Total Evidence Management Control Over Drugs, Currency, and Firearms

In the realm of law enforcement, managing evidence, especially when it involves drugs, currency, and firearms, requires a meticulous approach to ensure the integrity and security of these items. Each category of evidence brings its own set of challenges, necessitating specific protocols to handle, store, and transfer them properly. This article uncovers the best practices for managing these critical types of evidence, offering detailed insights for law enforcement professionals.

Evidence Handling – Drugs

Intake of Drug Evidence

The initial intake of drug evidence is a pivotal moment in maintaining the integrity of the chain of custody. From the moment drugs are seized, detailed documentation and safety measures must be in place. The process begins with thorough recording: documenting the type of drug, the  quantity, and any unique features it may have. It is essential for the collecting officer to take high-resolution photographs at this stage, capturing the drug in its original packaging and after removal. This visual record not only supports the documentation but also helps in identifying the evidence if disputes arise later.

Field testing, using portable drug testing kits, provides an initial identification of the substance. Although these kits offer preliminary results, laboratory confirmation is necessary for legal proceedings. Accurate weight measurement using calibrated scales further solidifies the evidence’s credibility. Safety cannot be overstated; handlers must wear gloves, masks, and protective clothing to avoid exposure to harmful substances like fentanyl, where additional precautions, such as using naloxone kits and working in ventilated areas, are crucial.

Detailed Procedures

Proper intake procedures are essential to maintaining the integrity and chain of custody for drug evidence. Detailed documentation and safety measures are crucial.

• Documentation:
  • Initial Recording: Record the presumed drug type, quantity, packaging state, and any distinguishing features. Use standardized agency forms to ensure consistency.
  • Chain of Custody: The chain of custody begins when the officer collects it from the scene and they should document that in their report. It is important for the investigating officer to document in their report the date, time, and location where the evidence was collected in addition to when it was submitted to the evidence unit. Then the evidence tech documents when they received it.

Initial Testing:

• Field Testing: Some agencies use portable drug testing kits approved by regulatory authorities. These kits can provide preliminary identification, but lab confirmation is necessary for legal proceedings. Other agencies require net weight and TPW (total package weight)
• Weight Verification: Weigh the drugs using a calibrated scale. Record the weight on the evidence form and cross-check with initial documentation.

• Safety Measures:
  • Protective Gear: Handlers should wear gloves, masks, and protective clothing to avoid exposure to harmful substances. Fentanyl and other potent drugs require additional precautions, such as using naloxone kits and working in well-ventilated areas.
  • Ventilation: Conduct all handling and testing in a well-ventilated area, preferably with fume hoods or external ventilation systems, to mitigate inhalation risks.

Packaging Drug Evidence

Packaging is crucial to preserve the integrity of drug evidence. Different drugs require specific packaging to ensure they remain uncontaminated and secure. For cannabis, paper bags or breathable containers are ideal to prevent mold growth, avoiding plastic bags unless vacuum-sealed for long-term storage. Fentanyl requires airtight, puncture-resistant containers like screw-top vials or metal tins to prevent exposure and contamination. 

Heroin is best contained in heat-sealed plastic bags, with double-bagging recommended for added security. Methamphetamines, too, should be stored in thick, heat-sealed plastic bags to resist punctures and tears. 

We recommend they consult with their crime lab on about preferred methods for packaging narcotics. Some are very strict about how the drugs are packaged.

All packaging should be tamper-evident, using seals and tape that show any signs of unauthorized access. Labels must provide comprehensive information, including case numbers, drug types, weights, dates of packaging, and the initials of the handlers. This ensures that every package is easily identifiable and traceable.

Detailed Procedures

Packaging is critical to preserving the integrity of drug evidence. Different types of drugs require specific packaging solutions.

• General Guidelines:
  • Tamper-Evident Packaging: Use heat-sealed bags, tamper-evident tape, and seals to prevent unauthorized access. Each package should have a unique identifier.
  • Labeling: Labels should include comprehensive information such as the case number, item number, drug type, weight, date of packaging, and initials of the handler.
• Specific Drug Types:
  • Cannabis:
    • Primary Packaging: Use paper bags or breathable containers to prevent mold growth. Avoid plastic bags unless they are vacuum-sealed for long-term storage.
    • Secondary Packaging: Place the primary package in a tamper-evident box or another sealed container to protect from physical damage and environmental exposure.
  • Fentanyl:
    • Primary Packaging: Use airtight, puncture-resistant containers such as screw-top vials or small metal tins to prevent accidental exposure and contamination.
    • Secondary Packaging: Secure the primary container within a tamper-evident sealed bag clearly marked with hazard warnings.
  • Heroin:
    • Primary Packaging: Use heat-sealed plastic bags to contain the substance securely. Double-bagging is recommended for added security.
    • Secondary Packaging: Store in a tamper-evident, rigid container with desiccant packets to control humidity.
  • Methamphetamines:
    • Primary Packaging: Use heat-sealed plastic bags. Ensure the bags are thick enough to resist punctures and tears.
    • Secondary Packaging: Place the primary bags in a tamper-evident container. Label clearly to avoid confusion and contamination.

Storing Drug Evidence

Storing drug evidence requires a controlled environment to maintain the substance’s integrity and ensure safety. Access control is paramount; drug evidence should be stored in secure, access-controlled rooms, monitored by 24/7 surveillance cameras and/or alarms. Only authorized personnel should have access, with all entries and exits logged meticulously.

Environmental controls are equally important. The storage area should maintain a consistent temperature between 59-77°F (15-25°C) and relative humidity below 60%. Climate control systems help achieve these conditions, with specific drugs like cannabis requiring even lower humidity levels to prevent mold. 

Regular audits and inventories are essential to account for all items, using automated systems to manage and track inventory efficiently. Any discrepancies or anomalies found during audits must be reported and investigated immediately.

“The shift from plant-based drugs, like heroin and cocaine, to synthetic, chemical-based drugs, like fentanyl and methamphetamine, has resulted in the most dangerous and deadly drug crisis the United States has ever faced.” 

• DEA Administrator Anne Milgram. 

Detailed Procedures

Maintaining optimal storage conditions is vital for preserving drug evidence integrity and ensuring safety.

• Secure Storage:
  • Access Control: Store drugs in a secure, access-controlled evidence room. Only authorized personnel should have access, and all entries and exits should be logged.
  • Surveillance: Implement 24/7 surveillance cameras in storage areas to monitor and record all activities.
• Environmental Control:
  • Temperature and Humidity: Maintain a consistent temperature between 15-25°C (59-77°F) and relative humidity below 60%. Use climate control systems to regulate conditions.
  • Special Requirements: Certain drugs, such as cannabis, may require lower humidity levels to prevent mold. Refrigerated storage might be necessary for specific substances.
• Regular Inventories:
  • Inventory Management: Conduct regular inventories to ensure all items are accounted for. Use automated systems to track and manage inventory.
  • Anomalies Reporting: Immediately report any discrepancies or anomalies found during audits. Investigate and document findings thoroughly.

Transferring and Tracking Drug Evidence

Maintaining a clear chain of custody is critical when transferring drug evidence. Detailed records of every transfer, including the names of the individuals involved, dates, and times, are essential. Both the transferring and receiving parties should sign off to confirm the transfer, ensuring accountability.

For secure transport, lockable, tamper-evident containers are a must. Clearly labeled and secured, these containers ensure that evidence remains untampered during transit. Only authorized personnel, trained in security protocols and safety measures, should handle and transport drug evidence. 

Implementing electronic evidence management systems with barcode or RFID tagging enables real-time tracking, providing an auditable log of all movements and status changes. This enhances transparency and accountability throughout the process.

Detailed Procedures

Maintaining a clear and secure chain of custody is essential for the legal integrity of drug evidence.

• Chain of Custody:
  • Documentation: Log every transfer of evidence with detailed records of who, when, where, and why. Use standardized agency forms or electronic systems to capture this information. Recording the method of transportation is also important. For example, delivered to the lab in person vs. Fed Ex or some type of tracked courier.
  • Signatures: Require signatures from both the transferring and receiving parties to confirm the transfer.
• Secure Transport:
  • Transport Containers: Use lockable, tamper-evident containers for transport. Ensure containers are clearly labeled and secured.
  • Personnel: Only authorized personnel should handle and transport drug evidence. They should be trained in security protocols and safety measures.
• Tracking Systems:
  • Electronic Systems: Implement electronic evidence management systems (EMS) with barcode or RFID tagging for real-time tracking.
  • Auditable Logs: Ensure the system maintains an auditable log of all movements and status changes. This enhances transparency and accountability.

Handling Currency Evidence

Intake of Currency Evidence

Currency as evidence demands meticulous handling and secure storage to prevent loss or misappropriation. The intake process begins with counting and documenting the total amount and denominations. Using standardized digital forms and recording serial numbers where feasible ensures thorough documentation. The best practice is to photograph the money before it is collected. An even BETTER practice is to run it through a money counter that takes an image of each bill and records the serial number.

Detailed Procedures

Handling currency as evidence requires meticulous documentation and secure handling to prevent loss or misappropriation.

• Documentation:
  • Initial Counting: Count and document the total amount and denominations. Use standardized forms and record serial numbers if feasible. Many agencies have a two-person policy for counting and verifying money.
  • Photographic Evidence: Take high-resolution images of the currency, capturing both sides of each bill. This helps document the condition and prevent disputes.
  • Chain of Custody: Establish a chain of custody log from the moment the currency is received. Include details such as the date, time, location, and individuals involved.
• Authentication:
  • Counterfeit Detection: Verify the authenticity of the currency using counterfeit detection tools such as UV light, magnifying lenses, and specialized pens.
  • Serial Number Recording: Record serial numbers for traceability and verification purposes.

Packaging of Currency Evidence

Verification of authenticity is crucial, using counterfeit detection tools like UV light and magnifying lenses. Recording serial numbers further aids in traceability and verification. For packaging, tamper-evident, sealed bags are standard, with additional sealed bags or lockable containers used for larger amounts. Heat-sealed or vacuum-sealed bags provide extra protection for high-value evidence.

Detailed Procedures

Secure packaging prevents loss, tampering, and damage to currency evidence.

• Sealed Bags:
  • Primary Packaging: Place currency in tamper-evident, sealed bags. Each bag should be labeled with identifying information such as the case number and amount.
  • Secondary Packaging: For large amounts, use additional sealed bags or lockable containers to enhance security.
• Additional Security:
  • Heat-Sealed or Vacuum-Sealed Bags: For long-term storage or high-value evidence, use heat-sealed or vacuum-sealed bags. This provides an extra layer of protection against tampering.
  • Labeling: Clearly label all packaging with comprehensive details, including case number, total amount, and date of packaging.

Storage of Currency Evidence

Storage for currency evidence requires high-security measures. Safes or vaults with limited access, dual-authentication systems, and 24/7 surveillance cameras ensure the highest level of security. The storage environment must be dry and free from contaminants, with desiccants used to control humidity and prevent mold. Regular temperature maintenance prevents physical degradation of the currency.

As a side note, money held as evidence should be stored separately from money that is found property for safekeeping.

Detailed Procedures

High-security storage measures are essential to prevent theft and ensure the integrity of currency evidence.

• High-Security Storage:
  • Safes and Vaults: Store currency in high-security safes or vaults with limited access. Use dual-authentication systems to control access.
  • Surveillance: Implement 24/7 surveillance cameras to monitor storage areas and record all activities.
• Environmental Considerations:
  • Dry Environment: Ensure the storage environment is dry and free from contaminants. Use desiccants to control humidity and prevent mold or deterioration.
  • Temperature Control: Maintain a stable temperature to avoid physical degradation of the currency.

Transfer and Tracking of Currency Evidence

Transfer protocols for currency evidence mirror those for drugs, with detailed chain of custody records and secure transport methods – a two-person method for transporting money or being accompanied by someone who is armed is recommended for large sums. Implementing electronic tracking systems and conducting regular audits help verify the accuracy of records and the integrity of the evidence.

Detailed Procedures

Maintaining a clear chain of custody and secure transport protocols is crucial for currency evidence.

• Chain of Custody:
  • Detailed Records: Maintain detailed records of all transfers, including signatures, dates, and times. Use standardized forms or electronic systems.
  • Secure Documentation: Store all chain of custody records in a secure, centralized database accessible only to authorized personnel.
• Secure Transport:
  • Armored Vehicles: Use armored vehicles for transporting large sums of currency, when possible. If not possible, a two-person method for transporting money or being accompanied by an armed person is recommended. Ensure vehicles are equipped with tracking systems and secure compartments.
  • Personnel: Only authorized and trained personnel should handle and transport currency evidence. Ensure they follow strict security protocols.
• Tracking Systems:
  • Electronic Tracking: Implement electronic evidence management systems (EMS) with barcode or RFID tagging to track the movement and status of currency evidence.
  • Regular Audits: Conduct regular audits to verify the accuracy of records and the integrity of the currency evidence.

Managing Firearm Evidence

Intake of Firearm Evidence

Intake procedures for firearms require stringent safety and documentation protocols. Detailed recording of the firearm’s make, model, serial number, and condition is essential, along with high-resolution photographs from multiple angles. Establishing a digital chain of custody log immediately upon intake ensures detailed tracking from the outset. 

It is vital to document a detailed chain of custody. An automated, digital chain of custody is ideal; however, many agencies continue to maintain this information on paper. Regardless of how it is tracked, the agency should take meticulous steps to document all the pertinent information.

Detailed Procedures

The intake process for firearms requires stringent safety and documentation protocols to ensure security and maintain integrity.

• Documentation:
  • Initial Recording: Record the make, model, serial number, and condition of the firearm. Note any modifications or attachments.
  • Photographic Evidence: Take high-resolution photographs of the firearm from multiple angles. This helps document the condition and any distinguishing features.
  • Chain of Custody: Establish a chain of custody log immediately upon intake. Include details such as the date, time, location, and individuals involved.
• Safety Check:
  • Unloading: Ensure the firearm is unloaded before intake. Use chamber flags to indicate an unloaded status.
  • Safety Inspection: Conduct a safety inspection to check for any modifications, damage, or attachments that could affect handling.

Packaging of Firearm Evidence

Safety checks are critical, including unloading the firearm and using chamber flags to indicate its status. Packaging firearms requires sturdy, tamper-evident containers with specially designed boxes for long guns to secure the firearm in place. Comprehensive labeling includes the firearm’s serial number, case number, item description, and any pertinent details about its condition and modifications.

Detailed Procedures

Proper packaging ensures the safety and integrity of firearm evidence.

• Safe Packaging:
• Primary Packaging: Use sturdy, tamper-evident containers. Consider using specially designed gun boxes that provide security as well as organized storage.
• Secondary Packaging: For additional security, place the primary container in a tamper-evident box or sealed bag.
• Labeling:
• Comprehensive Information: Labels should include the firearm’s serial number, case number, item description, and any pertinent details about its condition and modifications.
• Hazard Warnings: Consider using a Bio-Hazard sticker if the weapon contains hazardous materials or has biological contamination.

Storage of Firearm Evidence

Secure storage involves dedicated, locked firearms evidence rooms with restricted access, steel cabinets or safes for added security, and firearm racks to prevent damage. Firearms should be stored unloaded, with cable locks or other securing mechanisms to prevent accidental discharge. Surveillance cameras monitor storage areas 24/7.

Detailed Procedures

Secure storage is critical for firearms, requiring enhanced security and safety measures.

• Secure Storage:
  • Dedicated Firearms Room: Store firearms in a dedicated, locked firearms evidence room with restricted access. Use steel cabinets or safes for added security.
  • Firearm Racks: Use firearm racks to prevent damage and organize storage. Ensure firearms are not stacked or placed in ways that could cause damage.
• Firearm Safety:
  • Unloaded Storage: Ensure firearms are stored unloaded. Use cable locks or other securing mechanisms to prevent accidental discharge.
  • Surveillance: Implement 24/7 surveillance cameras to monitor storage areas and record all activities.

Transfer and Tracking of Firearm Evidence

Transferring firearm evidence demands detailed chain of custody records and secure transport protocols. Lockable, tamper-evident containers ensure evidence remains secure during transit, and only authorized, trained personnel should handle these items. Implementing electronic tracking systems with barcode or RFID tagging provides real-time tracking and maintains an auditable log of all movements and status changes.

Detailed Procedures

Maintaining a clear and secure chain of custody is essential for the legal integrity of firearm evidence.

• Chain of Custody:
  • Documentation: Log every transfer of evidence with detailed records, including signatures, dates, and times. Use standardized forms or electronic systems to capture this information.
  • Secure Records: Store chain of custody records in a secure, centralized database accessible only to authorized personnel.
• Secure Transport:
  • Transport Containers: Use lockable, tamper-evident containers for transport. Ensure containers are clearly labeled and secured.
  • Personnel: Only authorized personnel should handle and transport firearm evidence. They should be trained in security protocols and safety measures.
• Tracking Systems:
  • Electronic Systems: Implement electronic evidence management systems (EMS) with barcode or RFID tagging for real-time tracking.
  • Auditable Logs: Ensure the system maintains an auditable log of all movements and status changes. This enhances transparency and accountability.

Conclusion

In conclusion, effective evidence management for drugs, currency, and firearms is a cornerstone of modern law enforcement, ensuring the integrity, security, and traceability of critical evidence. Each category of evidence requires meticulous handling, stringent documentation, and specific protocols to maintain the chain of custody and prevent tampering or contamination.

For drug evidence, precise intake, proper packaging, controlled storage, and secure transfer protocols are essential to preserve the integrity of substances and protect personnel from harmful exposure. Detailed documentation, high-resolution photography, and secure, tamper-evident packaging are key elements in maintaining this integrity.

Currency demands high-security measures to prevent loss or misappropriation. From initial counting and counterfeit detection to secure packaging and storage in vaults or safes, each step must be carefully managed. The use of electronic tracking systems and regular audits further ensures the accuracy and security of currency evidence.

Firearms require stringent safety protocols, including unloading and secure packaging in tamper-evident containers. Secure storage in dedicated firearms evidence rooms and detailed chain of custody records during transfers are critical to maintaining the safety and integrity of these items.

Implementing comprehensive evidence management protocols not only safeguards the integrity of evidence but also enhances the efficiency and accountability of law enforcement operations. Proper evidence management for drugs, currency, and firearms is essential for maintaining the integrity of investigations and ensuring the security of sensitive items. 

By following best practices for intake, packaging, storage, transfer, and tracking, law enforcement agencies can effectively manage these types of evidence, uphold the chain of custody, and support successful legal outcomes. Implementing advanced evidence management software can significantly enhance these processes, providing real-time tracking, secure documentation, and efficient inventory management.

To learn more about FileOnQ’s software solutions for Physical, Digital & Forensic Evidence or our Property and Asset Management platforms, click the links you’re most interested in. To Book a Demo,  Visit this page.