IAPE Monthly Newsletter & Updates |
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Ask Joe...Each month, IAPE's primary instructor and Executive Director, Joe Latta, answers one of your questions pertaining to your everyday property and evidence room questions.
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Dear Joe,
Joe, I recently changed agencies in the same county for a promotion into a supervisor position. The department where I worked had an outstanding stand-alone computer system which was very user friendly and had lots of tools that provided many checks and balances that ensured all the evidence was accounted for.
In this new department where I'm working, the property and evidence module is a part of an enterprise system that has CAD, RMS which is less than robust.
After being hired, I began asking lots of questions to my staff of four evidence custodians. I quickly learned that when evidence was placed in the temporary lockers, the officers had done the data entry (that’s good) and when they entered the items there was an allocated computer location referred to as “temp”.
So far so good. When the evidence custodians remove the property in the morning, they temporarily place the item (s) on the counter and later store it on the shelf, in its storage location such as shelf A-1, A-2, or whatever.
I recently found out that when the property and evidence is removed from the lockers there was no comparison or validation of the items in the computer known as “temp” against the item being removed. The chain of custody was documented “temp” with a time stamp and the “storage” with a time stamp. There was nothing in the computer record documenting when the evidence was received by the property room.
This process of “temp” to “storage” had been in place since the installation of their enterprise system in 2012. For the past 10 years, the question was never asked, “did we receive everything that is booked into the computer?”
As we know sometimes, an officer could book something into the computer and for whatever reason not actually put it into the temporary locker (or temp). It could have been released to the owner, taken to the crime lab, deposited in the bank, etc. with the computer record not being appropriately updated or any proof of that transaction
With a little help from our vendor, we were able to conduct a search of all of the records/items that had been entered into the computer and never reached a storage location. We have over 300 officers and during the last 11 years we determined that over 450 items that were booked into the computer had never been received in the property room, including one entry for $35,000. Obviously, no one had ever thought about the necessity of checks and balances.
When this information was forwarded to the command staff there was near panic, no there was panic! According to the records we were missing over 400 items of property and evidence. The chief immediately ordered an inquiry to what was going on! Once the inquiry started it was quickly learned that of the 400 items that were unaccounted for, the officers had retired or moved on to other agencies.
The remaining officers, in some cases, couldn't remember, some recalled they returned it to the owner etc., which each had to be validated. The one case which was of most concern was the $35,000 in cash. Fortunately, the detective working that case remembered and was able to provide the paperwork showing the money had been forfeited and was deposited the same day of computer entry, which absolved the detective from a possible $35,000 loss. As the investigation continues item by item, we are getting resolution to most of the items, except where the employee has left our services and in some cases the inquiry will continue. Any thoughts as to how to prevent this from happening again?
Thank You,
Panicked
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Dear Panicked,
Don’t Panic, Easy solution.
Easy, In the future, use the same type of report your vendor generated for you to search for all item(s) in the “Temp” location. Each morning, prior to removing any items from the “temp location” print from the computer the “temp” list and compare it to the items removed from the Temp locker location. Items not checked off the list are the ones that were entered into the computer and not placed into the temporary locker. Now the property room has a place to start sending out inquiries to the officers to the status of those items.
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Checks and balances!
When using well designed property and evidence software, one would scan each item as it is removed to a location called intake or something similar and when all done the computer should be able to provide a list of everything that was not removed from the locker. That is the goal!
Regards,
Joe
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World Class Training in “Best-Practices” For
Evidence & Property Room Management
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We offer dozens of classes per year across the U.S. and Canada, taught by current and former law enforcement officials with extensive real-world experience in management of property and evidence. This two-day course is ideal for those responsible for, or actively involved in, the operation, supervision or management of a Property and Evidence Unit. All training topics address best business practices and professional standards.
Registration to any 2-Day class now includes the digital download of
"Property and Evidence By The Book" 2nd Edition.
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Celebrating our 30th Anniversary with you by hosting 30 classes
across the country in 2023!
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1-Day Supervisor Class 2023
Daytona Beach, Florida
Marysville, Washington
Lincoln, Nebraska
Commerce City, Colorado
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Be On the Look Out for Additional
Classes Being Planned in 2023
Hamilton, New Jersey
Nashville, Tennessee
Manassas, Virginia
Burbank, California
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2-Day Classes 2023
February
Dublin, Ohio - Sold Out
March
Daytona Beach, Florida
Victoria, British Columbia
April
Marysville, Washington
Salem, Oregon
Parkersburg, WV
May
Lincoln, Nebraska
Allison Park, Pennsylvania
Commerce City, Colorado
June
Las Vegas, Nevada
Auburn Hills, Michigan
Hurst, Texas
Burbank, California
Humble, Texas
July
College Park, Maryland
Joplin, Missouri
August
South San Francisco
Ruston, Louisiana
September
High Point, North Carolina
Massillon, Ohio
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Need Training Right Now?
IAPE also offers ONLINE TRAINING
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The Full online course class option is a great choice if you want much of the same training as the Live classes but without the travel and time away from the department. The IAPE Property and Evidence Management video Course is approximately 14 hours in length and was prepared by Law Enforcement Personnel for Law Enforcement Personnel. Completion of the course meets the training requirements for becoming a Certified Property and Evidence Specialist (CPES).
*Registration to any 2-Day class now includes the digital download of
"Property and Evidence By The Book" 2nd Edition.
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Deputy accused of stealing prescription drugs from drop box in sheriff station pleads not guilty
Deputy Cory Richey was arrested last week as he arrived to work and later booked into jail; a Superior Court judge on Tuesday ordered him to enroll in a drug treatment program
January 12, 2023
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SAN DIEGO —
A veteran sheriff's deputy accused of taking prescription drugs from a drop box in a sheriff's station pleaded not guilty in San Diego on Tuesday to burglary and drug possession charges. Deputy Cory Richey, 39, was arrested at 7:30 a.m. Friday as he arrived to work. He was suspended without pay in light of the allegations, sheriff's officials said.
During Richey's arraignment in Superior Court, Deputy District Attorney Cal Logan said that on several occasions the deputy accessed a patrol station after hours and took medications from a box where community members can dispose of prescription drugs.
After the arraignment, Logan declined to say specify the station. The Sheriff's Department keeps drop boxes for unwanted prescription drugs at various facilities across the county.
A criminal complaint outlines 11 alleged instances of burglary between Nov. 25 and Jan. 3. The complaint also alleges Richey unlawfully possessed three prescription drugs — hydrocodone, tramadol and alprazolam — on Dec. 28. If convicted, Richey faces up to 13 years and six months in jail. Richey, a deputy since March 2007, remained in custody on $250,000 bail after his arrest.
On Tuesday, Judge Laura Halgren released him on his own recognizance and required him to enroll in a residential drug treatment program, among other conditions. Richey was expected to walk out of jail Tuesday evening.
His attorney, Earll Pott, said his client has served "honorably" in the Sheriff's Department for about 15 years. Pott added that there was no evidence of drug sales or distribution in the case.
Logan told Halgren he was concerned about the amount of prescription drugs taken from the station, although he did not specify a quantity. The prosecutor said it is possible Richey was selling the drugs and that the investigation is ongoing.
In a statement Friday, the Sheriff's Department said it does not tolerate criminal activity from employees and investigates all allegations of misconduct. "We hold our employees accountable for decisions made and actions taken," the department said. The episode is the latest criminal case against a deputy.
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COMMENTARY: NOT AGAIN!
We don’t have any knowledge regarding location of the Take Back boxes or any possible surveillance camera and not assuming anything.
However, are providing our latest standard 9.14 Drug Take-Back Programs along with the reasoning for the standard.
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9.14. DRUG TAKE-BACK PROGRAM 9.14.1.
- 9.14.1.1. Drugs from “Drug Take-Back” programs will be submitted into a designated and secure temporary storage container with enhanced security until the drugs are removed for destruction.
- 9.14.1.2. All submitted drugs in the “Drug Take-Back” box will be secured in a container (commercial drop box) that has two separate locks and is controlled (or accessed) by two different personnel or units.
- 9.14.1.3. A surveillance device will be used to monitor the “Drug Take-Back” box.
- 9.14.1.4. When items are removed from the “Drug Take-Back” box, two personnel will be required to witness the removal.
- 9.14.1.5. The second person should be from another unit within the agency.
- Standard 9.14. Drug Take-Back Program (Reasoning Document)
Reasoning: Drug drop-off boxes often contain dangerous drugs that have monetary value to others. Employees with any type of substance abuse problem can take advantage of the items since they are not generally documented and not properly secured while awaiting destruction These drugs are most vulnerable because there is no documentation or accountability; they are often a target of theft because no one knows what is inside. Video surveillance of the storage and collection process is highly recommended to provide another level of security.
- The ability to safely destroy these drugs is a valuable community service that needs careful management to avoid having sole access by any one employee. The use of two different locks and two different keys is highly recommended effectively creating a “rule of two” for security purposes. The use of surveillance cameras is recommended.
- Two people should be used to empty the contents of the “Drug Take-Back” container and place it in a box or other container that is sealed and initialed as it is removed from the drop box.
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Got a Job? Need a Job?
IAPE is delighted to announce that we have a new section for posting a job announcement or checking job opportunities.
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Become a Certified Evidence Specialist
Along with the IAPE's extensive evidence training courses, the IAPE offers our members the opportunity to become Certified Property and Evidence Specialists.
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IAPE Copper Vacuum Insulated Bottle, 22oz
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IAPE | www.IAPE.org | 800-449-4273
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