19.2 Property Records

Centreville Police Department Title: Property Records Directive #: 19.2 Issued: 10.1.2016 Revised: 10.1.2016 Approved by: Charles M. Rhodes, Jr.

Chief of Police A. Policy Officers will comply with the below procedures in order to properly account for property.

B. Procedures

1. Property Records Required

a. In addition to other required documentation (e.g., Incident Report, Chain of Custody), officers will also submit a Property Record, for certain items which come into their possession.

b. All property and evidence that has a reasonable estimated resale value of $25 or more will be placed on a Property Record.

c. In addition to items with a resale value over $25, the following items are also required to be listed on a Property Record, regardless of condition:

• Ammunition;

• Electronic or mechanical gambling machines;

• Firearms;

• Illegally produced material (e.g., pirated tapes, computer programs);

• Law enforcement uniforms and equipment other than a firearm taken from an officer

following an accidental discharge or departmental shooting;

• Military uniforms and insignia;

• Surveillance devices and equipment required to be regulated by MSP; and

• Vehicle parts with an altered serial number.

d. The following are also required to be documented on a Form 63 but are required to be placed on separate Property Records, even if they are obtained as a result of the same incident:

• Contraband.

• Known or suspected controlled dangerous substances (CDS), including paraphernalia

containing known or suspected CDS.

• Money or property seized under forfeiture laws.

Page 1 of 3 e. Separate Property Records will be completed for each known owner.

f. For CDS and currency seizures, the person from whom the item was seized from will be listed as the owner.

g. When not seized from an individual, all individuals present are deemed to be in constructive possession, unless one or more individuals assert a claim to the CDS or currency.

2. Form Completion

a. All items considered to be evidence will be indicated as such on the form.

b. Each Property Record will be computer generated and completed before the end of the officer’s shift, unless otherwise directed by a supervisor.

c. When feasible, each item will be listed on the Property Record separately.

(1) This is especially important whenever items with an obvious resale value are received and an

identification number or brand name is apparent.

(2) Items such as antiques, gems, precious metals, artwork and currency worth more than face value

will always be individually listed on the Property Record.

d. When there are more items than the Property Record will accommodate, additional items will be recorded on an additional Property Record, indicating that it is a continuation.

e. In instances where more than one Property Record is used as a result of the same incident, all Property Record numbers will be cross-referenced in the remarks section.

f. When documenting currency on a Property Record, each denomination will be itemized and the total amount will be documented in the lower right corner of the item description section.

g. For currency seizures, the Property Record will contain the name, address and social security number of:

(1) the individual from whom the money was seized;

(2) any individual who makes a claim to the money; and

(3) all individuals who are present at the time of the seizure, if each is in constructive possession of

the money and no one asserts a claim to the money.

3. Distribution

a. When the Property Record is completed:

(1) attach the original to the property or evidence; and,

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(2) place a copy in the Lieutenants box; and,

(3) attach a copy to the case report.

b. When property is released or disposed of:

a. complete the release portion of the original and have each signed by the person receiving the property;

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