Evidence Workgroup Members

Tuesday, November 19, 2019

8:37 AM

December 7th, 2020 Agenda

Monday, November 23, 2020

9:21 AM

Evidence Meeting Agenda

Teams Virtual Meeting

December 8, 2020

9:00 a.m. – 3:00 p.m.

December 7th, 2020 Meeting Notes

Monday, November 23, 2020

9:21 AM

Evidence Meeting Agenda

Teams Virtual Meeting

December 8, 2020

9:00 a.m. – 3:00 p.m.

Attendees

1. Welcome

   1. Housekeeping

   2. Introductions

   3. Incident Project

      1. Talked about the Incident Project which started last year

         1. Added Incident Form

            1. Has the ability to send eReferral

         2. Property Form

         3. Modified Attachment Form

      2. Incident group wanted to set up a sub group that includes Evidence Tech's that have more expertise on the form

      3. Geri reviewed the incident project and the new forms that were introduced

2. What is needed?

   1. Items

      1. Form Fields

      2. Field Drop down lists

      3. F2 Help

         1. Need to Create

      4. Reports

         1. What Reports are needed

         2. Labels

         3. Property Receipt

      5. Signatures

         1. Are they needed?

         2. TraCS can collect signatures

            1. What and who's signatures are needed to be collected.

      6. Analysis reports

      7. Notifications

   2. IAPE standards

      1. Need to be able to create our forms are meeting the standards of this organization.

3. Flow of Evidence/Property

   1. Bryan - DNR- Chain of custody

      1. Collect evidence and then add a seizure tag, if a partner collects it and then passes it to another person need to have a chain of custody (currently on back of seizure tag).

      2. DNR often deals with almost every LE agency in the state regarding evidence, storage, etc.

   2. Holly -Ashwaubenon

      1. in the field and collect evidence, where was collected who found and collect it, then it is put into a paper bag. Back to agency and then entered into a property form and that is transferred to evidence form and put into the evidence lockers.

         1. Chain of custody, who found it, who collected it.

         2. Bagged

         3. Returned to agency for processing

         4. Evidence tag and stored in temporary storage

         5. Review of incident

         6. Deposal of evidence as procedure.

   3. Cyndell - Dane Sheriff CO

      1. on scene officers collect evidence, they put in paper bag, badge number where it was collected, the put into temporary locker, then evidence entered into our management system in 'Beast' and then put evidence into a temporary locker. She scans evidence and puts into a permanent location - she adds a end date or if unknown puts a 3 or 4 months later review system. Anytime that the evidence was moved from one person to the next

         1. Chain of command

         2. Evidence bagged and initialed by collecting officer

         3. They use BEAST

         4. Property into temp evidence room

         5. Scanned and moved to permanent storage.

         6. Chain of custody is used when it is moved

   4. Booker - Sparta PD

      1. Collection usually done by an officer, they enter into temporary evidence location. They enter the evidence into our RMS system. From there our evidence room processes the evidence and will assign it to another location in the evidence room. From there there may need to be transferred (crime lab, officers for phone dumps...) its location is tracked to disposition. also do routine audits which usually has the system pick a evidence location and we get a print out of all the items at that location and we audit that location.

   5. Paul Houx - Clear Lake PD

      1. Online system (cloud based), they can put stuff in with a dropdown and then

      2. Develop a statewide RMS system - Cloud Based - to transfer

         1. Lacking - another agency will provide them with evidence, and they don' t have their name in their system (have an 'other ' so they can type something in)

      3. Limited to their officers only.

         1. Would need to be able to have other agency officers available

            1. Either accepting evidence or giving evidence to other agencies.

   6. How many agencies work with others in the collection on evidence?

      1. Cyndel - Menasha We have both Calumet County and Winnebago County

      2. Booker - just Sparta

      3. Paul -- If a statewide RMS was developed it would be most helpful in the interagency operation of evidence.

      4. On behalf of Bryan Harrenstein (DNR): DNR often deals with almost every LE agency in the state regarding evidence, storage, etc.

   7. Summary

      1. Officers techs collect property from the field.

         1. Put in Car (paper Bags)

         2. Need a receipt to give to 'owner'

         3. Additional information collected

            1. Who Collected property from

            2. Location of where property was collected from

      2. Bring Back to Office and process

      3. Put in Temporary lockers

      4. Put in Permanent location

      5. Chain of Custody changes

         1. Lab

         2. DA

         3. Other

      6. Disposition (Not using the Purge terminology)

         1. Length of storage determined by statute

         2. Destruction

         3. Gun sent to Milwaukee

         4. Returned to Owner

         5. Auction

4. Property Form Vs Evidence form

   1. Geri went through and filled out the Property Form

      1. Grams or Kilogram (that field should be larger, quantity is larger that this field)

      2. Property group - color can type anything?

      3. Property Form suggestion from Travis

         1. Travis -- Have each property added as an individual property instead of the way it is set up now?

         2. Geri has a concern of what she needs or how she can gather the info. she needs for the incident form

         3. Holly - stored by best practice - doesn't want to track a piece of evidence by a incident number but wants an evidence number

         4. Dar would like to see if anyone else has any comments on Travis's suggestion of having one form per piece of evidence/property

   2. Nate asked: How many pieces of evidence/property does a typical case have for your agency?

      1. Booker: Nathan, we average 4-5 pieces, but do search warrants a few times a month which can easily reach 50+ items. We have two cases this year which are over 300 items but those pretty rare

      2. Paul: Nate - the average for items is likely 5 to 10 items. A search warrant or major crime scene 20 to 30 items or more.

   3. Travis: If you collect multiple pieces of property, some are evidence and get transferred to the evidence form, others are just property, could we select certain items within the property form to issue a printed property receipt or would all the items print out? Wondering if this would be another issue with grouping all things on one form.

      1. Cyndell - question if TraCS will print out a

      2. Paul: Travis- I see where you are going. For instance when we do a search warrant having the ability to print a list for homeowner for items seized (owner driven) would be nice at the scene. There may be other items from that same location seized different owners..

      3. Nate: Use one form, replicate locations or owners, then may be some efficiencies.

         1. Holly - If there is one form for property, or for the owner, or the location it could be an issue.

            1. Without seeing how the property form will transfer over to the evidence form, it is hard to make a good choice.

            2. On the property form is there a number that is transferred over to the new form, is this a generated number or hand keyed.

         2. Nathan - do you have an example of labels that can be printed out?

            1. Would this work like the crash form where multiple people are receiving citations but yet are linked to the crash form.

   4. Jason = TraCS is set up as a one officer driven, 30 foot overview, Oak shooting Temple - multiple, thousands of evidence taken that multiple officers could be entering evidence at once? Geri - no, not at this time.

      1. Could forms be molded together? Case information - You could have multiple forms and have them all hooked together to one Case. You can have one Case owner, but multiple officers can create forms.

   5. Bryan - MACH - can go back and assign a case number later. TraCS, can we open up multiple forms, and then go back and assign a case.

   6. Paul: Just a thought- if a property form was limited to say 30 items. If there were more than 30 open another property form that is linked. That may help with the system getting bogged down like what happens with a crash report with several vehicles………..?

   7. Cyndell - months down the road, and they want to pull a separate item to give to an officer or do an audit?

   8. Nate: Property form - Chain of Evidence - So that case you may have several people collecting evidence, they will have different property forms based on who entered/started entering the form. If 100 pieces of evidence, they aren't all going to fit on one property form? Or do you create separate labels to connect the property? What if the property is not evidence, but you will still need a chain of custody?

   9. Holly - If all items are entered, is there a way to get a quick snap shot to get all property and evidence form, or will they have to print each form separately. If they are all on the property form, you can print that. Or you can create Analysis reports/adhoc reports.

      1. Warrant return report? Needed

      2. Nathan - Holly were you including warrant in the property

         1. No, when you do a warrant return, you have a list of pieces and properties. WAI - page 98 (?)

         2. Geri - may need

   10. Cyndell - one form with check boxes - 50 items - 20 check boxes for certain owners, and then just check them when you need to print them out?

   11. Bryan - Property form and replicate to the evidence form

       1. If listed on the property - you designate what it was who belong to, can you do a disposition off the property/evidence form, seize vehicle, pot, (5 items), then if purse wasn't put into evidence, could you somehow be able to disposition and get if back to the owner?

          1. If one property/evidence - there wouldn't be enough

   12. Summary

       1. Multiple Items on Evidence/Property

       2. Items owned by multiple people

       3. Chain of Custody

       4. Split chain of Custody of multiple items

       5. Multiple Agencies

5. Fields Needed

   1. Geri did a nice job transitioning to this after break! Asked people to send copies of reports that they use from their current systems.

   2. Document Group (All TraCS generated fields except for those mentioned)

      1. DOT Document Number

      2. Form Rejection Reason

      3. Machine Number

      4. Police Number - Officer can fill in

      5. Document Tags - Officer can fill in

      6. Baseline

      7. TraCS Pack

      8. Map

      9. Disposition - Too early to discuss - This is a table

   3. Evidence Group (Kind of Summary Group)

      1. Evidence Short Description

         1. Bryan - Yes, it would be beneficial (100 char. is fine)

      2. Type of Seizure (How you got the item) Use Wai standard

         1. Is there a table?

         2. Booker - evidence, safe keeping, lost and found,

         3. Cyndel: I think you could just remove the type of seizure and use the 'reason for seizure' box or visa versa: ie. found/evidence/safekeeping - Merge the two fields and call Reason for Seizure.

         4. Booker would like to keep both fields - easier for evid. Techs to deal with Dispositions and purging items.

      3. Reason for Seizure

         1. See above

      4. Evidence Type - use WAI standards

      5. Quantity - keep at 6 characters

      6. Seized By - Can add a look up for those in their agency

      7. Size - Cyndel - don't feel like the need this - Can remove

      8. Need to get someone from the Crime Lab to verify if we need it

         1. Cyndel will check with their form to see if the field is needed.

      9. Measurement- Will come back to this - may be duplicate

      10. Serial Num - May not need this - this is the Form Number in WI

      11. Submit to Lab - (Yes/No)

      12. Exams Requested - Drop down from crime lab (multi list)

      13. Submission Type Code -code used to specify if officer is handing to them directly, in temporary locker, etc - https://wilenet.org/html/crime-lab/analysis/documents/Transmittal%20of%20Criminal%20Evidence.docx

      14. Packing Code - replacing size

      15. Tracking Number (packaging tracking number) - may be part of Chain of Custody

      16. Enter any Special Handling instruction

          1. Holly wants a narrative

          2. Paul wants a dropdown with an other - narrative

          3. Decided to have Special Handling field dropdown multi list and an additional field called Special Handling Other with 1000 char. narrative.

      17. Enter any Extra Notes that will not be

   4. Summary Group

      1. Date (Incident)

      2. Time (Incident)

      3. Total Drugs - Property

      4. Total Vehicles - Property

      5. Total … - Property

      6. Total Money - Property

      7. Total Items - Property

      8. The total value of coins recovered - part of a report

      9. The total value of all bills recovered - part of a report

      10. The total value of all cash recovered - part of a report

      11. Total Amount - part of a report

      12. Purge Review Date - Yes add

      13. Obtained From - signature from the person it was obtained from

          1. Cyndel provides the individual with a receipt of what was seized accept in situations when there is a search report

          2. Holly would like to have this for when another agency hands it over to another agency. Geri stated that this is part of chain of custody

      14. Enter the date which the form was signed (not sure what Geri said)

      15. Incident Document Number - autopopulated - might need

      16. Enter if the information of the person was known - Yes/No

          1. Holly says this is important

      17. Bryan / DNR - Property seized from known and then sold?

          1. Either a chain of custody or purge - type of purge (sold, auction, donate, etc.)

          2. Jessica - Dane CSO they have auction

   5. Offenses

      1. Statute Number

      2. Offense Code (NIBRS)

         1. Cyndel - it's based on the homicide/OWI etc. and all evidence falls under that

      3. Felony, misdemeanor, infraction , etc

      4. Statute Description

         1. Cyndel - they don't have this, because they have the statute number

         2. Nate - Check with the Crime Lab to see what they need

         3. Holly - Not everything is needed for the Would these be required fields?

      5. Ordinance Number (Add field)

      6. Ordinance Description (Added field)

      7. How many statutes/ordinances do you want to collect? 1? 3?

         1. Geri - the alcohol goes through and picks the top 3 statutes.

         2. Paul: I think one is fine as reports will cover more than one

   6. Drug Group

      1. Loss Type - Not Index (holly?)

      2. Property Type (one choice)

      3. Evidence Number

      4. Drug Type - NIBRS list is limited - DRE listing

      5. Drug Quantity - the number

      6. Drug Type Measure -

      7. Drug Value - Do we need?

      8. Date Recovered - Do we need?

      9. Recovered Value - Do we need?

   7. Vehicle Group

      1. Loss Type

      2. Property Type

      3. Vehicle Type

      4. Property Type

      5. Evidence

      6. Bryan was wondering if the value fields could be left blank? No, accept for vehicles - it's a NIBRS requirement.

         1. Alesha - Yes, use Kelly Blue Book

      7. Many other fields

      8. Towed fields - Paul and Nate stated that they don't need them.

         1. Brian asked he they wanted to keep Phone Number - Travis was okay with keeping it, since it won't be required.

      9. Date Recovered

      10. Recovered Property Value

      11. Recovered in parts - Y/N

      12. Cyndel - I don't think the ORI would be needed. We document this with our TIME System and all the paperwork gets attached to the report. There is no need for ORI, agency info in regards to an evidence stand point.

   8. Firearm Group

      1. Loss Type

      2. Property Type

         1. This would just be firearm

         2. Then you could add a new field called Firearm Type

            1. Single list / Other (Handgun, shotgun, etc)

      3. Property Description

      4. Value

      5. Evidence Number

      6. Make

      7. Model

      8. Date Recovered

      9. Caliber

         1. Nate: Crime lab would be a good

      10. Add a new field Condition the firearm was in when they recovered/seized it.

          1. Cyndel Sawall - Photographs are also important in that aspect to document the condition of the firearm. We don't document the condition in our evidence system

          2. Travis - or is that part of chain of custody?

          3. Paul - When returning to owner we document that we did a criminal history….. just a thought

          4. Cyndel - Couldn't that go under the attachments?

      11. ATF eTrace - new field - Y/N

      12. NIBIN - new field - Y/N

   9. All Other Property Items Group

      1. Loss Type

      2. Property Type

      3. Item Description

      4. Quantity

      5. Value

      6. Evidence Number

      7. Make

      8. Model

      9. Color

      10. Serial Number

      11. OAN # (Consistent on Number)

      12. NCIC #

1. Individual Group

   1. Person Type

      1. Eg. Per Cyndel - Owner, possessor, victim, suspect, finder

      2. Paul Owner could be a business also

   2. Name fields

   3. Address fields

   4. DOB, demographic

   5. Ethnicity (?)

   6. FBI number - Won't be needed

   7. DCI Number - Won't be needed

   8. Paul: A spot for insurance as this could be used to take a stolen property compliant as well and insurance info would be nice?

   9. Firearm Disqualifier - Y/N

   10. Insurance Paid Out - Y/N

2. Location Group

   1. All the same as other

   2. Location Type

   3. Zip Code of building

   4. Building Number

   5. Floor Number

   6. Narrative

      1. No one commented and it sounds like they don't need these fields

3. Vehicle located in

   1. Vehicle registration info. - Nate - yes, they would need

   2. Bryan - Yes, they would use it.

4. Chain of custody

   1. From Type

   2. From Location

      1. Don't know why we need the from Type because it should be the same as before. It shouldn't have moved

   3. To Type - Type of transfer

   4. To Location - ID of the temporary storage location

   5. To Storage Type - Type of permanent evidence storage

   6. To Storage Location - ID of permanent storage location

   7. To Property Control Location - select property/evidence control location

      1. Assignment/Homework - They need to go back and look at how they

1. ID of permanent storage

2. One chain of custody for one piece of evidence.

3. When doing the temporary, the permanent storage doesn't show so they can't accidently put in wrong storage? Cyndel and Menasha

4. Need signature if going to a different person.

5. Keep signature on this

6. Booker: Patrol usually doesn't see the evidence room storage location. they usually are only able to pick a temporary locations. That way they are not adding stuff to your evidence room which has not been entered/accepted by the evidence room techs

7. Paul - Is this something that can be left open and tailored to each agency’s needs?

   1. Geri - the fields can be tailored to the agency, with their own dropdown lists

   2. Paul - chain of custody update - can you choose to have a custodial change, requiring a signature.

      1. Geri - possibly if use ribbons (Chain of custody) and have popups/dropdown of type of transfer

8. Purge of Evidence

   1. Purge Type

   2. Date of Purge

   3. Time of Purge

   4. Evidence Present

   5. Narrative

   6. Purged by

   7. Badge number

   8. Party relinquishing control / destroy property signature

   9. Received by / witness

   10. Badge Number

   11. Party acquiring control / witness to destruction of property signature

   12. Entered by

       1. Could you have a separate group called Signature Group, so if they need a signature, they could include or not.

       2. Add a field - Witness Needed - Check box, then if checked no, witness doesn't appear. If checked Yes, then witness info. appears.

   13. Use, Disposition instead of Purge

       1. Cyndel and Paul stated 'Yes'

9. Narrative Group

   1. How big do you want? Unlimited? 5000 character?

   2. Is this narrative for dispositions or is it for the whole form?

10. Agency Group

    1. Same as all the other forms

11. Attachment Group

12. Bar Codes

    1. QR Codes are not available through TraCS at this time.

       1. Would need to request this to become available

       2. No timeframe as to when it could be made available.

    2. PDF417 Linear Stacked

       1. Available now

    3. Code39 Simple alpha numeric

       1. Available now

    4. Discussion

       1. BEAST uses Code39

       2. Check with crime lab to see where they are going to & when? We use code 39 in our rms now.

       3. How much data could be contained in a barcode.

          1. Would like to save time when transferring evidence and they wouldn't have to recreate the form.

       4. Forms can be transfer forms between agencies as long as they are web services.

       5. Could it be on the evident label for inventory

    5. Decision: Stay with Code39

13. Next Meetings

14. Drop Down Lists

15. Prioritize

16. Transmission

December 7 Brian's meeting notes

Monday, December 7, 2020

3:24 PM

Evidence Meeting Agenda 

Teams Virtual Meeting  

December 8, 2020 

9:00 a.m. – 3:00 p.m. 

Attendees 

1.  

2.  

3.  

4.  

5.  

6.  

7. Welcome 

8. Housekeeping 

9. Introductions 

10. Members present introduced themselves and gave a brief description on how they are involved in the handling of evidence. 

11. Incident Project 

12. Geri reviewed the incident project and the new forms that were introduced. 

13. What is needed? 

14. Items 

15. Form Fields 

16. Field Drop down lists 

17. F2 Help 

18. Need create 

19. Reports 

20. What reports are needed. 

21. Labels 

22. Property Receipt 

23. Signatures 

24. Are they needed? 

25. TraCS can collect signatures 

26. What and who's signatures are needed to be collected. 

27. Analysis reports 

28. Notifications 

29. IAPE standards 

30. Need to be able to create our forms are meeting the standards of this organization. 

31. Flow of Evidence/Property 

32. Brian Herrickstein 

33. There is a chain of custody form on the back of the seizure tag 

34. It is important to keep track of who is handling. 

35. Holley 

36. Chain of custody, who found it, who collected it. 

37. Bagged 

38. Returned to agency for processing 

39. Evidence tag and stored in temporary storage 

40. Review of incident 

41. Deposal of evidence as procedure. 

42. Cyndel 

43. Chain of command 

44. Evidence bagged and initialed by collecting officer 

45. They use BEAST 

46. Property into temp evidence room 

47. Scanned and moved to permanent storage. 

48. Chain of custody is used when it is moved. 

49. Booker 

50. Collection usually done by an officer, they enter into temporary evidence location. They enter the evidence into our RMS system. From there our evidence room processes the evidence and will assign it to another location in the evidence room. From there, there may need to be transferred (crime lab, officers for phone dumps...) its location is tracked to disposition. also do routine audits which usually has the system pick a evidence location and we get a print out of all the items at that location and we audit that location. 

51. Paul Houx 

52. Online system 

53. Limited to their officers only. 

54. Would need to be able to have other agency officers available 

55. Either accepting evidence or giving evidence to other agencies. 

56. How many agencies work with others in the collection on evidence? 

57. Cyndel - We have both Calumet County and Winnebago County 

58. Booker - just Sparta 

59. Paul -- If a statewide RMS was developed it would be most helpful in the interagency operation of evidence. 

60. On behalf of Bryan Harrenstein (DNR): DNR often deals with almost every LE agency in the state regarding evidence, storage, etc. 

1. Property Form Vs Evidence form 

2. Geri briefly showed the Property form as it is in TraCS 

3. Completed the form for members to see what the form does. 

4. Should the items be their own form? 

5. Travis - Limit item to property form 

6. Replicate to another property form 

7. Geri - also thinking of how to get this information into the incident form 

8. Having a large number of forms open may crash the system. 

9. Possible to collect the evidence but not use NIBRS 

10. Nathan - Is there a general number associated to each case, i.e. the general number of pieces of evidence per case? 

11. Generally it is about 3, but TRU could be much larger 

12. Travis - If you collect multiple pieces of property, some are evidence and get transferred to the evidence form, others are just property, could we select certain items within the property form to issue a printed property receipt or would all the items print out? Wondering if this would be another issue with grouping all things on one form.  

13. Booker -  

Nathan, we average 4-5 pieces, but do search warrants a few times a month which can easily reach 50+ items. We have two cases this year which are over 300 items but those pretty rare 

Nate -  the average for items is likely 5 to 10 items.  A search warrant or major crime scene 20 to 30 items or more. 

Travis- I see where you are going.   For instance when we do a search warrant having the ability to print a list for homeowner for items seized (owner driven) would be nice at the scene.  There may be other items from that same location seized different owners.. 

1. Holly - If there is one form for property, or for the owner, or the location it could be an issue. 

2. Without seeing how the property form will transfer over to the evidence form, it is hard to make a good choice. 

3. On the property form is there a number that is transferred over to the new form, is this a generated number or hand keyed. 

4. Nathan - do you have an example of labels that can be printed out? 

5. Would this work like the crash form where multiple people are receiving citations but yet are linked to the crash form. 

6. Jason - TraCS is one officer driven, where 1 officer writes 1 report.  

7. Is there a way that multiple officers can be signed into the property form? 

8. When there are multiple officers entering multiple items at a major incident, i.e. mall shooting, how can they be linked. 

9. Geri - TraCS locks the form when someone opens it. 

10. Case information can contain multiple officer reports. 

11. Bryan - Does this work similar to CFS? 

12. We could use the Police Number field to tie all reports together. 

13. Paul - Just a thought- if a property form was limited to say 30 items. If there were more than 30 open another property form that is linked.  That may help with the system getting bogged down like what happens with a crash report with several vehicles………..? 

14. Travis - How do we handle each individual items for chain of custody, location, owner? 

15. Planning on having the Property form as the collection document 

16. Evidence form would then take the individual items from property into evidence. 

17. Cyndel - How easy would it be pull an individual item to give to an officer. 

18. Can use the master index to search information and it would bring back the forms that the evidence is part of. 

19. Nathan - The person that opens the form is the owner. 

20. When there are multiple officers collecting multiple evidence items during a mass incident, it will overload a property form.  Is it best to have one large form with all evidence or have individual forms with individual pieces of evidence. 

21. Holly - is there a way to get a snapshot of all the evidence collected to give out without having to print every document? 

22. Can print out the property form, 

23. Could use either Analysis Reports or ad hoc queries. 

24. Holly - Where you serve a warrant and collect 300 items of evidence is there a way to include all items in a warrant return report or do you have to print out 300 sheets? 

25. Can the property form have sub forms i.e. evidence tag, 

26. Can there be a way to choose only some of the items to group to a individual owner, etc. 

27. Nathan - if an item is listed on the property form but it is not taken as evidence and returned, can it be disposed (returned) without becoming evidence? 

Break 

If you have any example of reports that you may need, please send them to me.  You can redact any information just so we have the report basics. 

Fields needed for gathering evidence. 

Review of Evidence form spreadsheet 

Evidence group (Iowa form) 

1. Evidence Short Description 

2. Needed 

3. Length 

4. 100 is good 

5. Type of seizure 

6. How you got the item. 

7. Cyndel - I think you could just remove the type of seizure and use the reason for seizure box or vice versa: i.e. found/evidence/safekeeping  

8. Remove one and rename to Reason 

1. Reason for seizure 

2. Keep 

3. Evidence, Found Property, Safe keeping, firearms (follow the WAI items) 

4. Evidence Type 

5. Keep 

6. Main category 

7. Quantity 

8. Size is set to a length of six. (ok) 

9. Seized By 

10. Can do agency officer lookups 

11. Cannot do other agency officer lookups 

12. Keep 

13. Size 

14. Cyndel - has never had to give a size ever.  Better to have this as packaging. 

15. Remove 

16. The same as packing code 

17. There is no one from state lab on call so we don't know exactly what is needed 

18. We can look at transmittal/submittal form for what is needed 

19. Measurement 

20. Serial Number 

21. This is our form number 

22. Should keep serial number for firearms, bikes, electronics, etc 

Holly - Property form is for collecting property, evidence is for the each piece of evidence. 

Bryan - I look at this as the top part of the form.  Submit to lab is something that may be on one item, but not all items. i.e. blood on steering wheel but not the vehicle. 

1. Submit to lab 

2. Keep 

3. Exams Requested 

4. Keep 

5. State lab has a list of exams on their transmittal form 

6. Submission Type Code 

7. Keep 

8. Get a list from submittal form 

9. Packing Code 

10. Keep 

11. Tracking Number (packaging tracking number) 

12. Keep 

13. Some agencies are tracking on a different system. 

14. Number on the card 

15. Some agencies track this on chain of custody 

16. Special Handling 

17. Keep 

18. Could there be drop down list instead? 

19. Size long enough?  

20. Yes 

21. Special Handling Other (new field) 

22.   Other up to 1000 character. 

23. Evidence Notes 

24. Keep, but check for a duplicate field later down the form. 

25. Date Seized 

26. Keep 

27. Time Seized 

28. Keep 

Summary group 

1. Summary Date Occurred 

2. Keep 

3. Summary Time Occurred 

4. Keep 

5. Coins Total 

6. Maybe 

7. Bill Total 

8. Maybe 

9. Total Cash Amount 

10. Maybe 

11. Total Amount 

12. Maybe 

13. Purge review date 

14. Keep, critical for evidence management 

15. Obtained from 

16. This is a signature field 

17. Don't keep 

18. Person Obtained from Sign Date 

19. Seized date (duplicate) 

20. Related Case number 

21. Incident document number 

22. Might need 

23. Obtained from known 

24. Yes No field 

25. Differentiate found property from a known individual 

26. Keep 

27. Disposition (new field) 

28. Property seized from known subject and then sold or donated. 

29. Not all property seized ( car killed animal) 

30. Need an auction disposition as well. 

31. Might be better in chain of custody 

Offenses 

1. Crime code - statute number 

2. Collect 1 

3. If more than 1 is needed, then add a new group. 

4. Can be auto-populate 

5. Keep 

6. Crime type (Offense codes) 

7. Keep 

8. Cyndel to send their list they use 

9. Crime class 

10. Statute Description 

11. Keep 

12. Should be auto-populated 

13. Add Ordinance number 

14. Add Ordinance description 

Lunch 

Drugs 

1. drugLossType 

2. Keep 

3. Holly - we need to be able to add Index only as a type 

4. This is not a correct field 

5. drugPropertyType 

6. Keep 

7. drugEvidenceNumber 

8. Keep 

9. Link back to property form 

10. Not found on Evidence form 

11. drugType 

12. Keep 

13. Suggested to use the DRE drug list from the State Lab of Hygiene 

14. drugQuantity 

15. Keep 

16. drugValue 

17. Keep 

18. Is this a mandatory field? 

19. No 

20. drugDateRecovered 

21. Keep 

22. drugRecoveredValue 

23. Keep 

Money 

1. Denomination 

2. Keep 

3. TotalAmount 

4. keep 

5. MoneyQuantity 

6. Keep 

7. Property type (new field) 

8. Found, donated, etc 

9. Recovery Date (new field) 

Vehicle 

1. Loss Type 

2. keep 

3. Property Type 

4. Keep 

5. Vehicle Type 

6. Property Value 

7. Can us Kelly blue book 

8. Evidence Number 

9. Plate number 

10. Plate type 

11. State 

12. County of Issuance 

13. Plate expiration year 

14. VIN 

15. Year 

16. Make  

17. Model 

18. Body Style 

19. Color 

20. Impounded 

21. Vehicle towed by 

22. Keep 

23. Location Towed To 

24. Not needed 

25. Tow Vehicle Driver 

26. Not needed 

27. Tow Phone Number 

28. Keep 

29. Modify towing company table to include phone number 

30. Not required 

31. Vehicle Damage 

32. Not needed 

33. Tow Damage 

34. Not needed 

35. Date Recovered 

36. Recovered Property Value 

37. Recovered in Parts 

38. Recovered Type 

39. Not needed 

40. Recovered by Agency 

41. Not needed 

42. ORI Number 

43. Not needed 

44. I don't think the ORI would be needed. We document this with our TIME System and all the paperwork gets attached to the report.  There is no need for ORI, agency info in regards to an evidence stand point.  

Firearms 

1. Propertyitme lossType 

2. propertyItem Type 

3. Firearm type (new field) 

4. propertyitemDescription 

5. propetyitmeValue 

6. propertyitemEvidenceNumber 

7. propertyitemMake 

8. propertyitemModel 

9. propertyitemDateRecoered 

10. Caliber 

11. Serial number (new field) 

12. Condition (new field) 

13. Some agencies don't document condition 

14. Make this optional, could possibly be removed 

15. Photographs (new field) 

16. Photographs are also important in that aspect to document the condition of the firearm 

17. ATF etrace (new field) 

18. Yes or No field 

19. Possibly a chain of custody 

20. More use when submitted to a evidence room 

21. When returning to owner we document that we did a criminal history….. just a thought 

22. NIBIN (new field) 

23. Yes or No field 

All other items 

1. Loss Type 

2. Property Type 

3. Description 

4. Quantity 

5. Value 

6. Evidence Number 

7. Make 

8. Model 

9. Color 

10. Serial Number 

11. Owner number 

12. NCIC number 

13. Recovery date 

14. Quantity recovered 

15. Recovered Value 

16. Date Stolen 

Individual 

1. Person Type 

2. Owner, possessor, victim, subject, finder, etc 

3. Sequence number 

4. Name Last 

5. Name First  

6. Name Middle 

7. Name Suffix 

8. Address field 

9. DOB 

10. Sex 

11. Race 

12. Height 

13. Weight 

14. Hair color 

15. Eye color 

16. DL number 

17. Country 

18. Expiration year 

19. Phone number 

20. Email address 

21. Ethnicity 

22. FBI Number 

23. May not need to be captured 

24. Not needed 

25. DCI Number 

26. Not needed 

27. Firearm disqualifier (new field) 

28. Yes or No field 

29. Insurance Company 

30.  A spot for insurance as this could be used to take a stolen property compliant as well and insurance info would be nice? 

31. Did they already payout? (new field) 

32. Yes No 

33. If yes, then item is returned to insurance co 

Location 

1. County 

2. Municipality 

3. The rest of the location common information field 

4. Type 

5. Identical to list used on incident form 

6. NIBRS list 

7. Not needed 

8. Zip Code 

9. Not needed 

10. Building number 

11. Not needed 

12. Building floor number 

13. Not needed 

14. Narrative 

15. Not needed 

Vehicle located In 

Yes keep this group 

Chain of Custody 

All transfers for one piece of evidence are included 

Signature need when it goes to a different person 

1. Could there be a trigger for change of custodians then have signature 

2. If moving to different location, signature may not be needed 

Patrol officers don't see the temporary storage location 

1. That way they don't see what is in the permanent storage location 

2. Need to find a way to handle this. 

How does change of custodian work, how does the new custodian get access to the form? 

1. May be able to use ribbons to grant access to new custodian 

2. Could look into transferring ownership as well 

Fields 

1. From Type 

2. From Location 

3. From Storage Type 

4. From Storage Location 

5. To Type 

6. To Location 

7. This is the temporary location 

8. To Storage Type 

9. To Storage Location 

10. This is the permanent location 

11. To Property Control Location 

12. To Person Name 

13. To Person Badge 

14. Transfer Date 

15. Transfer Time 

16. Transfer Notes 

17. CoC Entry Name 

Purge of Evidence 

Change Purge to Disposition 

1. Purge Type 

2. Purge Date 

3. Purge Time 

4. Evidence Present 

5. Disposition type (new field) 

6. Witness to disposal 

7. No witness for low value items 

8. Short narrative given 

9. Signatures are not needed, just the name and badge number 

10. Concerned that the field is there but not used, it may bring up questions of why it isn't used. 

11. Add a field for Witness needed. 

12. If field is NA, then remove from the printed form. 

13. Verbiage can be changed to something better explaining why it isn’t used. 

Narrative 

1. Narrative 

2. 5000 characters is wanted. 

Agency 

Keep the same as normal 

Attachment 

Keep the same as normal 

Comments/Questions 

Bar Codes 

1. QR Codes are not available through TraCS at this time. 

2. Would need to request this to become available 

3. No timeframe as to when it could be made available. 

4. PDF417 Linear Stacked 

5. Available now 

6. Code39 Simple alpha numeric 

7. Available now 

8. Discussion 

9. BEAST uses Code39 

10. Check with crime lab to see where they are going to & when?  We use code 39 in our rms now. 

11. How much data could be contained in a barcode. 

12. Would like to save time when transferring evidence and they wouldn't have to recreate the form. 

13. Forms can be transfer forms between agencies as long as they are web services. 

14. Could it be on the evident label for inventory 

15. Decision:  Stay with Code39 

1. Next Meetings 

2. Should continue to meet monthly until further form development. 

3. Decision:  Yes 

4. Geri to send out a Doodle to members to get meeting availability 

Closing 

1. Thank you for making time to attend this meeting. 

2. We will try to reach out to the non TraCS users to show how TraCS works. 

3. Not all items discussed will not make it into the next fall  pack. 

4. Please feel free to reach out to us for any questions or comments you have. 

From <https://gbc-onenote.officeapps.live.com/o/onenoteframe.aspx?ui=en%2DUS&rs=en%2DUS&wopisrc=https%3A%2F%2Fwigov.sharepoint.com%2Fsites%2Fdot-dsp%2Fts%2Fpsts%2Fbtu%2F_vti_bin%2Fwopi.ashx%2Ffolders%2Fab6570953ced460190ef06ffc09a0642&sc=https%3A%2F%2Fwigov%2Esharepoint%2Ecom%2Fsites%2Fdot%2Ddsp%2Fts%2Fpsts%2Fbtu%2FSitePages%2FHome%2Easpx%3FRootFolder%3D%252Fsites%252Fdot%252Ddsp%252Fts%252Fpsts%252Fbtu%252FShared%2520Documents%252FIncident%2520Form%2520Work%2520Group%26FolderCTID%3D0x0120001673BAAB5C7F9E42B4454AD9E1E0F09F%26View%3D%257BC53D0791%252DC103%252D4EEC%252D9538%252DCBA5A133EC29%257D&wdorigin=Sharepoint&wdenableroaming=1&mscc=1&hid=2514959F-E097-B000-A070-EFF9AB90E84A&wdhostclicktime=1607376142028&jsapi=1&jsapiver=v1&newsession=1&corrid=e80e446b-e074-4162-862d-76e371fb184e&usid=e80e446b-e074-4162-862d-76e371fb184e&sftc=1&wdredirectionreason=Force_SingleStepBoot&rct=Medium&ctp=LeastProtected>

January 27th 2021 Agenda

Friday, January 8, 2021

2:42 PM

Attendance

• Attendance

• Demo

  • Security

    • Access rights

    • Editing forms

    • Logging fields

  • Flow

  • Grid Sorting

• Options

  • Property and Evidence

  • Evidence

    • Version up the property to Evidence

• Form Design

  • Evidence

  • Drop down list

  • Agency Tables

• Reports to Design

January 27th 2021 Notes

Friday, January 8, 2021

2:42 PM

• Demo ECAT-Evidence collection and tracking

  • Security

    • Access rights

    • Editing forms

    • Logging fields

  • Flow

• Form design

  • Evidence

  • Form Disposition

    • Temporary Storage

    • Permanent Storage

    • Checked Out

    • Purged or Disposed

    • Validated

  • Drop down list

    • Subject

      • V2EvidenceSeizureType

      • V2EvidenceSeizureReason

      • V2EvidencePackagingType

      • V2EvidenceStateLabExams

        • Do you submit it to more than the State Crime Labs Agency Specific table

        • Would you want a submission type?

      • V2EvidenceSpecialHandling

    • Individual

      • V2EvidencePersonType

    • Firearm

      • V2WIBRSProperty*

        • What values go into the Firearms Category?

          • 13-Firearms

          • 59-Firearm Accessories

          • 63-BB/Pellet Guns

      • V2Firearm*

        • Milwaukee List

      • V2Caliber

        • Do you report in inch or metric?

        • Do you want to add shotgun gauge?

        • Single List Other

      • Do you want a Firearm Make List?

    • Money

      • V2WIBRSProperty*

        • What values go into the Money Category?

          • 20-Money

      • V2Denomination

    • Custody (Chain of Custody)

      • V2EvidenceTransferType

    • Disposition

      • V2EvidenceDispositionType

  • Agency Tables

    • Summary and Property Item

      • V2AgencyPropertyType

    • Custody

      • V2AgencyEvidenceStorageLocation

      • V2AgencyEvidenceStorageType

      • V2AgencyEvidenceStorageNumber

• Reports to Design

  • Serial number printed in car

  • Sticker serial number to be placed on Evidence in property room

  • Just bar Code

  • Property Receipt

  • Transmittal of Criminal Evidence --State Crime Lab

    • In future release work with lab on transmission

  • Gun Distribution

    • Ad hoc query to import for spreadsheet

    • In future release work with lab on transmission

Evidence Meeting Agenda

Teams Virtual Meeting

January 27, 2020

9:00 a.m. – 3:00 p.m.

Attendees

Geri, Darlene and Brian from TraCS was given a demo from the Iowa State Patrol . Geri is going to show the demo video and stop periodically to discuss what was just shown.

Demo showed:

• Create individual ECATs for each piece of evidence

• Prints a label for each piece of evidence

  • Use Avery labels - 4x4 or 6 per sheet

  • Only available for the office machines

  • The field units only have a couple of label print options

• By policy, they need to give a receipt - Evidence Summary to each person for all the items they seized. They highlight each form and it populates the Evidence Summary Report

  • This is a feature in TraCS that Wisconsin was not aware of…the ability to pull info. from multiple

• Stopped video demo

Discussion:

• Labels - do you like what Iowa has?

• Stickers don't print in the vehicle - they would only be printed on paper from the cars

• The printed paper goes along with each piece of evidence

• Evidence Techs - would print the stickers to put on the evidence.

• All the labels would be optional

  • Paul: We just have a sticker printer in police dept not in cars. A temp paper one out in field would be handy at times

  • Cyndel: the officers print off their label/barcode and stick it onto their evidence prior to submitting them into the evidence drop box. Then I receive it into the evidence room and scan it to its location. The barcode/label printer is in our evidence room, officers do not print them from their squads

  • Travis: We have some temporary lockers where printed form would be good. Not sure those sticker labels work with thermal printers well. Probably why its all done at the office. Always good to have a backup option.

Decision: Yes, having labels for both paper and stickers would be good.

Next Discussion: ???

Decision: Have a Paper form to show - show chain of evidence as well as set up so at some point down the road agencies could transfer a form from one agency to another agency.

Continue with Demo……

Demo showed:

• Checking Evidence in and out of storage, temporary or permanent

• He scanned the barcode and the evidence form pulled up automatically into the grid.

• Check out 4 items all at the same time.

• There is a popup Check Evidence in/out

• Barcode reader only works for one piece - each piece can only have its own life cycle.

• Each piece of property has its own ECAT form

• At the lab or property for boxes of drugs for labs - they do a box instead of individual forms.

Discussion:

• Search by case number to get all evidence with the case number.

• Use the barcode to read the piece of evidence

PopUp:

• Do you want the popup?

• Iowa uses a DLL, but Wisconsin is not able to use theirs. We will need to research how we can create this popup.

  • Travis: That would be really nice. Maybe not a priority right now.

  • Others agree.

• Change multiple items all at the same time (ie. checking out 4 items at once.)

Decision:

Create a popup like Iowa has, if we can, otherwise come up with other options.

Demo continued…

Demo Showed:

• Audit documents - A spreadsheet listing all the evidence items and other fields.

• The user cannot be deleted or changed after the evidence. Tech has created it.

• If there is a corrupt or corrected ECAT form, there needs to be a written reason to make the change. There is an email trail of all changes.

  • Trying to control evidence tampering

• If the eCAT form is in Open status - it can be deleted, but after it is in validated or other status, can't delete

• If a supervisor is transferred, then they go through this spreadsheet and review all the evidence items before one leaves and the new supervisor arrives.

• TraCS is in evidence room so they can also run a report in TraCS to look at the list.

• Favorite Searches

  • Temporary Storage Status

    • Could be cars

    • Temporary lockers

DISCUSSION:

• Adhoc Query (or maybe Analysis Report) for auditing - like Iowa's Excel Spreadsheet

  • Geri stated the Analysis Report is more limited for the agencies

• Paul thinks the spreadsheet would be awesome

DECISION: Yes, have an Adhoc Report and FAQ to use

DECISION: Yes, Add Grid Columns

Discuss the security and locking down the forms, etc. later in our meeting.

Demo continued…

List of all the primary storages / statuses

Everything they have in Beast or Lab, all their fields match up with what they have in TraCS.

Iowa FTPs the XML to get data into Beast. The data goes to Crimsome, and then goes to Charlotte and then the lab server, Charlotte, pulls from Crimsome.

Interface with Beast - State Labs use Beast

I'm not sure TraCS is the correct person to be reaching out to Beast - Let the State Lab or other agencies.

Demo continued…

Going through the form from the beginning.

Printing Labels

Have a Notes area stating they want latten prints, for example

Can you have multiple people on this ?

Owners and who seized from

Everything needs a signature

The popup uses the DLL. TEG isn't able to provide the DLL due to a 3rd party software.

Signatures..

Evidence Reporters can do almost everything through the chain of custody

When destroying evidence, need two signatures.

Officer fills it out and gives them the receipt.

Conversion:

A big deal - all old evidence from old system had to be converted to the new system. All forms and evidence was brought out and entered or converted into ECAT TraCS

How to handle a case with 100 pieces of evidence? The ability to replicate form -

One piece per evidence - that was their decision.

Each piece of evidence may take a different path.

Does it link back to the incident form?

Yes -

Incident Form - do they sum the property and put on incident - not at this time - but thought it was a good idea.

Options:

• Property and Evidence?

• Evidence only?

• Version up the Property Form to Evidence?

Much Discussion

Understood how the process of filling out the Incident and adding all subjects/persons and then replicate to the Evidence form

DECISION - Have one form to include property and evidence. Version up the Property form to the Evidence form.

Next Item:

Going through each group and making sure fields are in the correct order for entry.

Summary Group:

Two different labs - Do we need to identify which lab? SLH or Crime Lab?

Since this is in the Summary Area - keep to yes/No

In the chain of Evidence - need the below list.

• Change to:

  • SLH

  • Crime Lab

    • Milwaukee

    • Madison

    • Wausau

  • DCI

  • Out of State

  • No

  • Other

• Exams Requested - Set up as a multi-list

• Field layout looks good

Offense Group:

• Crime class goes in with the statute #.

• Offense code will be filled in with the statute # unless there are multiple offenses. Then someone will need to select the correct Offense Code.

• Nate doesn't think that Offense needs to be included.

• More discussion on if we need to include Offenses, only one offense group open or keep 3 offense groups.

  • If there were 4 offenses, how many offenses would replicate over? Only 3 and have to add the 4th?

• Field layout looks good.

Vehicle Group:

• Question: Add a field as to where the piece of evidence was found.

  • Geri stated that that would go in the narrative.

Individual Group:

• The three fields on top is new to this standard group.

  • Type of Person, Firearm Disqualifier and Insurance Paid Out

• Field layout looks good.

Drug Group:

• Separate Drugs out

• Fields look good

Firearm Group:

• Fields look good

• Travis will provide Geri with a list of Makes.

• Set up as Single list, other.

Money Group:

Fields look good

Vehicle Group:

• Added Towed, Vehicle Removed By, Impounded and Impound Location

• Fields look good

Property Group:

• Added Agency Property Type

• Fields look good.

Chain of Custody Group:

• These two fields are agencies fields - they will need to provide a drop down list.

• Fields look good.

Disposition Group:

• If Yes for Witness, open Witness fields.

• Fields look good.

Group Order of Evidence Form

• Document

• Summary

• Violation

• Location

• Vehicle Location

• Individual

• Drug

• Firearm

• Money

• Vehicle Property

• Property Item

• Chain of Custody

• Disposition

• Agency

• Attachment

Form Dispositions:

• Temporary Storage

• Permanent Storage

• Checked Out

• Purged

Field Dropdown Lists:

• Evidence Seizure Type

  • Changed Grand Jury Action to John Doe Action

  • Leave Consent Search and Delete Given Voluntarily

• Evidence Seizure Reason

On the form:

• Loss Type, Seizure type and Reason for Seizure

  • There was a question if Loss Type and Reason for Seizure were the same

  • Shawn said no and that Loss Type was gone forever.

Check to see what the State lab has and what their fields they are looking for/receiving.

Match crime lab.

Nate will follow up and check with the crime lab

• Evidence Special Handling List

  • Iowa free hands things

  • We would need to create our own (That's what was wanted from the previous

  • Possibly an agency list

Nate will reach out to the crime lab for their list of items.

• WIBRS Property

  • Firearm

    • Firearm Accessories or BB/Pellet Guns - should they open the firearm group?

      • Paul says Yes

    • Nate will check with Lab

  • Money

• Denominations

  • Will there be a calculator? Yes, they will enter

  • What do we do with foreign money?

  • Counterfeit money - how do you handle this?

    • Under Loss Type - Counterfeit is listed.

Evidence Transfer Type

Geri modified the table - see her document

Evidence Disposition Type

• Add State Crime Lab Milwaukee

• Delete permanent transfer to Crime Lab

Person Type

• Subject

• Owner

• Victim

• Seized From

Look at the Crime Labs DB- Nate

Next meeting will be the first week or so in March

She will be sending out a survey ??? - not sure what survey

Reports to Design:

• Serial number printed in car

• Sticker serial number to be placed on Evidence in property room

• Just bar code on a sticker

• Property Receipt

  • Geri showed a sample - DSP

  • Have the top customizable for each agencies info. Agency name/address

  • Look at the back of the WAI document - it has samples.

• Destruction Gun Request - Send to Milwaukee

  • Columns:

    • Manufacture ,Model, etc

• Transmittal to the Crime Lab

• Transmittal of criminal Evidence - State Crime Lab

  • In future release work with lab on transmission

• Gun distribution

  • Ad hoc query to import for spreadsheet

  • In future release work with lab on transmission

Make sure to send out the agenda a few days prior to the meeting.

April 13th Agenda

Tuesday, April 13, 2021

9:27 AM

• Walkthrough form

  • Loss type and Property type opens correct evidence group

  • Offense no longer needed can use Incident

  • Chain of Custody Defaults

    • Can use ini settings for agency fields

• Reports

  • Gun Destruction

  • Crime Lab

  • Receipt

  • Bar Code

• Validation Rules

• Tables

  • Iowa Values

    • Seizure Type

    • Seizure Reason

  • No values

    • Special Handling

  • Chain of Custody

    • Property/Evidence Control Location

    • Storage Type

    • Storage Number

• Form Flow

• Testing

April 13th Notes

Tuesday, April 13, 2021

10:11 AM

Attendees

• Walkthrough form

  • Loss type and Property type opens correct evidence group

    • Seizure type and Reason for Seizure are still using the Iowa list

    • Need to get our list added

    • Packaging type is using the items from a list provided from the lab.

  • Individual group

    • Can use master index to populate people

  • Firearm

    • Item description field can be used to add additional information about the item.

    • Make table will still need to be added.

      • Sgt Bakken has a contact at ATF to get a newer list.

    • Model is a free key field.

    • Caliber list needs to be updated with list from Travis, located in Box

  • Offense no longer needed can use Incident

  • Chain of Custody Defaults

    • Can use ini settings for agency fields

    • Date and Time is set as the time the form was opened

    • Property Control Location will be tied to Transfer type

      • Not completed yet

      • Should there be a few items listed as starters?

        • No easy to do, because the table is based on location.

    • Storage Type is also tied to Transfer type

      • How should this be handled?

    • Decision

      • Property Control Location

        • Agency table

      • Storage Type

        • Agency table

      • Storage Number

        • Agency table

    • Brian will have to create the utility form

      • Base these on the Equipment Model form.

    • Received by is defaulted to whoever was logged in.

      • Can be changed if necessary

    • Will need to come up with required fields for validation.

  • Vehicle

    • Is Towing company the same as used used by Crash.

      • Yes

Combination report walk through

• Highlight forms in forms manager.

• Hit print

• Now called a combination number

• Receipt Report

  • Form name, Title and Agency

  • Date

  • Property Recieved By

  • Property Received

  • Duplicate persons are deleted in the report

    • If name is slightly different, they will both be added.

  • Report grows as more forms are selected

  • Includes a footer as well.

    • Discussion

    • Is all needed information included?

    • Modeled after receipt received from State Patrol

      • Most fields are taken from dropdown lists.

    • Is the location too much information?

      • It is OK to leave street name in.

    • Item number

      • Used document number from evidence form.

      • It is good for this form.

  • Description box information

    • For money type, use total amount with dollar sign

    • Suggestion: for money type in form, have a drop down of US Currency, Foreign Currency.

    • Vehicle

      • Do not need to include VIN

      • Should there be a vehicle location?

        • Would be nice if it could include the Storage location

          • Not available at this time

    • Firearm

      • Could you include the serial number?

        • Yes, we can.

        • Would be good for electronic items as well.

    • Other items.

      • If serial number is available, please add it here.

  • Once receipt is printed, the disposition is set to Temporary Storage

    • Is this correct or should it be done via a button?

      • Button is best for agencies that don't give a property receipt. BH

      • Most agencies are a case by case basis.

    • Can there be a way to hand out receipt without having a physical piece of paper?

      • Yes

• Firearm Destruction

  • Still needs a little work.

  • Agency information is defaulted.

  • Discussion?

    • Add header information

    • Bound date

      • Add a calendar widget

    • Add footer with date of printing

    • State Patrol is OK with design.

• Crime Lab - Transmission of Evidence

  • Need to have at least 1 incident reports included.

  • Pulls from incident and evidence forms.

  • Based on word document received.

    • Header is static

    • Still some work to be completed

  • Persons Related field

    • Subject

    • Victim

    • Elimination

    • If more are needed, send information

  • Evidence item description and source

    • Used item code from lab

    • Better than handwritten descriptions.

• Chain of Custody

  • Have not worked on this yet.

  • It is necessary to have a printed copy.

  • Need to have what is was and who has it.

• Disposal of Property

  • Could use multiple forms, or can be single form

  • Uses popup boxes to gather information

    • Date

    • Time

    • Disposed by name

      • Defaults to logged in user.

      • Can be changed

    • Witness needed?

      • No, then no other information needed.

      • Yes, more popup boxes for additional information.

• Grid review

  • Showed the categories added to grid.

• Bar Code

  • Have not worked on this report yet.

• Violation group discussion

  • With the use of combination reports, the violation group is not needed in Evidence form.

  • Should we remove it from Evidence?

    • No need for it based on what was said. Bh

    • All for efficiency. JN

    • Decision: Remove from Evidence form.

• Any other reports needed?

  • No other needed at this time.

Validations

• Required fields

  • Summary group

    • Loss type

    • Property type

    • Date Seized

      • Not a future date

    • Incident date

  • Location

    • Required if starting with Evidence form.

    • Yes, for all forms.

  • Vehicle group

    • VIN

    • Nate to follow up with evidence techs and fraud for make and model

  • Individual

    • Are they required?

      • Not required as some times there is no associated individual.

      • Add a warning.

      • Add a box for unknown that would pass validation.

      • If known

        • Name

        • Sex

        • Date of birth

    • Suggestion

      • Add cell phone and email address.

        • Or Home, Cell, Work with number

      • Do not require these.

  • Vehicle as evidence

    • VIN

    • Make

    • Model

  • Firearm as evidence

    • Firearm type

    • Warnings

      • Serial number

      • Make

      • Model

      • Value

  • Money as evidence

    • Denomination

      • Foreign currency is not used here. Just a property type.

    • Quantity

  • Drug as evidence

    • Drug

      • Is there an Unknown in the list?

        • No, Geri will add.

  • Property Item

    • Item description

    • Quantity

  • Chain of Custody

    • Transfer Type

    • Date Transferred

    • Time Transferred

    • Property Evidence Control Location

    • Storage type

    • Storage number

    • Received by

Tables

• Tables that need to have Wisconsin data

  • Seizure Type ( currently uses Iowa items) (V2EvidenceSeizureType)

    • Ok to leave as is.

  • Seizure Reason

    • Use what we have

  • Special Handling

    • This may be a crime lab list.

    • This may be already on the request to crime lab.

      • Nathan will try to contact.

      • Geri to send list of what is wanted and received.

Testing

• Testing Environment.

  • Looking for agencies to become web clients for testing.

  • Town of Beloit is already set up in the production environment.

• Requirements

  • A machine without TraCS installed.

  • Training machine install is OK.

  • Still be a duplication of information for a while.

• Volunteers

  • State patrol canine

    • Justin - evidence tech

  • Town of Beloit

Analysis Reports

• Town of Beloit does use them sparingly.

• Are there any reports needed?

  • None at this time

  • Could be added as they are needed.

Adhoc queries

• Geri has created one that exports to excel spreadsheet

• These would be more likely an agency creation for their needs.

Other items to discuss

Nothing at this time.

Adjourned.

July 20th Agenda

Tuesday, July 20, 2021

8:36 AM

• Review Reports—please review prior to meeting

  • Bar Code

  • Chain of Custody

  • Gun Destruction

  • Receipt of Property

  • Crime Lab

• Form Flow

  • Initial entry

  • Inventory

  • Updating of fields

  • Chain of Custody

  • Disposal

July 20th Evidence Meeting Notes - 7/20/2021

Tuesday, July 20, 2021

9:08 AM

Attendees: Travis, Kevin Barman, Tim Larson (DSP evidence custodian), Brian N., Booker, Geri and Dar

Reports

Barcode Report:

• Add the Agency Name on the top of the bar code

• 

• Add Case Number on the top of the bar code but under the Agency Name

  • Agency Name

  • Case #

  • Barcode

  • Evidence #

Chain of Evidence:

• Disposal is a Supervisor Level Access Right

• If there is a disposal, there isn't a need for 5 additional lines. (Bryan)

• They would like phone numbers for each individuals (Tim)

  • Add below the address

• Stolen firearm

  • Can we indicate if it is stolen? (Tim)

  • Then have a space where the entering agency? (Tim)

  • The two bullets above should also be on the form as well as the Chain of Evidence

Gun Destruction:

• Add Agency Case Number to the right of the Agency Address (Tim)

• FYI bound date they fill in.

Receipt of Property:

• Highlight all the forms that you want included on this form

• The Description field will combine a few fields. This form is given to the owner of the property

• Can we add owner to the Grid (Tim)

  • Use the Advanced Search to show owner (Geri)

  • Not sure how this will work. Create an FAQ to show how to do this.

Crime Lab:

• It the description field - the lab wants

  • Firearms - Make, Model and serial number

  • Electronics -Make, Model and serial number

  • Drugs - include packing material

  • Vehicles - Make, Model, VIN, Year, (Owner info. ?)

  • Currency - ?

• Has any evidence been submitted before - the boxes don't show Yes or No Bryan)

• Bryan mentioned email isn't listed on the bottom of the sheet (not sure where)

Form Flows

Initial Entry:

• Person Type

  • Turned in? Change to 'Property Received from'

  • Bug - the Email and Other Contact Information is not supposed to be grayed out

  • It would be useful to add something letting them know that a form was not added to evidence (Travis and Bryan)

  • Typo below - Evidence is not spelled correctly (Bryan)

• In Edit mode - everything is locked down, but can add and edit individuals

• Narrative - everything but Narrative is locked down

• Firearm - ATF eTrace (Can select one or multiple forms)

  • Click Yes or No

• Firearm - NIBN - You can do the same thing as the ATF eTrace

• Submit to lab

  • Special Handling - Other

  • Other Special Handling

• Recovered Stolen Item

  • Bug - Recovered value didn't go in

  • Add - have the Narrative pop up after all the other screens so they can update the narrative

  • Recovered out of jurisdiction

    • Is there an Other for out of State (California) or Illinois? Important to add.

• Change of Custody

  • Evidence was spelled wrong on the screen before this.

• Bug - Supposed to pull from received by instead of the entered by or vice versa

• Disposal

• Logging of all changes

Testing Needed

• Add users to the test BTHE

• Kevin is interested in having people test

• Geri can work with them to make sure they have the appropriate Access Rights for the Incident and Evidence forms.

Jan 27th 2022

Friday, January 28, 2022

8:31 AM

• F2 Help Missing

• Integration CD

• Add fields

  • Recovered For

  • Recovered For ORI

  • Other eTrace Information

• Purge Review Date

  • No default

• Add Currency

  • Open total field

• Don't make value required

• Make Violation Search

• Add popup for replicate chain of custody

• Property Receipt not working

• Increase field size of other property