Public Safety Reports

Police Operations and Data Analysis Report, Morgan Hill, California

these issues by informing department personnel of their responsibilities, outline acceptable

procedures to follow, establish general performance standards, and create consistency among

employees in carrying out their numerous tasks.

The MHPD Property and Evidence (P&E) function is assigned to the Support Services manager. The

day-to-day management of the function is handled by a civilian property technician. A detailed

MHPD policy (804), “Property Procedures,” outlines the handling, storage, processing, and

management of P&E. The policy provides guidance for the recovery, packaging, labeling, and

storage of narcotics, money, jewelry, and firearms. The P&E room is located in a separate portion of

the police building, with separate alarmed entrances and security cameras. The entry door is

monitored by a single camera monitored in the communications center and provides security video

of the property room entrance. A log is maintained to track persons entering the P&E room who are

always under escort of the assigned property technician. Keys and access codes are in the

possession of three MHPD personnel: the assigned property and evidence technician, a records

clerk assigned as the backup P&E technician, and the Support Services manager.

Property and evidence coming into the possession of a MHPD officer is entered into the Executive

Information Services (EIS) mobile data module. The entry is documented on the officer’s original

report. A property record and a computer-produced label, including a bar code, are generated. The

item is labeled, packaged where appropriate, and placed in an evidence locker adjacent to the

property and evidence room. Each locker has an individual key which is deposited into the locker

through a small opening after the locker is secured and locked. The property and evidence

technician enters the property and evidence room and retrieves the deposited item. The item and

label are verified against the property receipt and the item is placed on shelving in the property and

evidence room. Narcotics, money, and other valuables are placed in one of two safes housed in the

room. Property release is available to the public, Monday through Friday.

In its review of the P&E function, CPSM staff found the P&E room to be well kept and neatly

organized. All property and evidence inspected was tagged, packaged, and stored as required. The

P&E log was up to date and easily manipulated to retrieve specific data on particular pieces of

evidence. Property approved for destruction had been recently picked up by the disposal vendor.

Records regarding the disposed property were detailed and complete. The assigned technician was

very knowledgeable of the content and organization of the P&E room, and the policy and

procedures affecting his assignment, and he conveyed a commitment to maintaining the integrity of

all property and evidence coming into the possession of MHPD. In December 2014, the MHPD P&E

operation was audited by a private firm, DB Consulting. It was the eighth such audit conducted by

DB consulting. In the auditor’s report it was stated that the operation was in the top two percent of

law enforcement property rooms in California. MHPD is to be commended for its management of

this important function.

Recommendation:

None offered.