, and submit the item to DPS for analysis. The
type of evidence that could be for DPS analysis:
A. Serology;
B. Drugs;
C. Toxicology;
D. Hand writing analysis;
E. DNA;
F. Unknown Substances;
G. Blood Alcohol; and
H. Trace Analysis.
22. Safekeeping Property: All safekeeping property shall be maintained in the Property Management
Division for a total of 30 days.
A. Property submitted as safekeeping shall have the following information included in the Property
and Evidence/QueTel System prior to submission:
1. Owners name; and
2. Address and zip code.
B. If any of the owner’s information is not completed, the property shall be rejected by the Property
Management personnel.
C. The Property Management personnel shall notify the employee by e-mail of the rejection, and
document in the Property and Evidence/QueTel System the reason for the rejection.
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
D. Property that is not corrected shall be sent to the “Un-submitted” list in the Property and
Evidence/QueTel System, after two weeks an e-mail is sent to the employee and their supervisor
for correction.
E. All property accepted, shall have a 30-Day Notification form completed, and sent to the owner by
the Property Management personnel. An automatic line in the chain of custody is added to the
Property and Evidence/QueTel System giving the date, time, and the Property Management
personnel serial numbers.
F. The owner must provide a valid government issued picture ID to claim the property. After 30
days, and the owner has not claimed the property, it shall be disposed of, as specified in this
Policy.
23. Found Property: All found property, with the exception of firearms, shall be maintained in the Property
Management Division for a total of 30 days in the event that an owner can be identified. After this time,
the property shall be disposed of, as specified in this Office Policy.
24. Disposal of Property: All property that is submitted to the Property Management Division for disposal
that has not been claimed after 30 days shall be documented in the Property and Evidence/QueTel
System. Employees shall use the “Item Transfer” function along with the serial number of the Property
Management personnel accepting it. The Property Management personnel shall ensure that the paperwork
is in order and that the property is eligible for destruction. Once the property has been verified for
destruction by two Property Management personnel, it shall be sent to a designated landfill by the
Property Management Division.
25. Evidence for Release: All evidence scheduled to be released to the rightful owner or scheduled for
disposal, after it no longer has any evidentiary value, shall be processed through the Property and
Evidence/QueTel System using the “REQUEST” field or Disposition tab.
A. Any evidence stored in the Property Management Division prior to the year 2009 shall require a
manual release and the completion of the Maricopa County Sheriff Office Release Authorization
form. A copy of the form can be faxed to the Property Management Division with the original
form sent by inter-department mail. Once the form is received by the Property Management
Division, the proper paperwork shall be completed and either the notification shall be sent to the
individual or the disposal process shall be completed. Property shall not be released or disposed
of until the original document is received.
B. Property shall not be released until the Property Management Division completes the release
procedures specified in this Office Policy.
C. Under no circumstances shall verbal requests be honored for the release of property to any
individual or for the purpose of destruction.
26. Evidence for Disposal: All evidence scheduled to be disposed after it no longer has any evidentiary value
shall be processed through the Property and Evidence/QueTel System using the “REQUEST” field or
Disposition tab.
A. Any evidence stored in the Property Management Division prior to the year 2009, shall require a
handwritten release and the completion of the Maricopa County Sheriff Office Release
Authorization Form. A copy of the form can be faxed to the Property Management Division with
the original form sent by interdepartmental mail. Once the form is received by the Property
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
Management Division, the proper paperwork shall be completed and the disposal process shall be
completed. Property shall not be disposed of until the original document is received.
B. Evidence shall not be disposed of until the Property Management Division completes the release
procedures specified in this Office Policy.
C. Under no circumstances shall verbal requests be honored for the destruction of evidence.
27. Evidence Request for Viewing, Court, or Lab Analysis: All evidence “signed out” shall be reviewed
by the Property Management Division every 30 days. The Property Management Division shall notify the
employee and his supervisor for the status of the evidence, and will have 14 days to respond. If a response
is not received, the Property Management Division Commander shall send a notification by e-mail to the
employee’s and the supervisor’s division commander requesting resolution to the issue. An entry into
Blue Team shall be made, noting the failure by the employee.
A. Law enforcement personnel, crime lab personnel, or case agents who wish to view or sign out any
evidence shall complete a “REQUEST” through the Property and Evidence/QueTel System. The
request shall clearly state the reason, date, and time that the property shall be required to be made
available by Property Management personnel. At least 24-hours advance notice shall be required.
The law enforcement or crime lab personnel shall verbally notify the Property Management
personnel at least 24 hours in advance of any requests for property submitted prior to 2009.
B. Law enforcement personnel, crime lab personnel, or case agents shall sign out all requested
evidence prior to it being released by the Property Management personnel.
C. Employees shall not redistribute or release photographic imagery, in any form, to another
individual or law enforcement agency, unless written authorization is submitted by the case agent.
The Legal Liaison Section (LLS) of the Compliance Division may request digital media upon
receipt of a records request. The LLS shall work with the case agent prior to release of records.
Requests shall not be made through the Property Management Division directly.
D. An employee must be present when the Maricopa County Attorney’s Office, or any other person,
request to view evidence. The Property Management Division can provide a viewing room for
this purpose.
E. Requests for outside blood analysis shall require the case agent to complete the steps specified in
this section. The case agent shall be responsible for the repackaging and resubmitting of the
separated evidence through the Property and Evidence/QueTel System. The case agent is required
to complete a release request for the outside agency. The release request shall clearly state the
name, title, company, and contact information for the person receiving the property. For any
outside analysis requests prior to the year 2009, handwritten invoices and release request
paperwork shall be completed. Property Management Division personnel shall only release the
evidence when all steps have been completed.
28. Inmate or Jail Property Impounded as Found or Safekeeping:
A. When personal property or clothing belonging to an inmate is found in a jail facility or cannot be
accepted by the jail due to size limitations, and is impounded to the Property Management
Division for safekeeping, the Property Receipt or Property 30-Day Notice Form shall be prepared
and packaged according to this Office Policy, in addition to entering the property into the
Property and Evidence/QueTel System.
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Policy GE-3, Property Management and Evidence Control Effective Date: 08-23-17
B. If the inmate is no longer in Office custody, copies of the Property Receipt or Property 30-Day
Notice Form and the Property and Evidence Report shall be brought to the Property Management
Division with delivery of the property. If the Property Receipt or Property 30-Day Notice Form is
not included with the property, the items shall be rejected and delay the processing of any
property. The Property Management Division shall ensure that a copy of the Property Receipt or
Property 30-Day Notice Form is mailed to the inmate’s address of record.
C. If the inmate is in Office custody, the Property Receipt or Property 30-Day Notice Form shall be
signed by the inmate and attached to the property, in addition to the Property and Evidence Report. A
copy of the signed Property Receipt or Property 30-Day Notice Form shall be given to the inmate.
The inmate shall be informed that the property shall be held for 30 days and failure to retrieve or
release the items within 30 days shall result in the items being disposed of, as specified in this Office
Policy. If the Property Receipt or Property 30-Day Notice Form is not included with the property,
the items shall be rejected, thus delaying the processing of any property.
D. Property shall be entered using a deposit location established for the jail facility delivering the
property to the Property Management Division. An IR is required for entry into the Property and
Evidence/QueTel System. The inmate’s booking number shall be entered into the brief narrative.
Failure to do this shall result in the items being rejected, and delaying the processing of any
property.
E. If a prisoner is booked into the jail with excessive personal property that was not accepted by
detention personnel, it becomes the responsibility of the transporting personnel to impound the
property. Prisoner personal property left at an approved secured storage room for transport shall
require the Property Receipt or Property 30-Day Notice Form.
F. All inmate safekeeping and found property shall be maintained in the Property Management
Division for a total of 30 days. After this time, the property shall be scheduled for disposal, as
specified in this Office Policy.
29. Release of Safekeeping Property:
A. In order for property to be released to the owner, the owner must provide a valid government
issued picture ID.
1. If the owner’s ID card is contained in the property to be released, it may be used as
identification to release the property to the owner.
2. Inmate color-coded ID bracelets do not constitute a proper form of identification.
B. If the owner is unable to retrieve his own property, he must provide a notarized power of attorney
to a designated person that can retrieve his property. The recipient must provide a valid
government issued picture ID along with the power of attorney to the Property Management
Division during regular business hours. An exception can be made if the nearest relative listed in
Jail Management System (JMS) comes to retrieve the property and he has the Property Receipt or
the Property 30-Day Notice Form provided to the inmate.
30. Training: The Property Management Division and the Training Division shall be responsible for
providing training for all sworn and detention personnel on the seizing, packaging, securing, disposal, and
return of property.
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