Evidence Sub-Committee Notes

Wednesday, November 18, 2020

7:58 AM

• Phase 2 released next year

  • Incident Form

    • NIBRS related rules – This will meet NIBRS compliance

    • Transmission to DOJ

  • 3 other forms

    • Supplemental form – Create new form that is basically a narrative

    • Evidence forms – More than 1 form?  - Explain the intent of this form

    • Update Arrest form – Explain how it will be updated, modified

  • Property form linked to Incident and evidence – Explain how and what you’ll be doing to the property form

December 7, 2020 Agenda

Monday, December 7, 2020

8:27 AM

• Welcome

  • Introductions

  • What is needed

• Flow of Evidence Property

• Property Form vs Evidence form

• Fields Needed

• Drop down lists

• Transmission

December 7, 2020 Meeting notes

Monday, December 7, 2020

8:28 AM

December 7th, 2020 Meeting Notes Dar's Notes

Monday, November 23, 2020

9:21 AM

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

2. What is needed?

   1. Items

      1. Form Fields

      2. Field Drop down lists

      3. F2 Help

      4. Reports

      5. Labels

      6. Property Receipt

      7. Signatures

      8. Analysis reports

      9. Notifications

   2. IAPE standards

3. Flow of Evidence/Property

   1. New officer collect evident and go through it.

      1. Bryan Herrickstein- 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.

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

      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.

1. 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.

2. 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.

3. 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)

4. Multiple Agencies?

   1. Sparta - only Sparta

   2. Menasha - Calumet and Winnebago County

5. Property Form Vs Evidence form

   1. Geri went through and filled out the Property Form

      1. NOTE TO GERI - Cosmetic fix for Property Form Grams or Kilogram (that field should be larger, quantity is larger than this field)

      2. NOTE TO GERI - Property group - color can type anything? Are there validation rules?

      3. Property Form suggestion from Travis

         1. 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. What labels does Iowa use for ????

   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

       2. Geri briefly went through these topics below:

       3. Multiple Items on Evidence

       4. Items owned by multiple people

       5. Chain of Custody

       6. Split chain of Custody of multiple items

       7. Multiple Agencies

6. 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.

1. Reason for Seizure

   1. See above

2. Evidence Type - use WAI standards

3. Quantity - keep at 6 characters

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

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

6. 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.

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

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

9. Submit to Lab - (Yes/No)

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

11. 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

12. Packing Code - replacing size

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

14. 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.

15. Enter any Extra Notes that will not be

16. 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

17. 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

18. 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?

19. 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.

20. 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

21. 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

1. Vehicle located in

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

   2. Bryan - Yes, they would use it.

2. 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. Barcodes

    1. QR

    2. Code39

    3. Decision: Stay withCode39

    4. Geri - Any agency within

1. Purge

2. Next Meetings

3. Drop Down Lists

4. Prioritize

5. Transmission

December 7, 2020 Brian's Meeting notes

Monday, December 7, 2020

3:12 PM

Attendees

1. Welcome

   1. Housekeeping

   2. Introductions

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

   3. Incident Project

      1. 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 create

      4. Reports

         1. What reports are needed.

      5. Labels

      6. Property Receipt

      7. Signatures

         1. Are they needed?

         2. TraCS can collect signatures

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

      8. Analysis reports

      9. 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. Brian Herrickstein

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

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

   2. Holley

      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. Cyndel

      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

      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

      1. Online system

      2. 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.

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

   1. Cyndel - 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.

1. Property Form Vs Evidence form

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

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

   3. Should the items be their own form?

      1. Travis - Limit item to property form

         1. Replicate to another property form

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

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

         2. Possible to collect the evidence but not use NIBRS

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

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

         2. 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.

         3. 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.

   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.

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

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

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

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

      1. Case information can contain multiple officer reports.

   4. Bryan - Does this work similar to CFS?

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

4. 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………..?

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

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

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

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

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

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

   1. 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.

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

   1. Can print out the property form,

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

9. 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?

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

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

10. 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)

• Evidence Short Description

  • Needed

  • Length

    • 100 is good

• Type of seizure

  • How you got the item.

  • 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

  • Remove one and rename to Reason

• Reason for seizure

  • Keep

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

• Evidence Type

  • Keep

  • Main category

• Quantity

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

• Seized By

  • Can do agency officer lookups

    • Cannot do other agency officer lookups

  • Keep

• Size

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

  • Remove

    • The same as packing code

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

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

• Measurement

• Serial Number

  • This is our form number

  • 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.

• Submit to lab

  • Keep

• Exams Requested

  • Keep

  • State lab has a list of exams on their transmittal form

• Submission Type Code

  • Keep

  • Get a list from submittal form

• Packing Code

  • Keep

• Tracking Number (packaging tracking number)

  • Keep

  • Some agencies are tracking on a different system.

    • Number on the card

  • Some agencies track this on chain of custody

• Special Handling

  • Keep

  • Could there be drop down list instead?

  • Size long enough?

    • Yes

• Special Handling Other (new field)

  • Other up to 1000 character.

• Evidence Notes

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

• Date Seized

  • Keep

• Time Seized

  • Keep

Summary group

• Summary Date Occurred

  • Keep

• Summary Time Occurred

  • Keep

• Coins Total

  • Maybe

• Bill Total

  • Maybe

• Total Cash Amount

  • Maybe

• Total Amount

  • Maybe

• Purge review date

  • Keep, critical for evidence management

• Obtained from

  • This is a signature field

  • Don't keep

• Person Obtained from Sign Date

  • Seized date (duplicate)

• Related Case number

  • Incident document number

  • Might need

• Obtained from known

  • Yes No field

  • Differentiate found property from a known individual

  • Keep

• Disposition (new field)

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

  • Not all property seized ( car killed animal)

  • Need an auction disposition as well.

  • Might be better in chain of custody

Offenses

• Crime code - statute number

  • Collect 1

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

  • Can be auto-populate

  • Keep

• Crime type (Offense codes)

  • Keep

  • Cyndel to send their list they use

• Crime class

• Statute Description

  • Keep

  • Should be auto-populated

• Add Ordinance number

• Add Ordinance description

Lunch

Drugs

• drugLossType

  • Keep

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

    • This is not a correct field

• drugPropertyType

  • Keep

• drugEvidenceNumber

  • Keep

  • Link back to property form

    • Not found on Evidence form

• drugType

  • Keep

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

• drugQuantity

  • Keep

• drugValue

  • Keep

  • Is this a mandatory field?

    • No

• drugDateRecovered

  • Keep

• drugRecoveredValue

  • Keep

Money

• Denomination

  • Keep

• TotalAmount

  • keep

• MoneyQuantity

  • Keep

• Property type (new field)

  • Found, donated, etc

• Recovery Date (new field)

Vehicle

• Loss Type

  • keep

• Property Type

  • Keep

• Vehicle Type

• Property Value

  • Can us Kelly blue book

• Evidence Number

• Plate number

• Plate type

• State

• County of Issuance

• Plate expiration year

• VIN

• Year

• Make

• Model

• Body Style

• Color

• Impounded

• Vehicle towed by

  • Keep

• Location Towed To

  • Not needed

• Tow Vehicle Driver

  • Not needed

• Tow Phone Number

  • Keep

  • Modify towing company table to include phone number

  • Not required

• Vehicle Damage

  • Not needed

• Tow Damage

  • Not needed

• Date Recovered

• Recovered Property Value

• Recovered in Parts

• Recovered Type

  • Not needed

• Recovered by Agency

  • Not needed

• ORI Number

  • Not needed

  • 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

• Propertyitme lossType

• propertyItem Type

• Firearm type (new field)

• propertyitemDescription

• propetyitmeValue

• propertyitemEvidenceNumber

• propertyitemMake

• propertyitemModel

• propertyitemDateRecoered

• Caliber

• Serial number (new field)

• Condition (new field)

  • Some agencies don't document condition

  • Make this optional, could possibly be removed

• Photographs (new field)

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

• ATF etrace (new field)

  • Yes or No field

  • Possibly a chain of custody

  • More use when submitted to a evidence room

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

• NIBIN (new field)

  • Yes or No field

All other items

• Loss Type

• Property Type

• Description

• Quantity

• Value

• Evidence Number

• Make

• Model

• Color

• Serial Number

• Owner number

• NCIC number

• Recovery date

• Quantity recovered

• Recovered Value

• Date Stolen

Individual

• Person Type

  • Owner, possessor, victim, subject, finder, etc

• Sequence number

• Name Last

• Name First

• Name Middle

• Name Suffix

• Address field

• DOB

• Sex

• Race

• Height

• Weight

• Hair color

• Eye color

• DL number

• Country

• Expiration year

• Phone number

• Email address

• Ethnicity

• FBI Number

  • May not need to be captured

  • Not needed

• DCI Number

  • Not needed

• Firearm disqualifier (new field)

  • Yes or No field

• Insurance Company

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

  • Did they already payout? (new field)

    • Yes No

    • If yes, then item is returned to insurance co

Location

• County

• Municipality

• The rest of the location common information field

• Type

  • Identical to list used on incident form

  • NIBRS list

  • Not needed

• Zip Code

  • Not needed

• Building number

  • Not needed

• Building floor number

  • Not needed

• Narrative

  • 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

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

• If moving to different location, signature may not be needed

Patrol officers don't see the temporary storage location

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

• Need to find a way to handle this.

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

• May be able to use ribbons to grant access to new custodian

• Could look into transferring ownership as well

Fields

• From Type

• From Location

• From Storage Type

• From Storage Location

• To Type

• To Location

  • This is the temporary location

• To Storage Type

• To Storage Location

  • This is the permanent location

• To Property Control Location

• To Person Name

• To Person Badge

• Transfer Date

• Transfer Time

• Transfer Notes

• CoC Entry Name

Purge of Evidence

Change Purge to Disposition

• Purge Type

• Purge Date

• Purge Time

• Evidence Present

• Disposition type (new field)

• Witness to disposal

  • No witness for low value items

  • Short narrative given

  • Signatures are not needed, just the name and badge number

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

    • Add a field for Witness needed.

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

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

Narrative

• Narrative

  • 5000 characters is wanted.

Agency

Keep the same as normal

Attachment

Keep the same as normal

Comments/Questions

Bar Codes

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

  • Would need to request this to become available

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

• PDF417 Linear Stacked

  • Available now

• Code39 Simple alpha numeric

  • Available now

• Discussion

  • BEAST uses Code39

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

  • How much data could be contained in a barcode.

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

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

  • Could it be on the evident label for inventory

  • Decision: Stay with Code39

1. Next Meetings

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

      1. Decision: Yes

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

Closing

• Thank you for making time to attend this meeting.

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

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

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