G.O. 6.05 - Property And Evidence Control

Purpose

  • Written directive ensures standardized procedures for submitting, securing, documenting, accounting for ALL evidentiary, seized, recovered, found, surrendered and in-custody property handled by Norwich Police Department (NPD).
  • Goals
    • Support investigative efforts and successful criminal/civil prosecutions.
    • Safeguard constitutional/property rights of community; enable timely return to owners.
    • Protect NPD’s integrity, public trust, and compliance with POSTC Accreditation Standards (1.2.2\;–\;1.2.5,\;2.2.7,\;3.7.5).

Policy Framework

  • Property function = strict security & control measures across receipt → final disposition.
  • Property Officer (PO) = primary custodian; Detective Division Sergeant (DDS) oversees; Detective Lieutenant provides authority; Chief of Police (COP) appoints alternates/temporaries.
  • Discrepancies in records/property → report up chain to COP; investigated administratively and/or criminally.

Organizational Responsibilities

  • Chief of Police
    • Designates PO & alternate custodians; controls key duplication; authorizes emergency entry & property use for training.
  • Detective Division Sergeant / Administrative Lieutenant
    • Overall oversight, key custodian backup, conducts inventories upon PO change; daily accountability for detective-locker items.
  • Property Officer
    • Holds keys to Property Storage Areas; spare key to DDS.
    • Maintains neat, up-to-date records (manual/computerized IMC system) for ALL property classes (found, evidence, cash, drugs, weapons, etc.).
    • Transfers items from temporary holding to evidence room daily.
  • Other Personnel
    • May act as temporary/part-time custodians (COP approval).
    • Must follow all packaging, logging, and storage protocols.

Receiving & Logging Property

  • Must occur ASAP, always before end of shift.
  • Steps
    1. Officer completes Evidence & Property Control Form + IMC entry.
    2. Tags/labels, packages, seals items per Section C guidelines.
    3. Places in designated temporary locker or approved alternate (Bulk Evidence area, refrigerator, vehicle bay, etc.).
  • IMC data fields (minimum):
    • Storage location
    • Date/time received or released
    • Item description/quantity
    • Complete chain of custody until final disposition.

Reporting Requirements

  • Detailed narrative report accompanies control form.
    • Circumstances of possession
    • Condition/description of each item
    • NCIC check for all serialized items.
  • If submitted outside locker system, form given to Shift Commander ⇒ forwarded to PO.

Packaging & Labeling Guidelines

  • Purpose: maintain unbroken, defensible chain of evidence.
  • Classification determines paperwork:
    • Evidence (crime-related, search-warrant seizures)
    • Found/Safekeeping/Abandoned/Contraband (non-evidentiary)
  • Tagging/Marking
    • Avoid direct marks that may contaminate; use tags, containers, bar-coded labels.
    • Minimum ID: officer initials + ID.
  • Labeling must include: date recovered, case #, officer ID, owner (if known), seizure circumstances, item #.
  • Packaging/Sealing materials (maintained in Detective Bureau & evidence processing room): tamper-proof tape, tags, boxes, envelopes, plastic/paper bags, latex gloves, containers.
  • Separate packages for firearms, narcotics, dangerous drugs, valuables (≤1 item/package).
  • Large/bulky items: tag directly; if further forensic work needed, protect to avoid cross-contamination.

Laboratory Submission

  • Follow CT Forensic Science Laboratory Guidelines.
  • Requirements:
    • Evidence tag attached.
    • Form DPS-997-C completed & affixed.
    • Locked in property locker until transport.
    • Typically transported by Detectives/PO during business hours; returned to evidence room after processing.

Extra Security Measures (High-Risk Property)

  • Stored in separate locked cabinets/rooms within the two evidence rooms.
    1. Valuables/Money (jewelry, precious metals).
    2. Firearms (unloaded, rendered inoperable).
    3. Drugs/Narcotics (weigh each transfer).
    4. Bio-fluids (urine, blood) – sealed bio-hazard containers, gloves mandatory.
  • PO may be summoned off-duty (DDS approval) for immediate secure storage of exceptionally valuable/vulnerable property.
  • Prohibited from evidence room: explosives, dangerous chemicals, nuclear/unknown bio specimens until safeguards arranged with Fire Department/experts.
  • Mobile device extraction data stored on dedicated, locked hard drive in Mobile Forensics Lab.

Identification & Notification of Owners

  • Officer/PO must make reasonable effort before end of shift to identify, verify, notify owner and arrange return (unless contraband/court-ordered hold).
  • If unclaimed: PO sends written notice (≥30 days to claim) per statute before disposal.
  • Release requires owner signature on property tag/receipt; PO may deliver property personally when prudent.

Temporary vs. Final Release

  • Temporary (court, lab, prosecutor review):
    • Immediate IMC log entry upon removal; full audit trail.
  • Final disposition within 6 months after legal clearance; in accordance with CGS and Section L.

Designated Storage Facilities

  • Long-term: Evidence Room, Bulk Storage, Outside Containers, Detective lockers, Classroom lockers, Booking Room (prisoner property), Fleet Maintenance (vehicles).
  • Refrigeration: report-room (short-term) & evidence-room (long-term) refrigerators; thermometer check weekly by PO.
  • Large items/bicycles: secured in garage bay Bulk Storage; only PO & DDS access inner evidence room.
  • Vehicles: secured in police garage courtyard or rear lot, immobilized; keys held by PO & DDS.
  • Off-site storage: photos + return to owner preferred; otherwise weekly documented PO inspections.

Temporary Storage Protocols

  • Use report-room lockers, Detective lockers, refrigerators; PO empties daily.
  • If full/unavailable: Shift Commander contacts PO → PO responds; if PO unavailable, DDS responds.
  • Forbidden: personal desks, lockers, vehicles, residences; ALL property must be submitted by end of shift (supervisor notified if delay).

Access Control & Key Management

  • Permanent storage areas restricted to PO, alternates, DDS/Admin Lt.
  • Keys:
    • NO duplicates without COP approval.
    • Emergency keys sealed, logged, stored in secure lockbox; each use logged (date, time, reason, authorizer). Returned & resealed by Admin Lt.
  • Property room doors, safes, cabinets locked whenever unattended.
  • Entry log required for anyone other than DDS in evidence room (name, entry/exit times, purpose).
  • Safe combinations changed with each new PO or DDS.
  • Employees PROHIBITED from borrowing/using any held items without COP’s written permission.

Records & Chain-of-Custody Integrity

  • Property Records System must show: classification, description, quantity, status, location, case #, submitting officer, date/time received, complete custody chronology.
  • Bar-coding allowed to streamline tracking.

Inspections, Inventories & Audits (Compliance Assurance)

  • Monthly – Detective Lieutenant:
    • Random \ge10 items vs. records, log usage, chain-of-custody, cleanliness, security, key control.
    • Written report to COP; corrective actions documented.
  • Semi-Annual – general inspection (per standards 1.2.3).
  • Change-of-PO Inventory – joint PO, DDS, Det. Lt.; firearm, money, narcotics, valuables counted individually; report to COP within 30 days.
  • Annual Audit – Audit Team (Professional Standards Cmdr. + ≥2 supervisors unaffiliated with property room); unannounced ≤2 days notice; review all storage sites, random sampling, special opening of drug/money packages in presence of Admin Lt.; report to COP w/in 30 days.
  • Unannounced Spot-Checks – Admin Lt. or Professional Standards Cmdr., twice per year.
  • Biennial Inventory/Audit – Detective Supervisor assigned by Deputy COP; comprehensive like spot-check.
  • Self-Audit – Quarterly by PO & DDS/Admin Lt. to flag over-due disposals; report to COP.

Disposition of Property

  • Must occur ≤6 months post-legal clearance unless law/policy dictates otherwise.
  • Types & handling:
    • Contraband/Forfeiture (drugs, alcohol, etc.) – statutory destruction/forfeiture procedures.
    • Money/Valuables – per CGS; may be converted to agency use only via legal transfer/court order.
    • Firearms – destroyed, returned, or auctioned per court order & law.
    • Vehicles/Bicycles – statutory auction/destruction; parts disposal.
    • Suicide-related items – court guidance.
    • No-value property – documented disposal.
  • Photograph & return option for perishable or owner-needed evidence (State’s Attorney approval). Photo stored in NPD digital evidence system.

Property for Investigative or Training Use

  • Requires written COP approval including: item description, purpose, custodians, authorized removal dates, precautions/reporting.
  • Loaned items audited during inspections.

Asset Forfeiture Property

  • Logged & secured like evidence until court releases to NPD.
  • Once released, entered into department inventory or disposed of per state/federal guidelines.
  • DDS/Admin Lt. maintains separate ledger of forfeited property.

Ethical & Legal Implications / Best-Practice Emphasis

  • Strict adherence preserves evidentiary integrity & due process rights.
  • Chain-of-custody lapses can jeopardize prosecutions (exclusion of evidence).
  • Unauthorized handling exposes officers & city to criminal/civil liability.
  • Transparency through scheduled & surprise audits fosters community trust.
  • Alignment with POSTC accreditation ensures statewide consistency & professional standards.