SOP-SSD-5 Security and Emergency Access of Property-EvidenceTechnical Services Division
SOP-TSD-5
Date Issued: September 1, 2011
I. SUBJECT: SECURITY OF AND EMERGENCY ACCESS TO
PROPERTY/EVIDENCE STORAGE AREAS
II. PURPOSE AND SCOPE: To ensure the secure storage of
property/evidence and allow access during emergencies occurring outside of
normal property/evidence staff hours.
III. PROCEDURE:
A. Security: The following locations are to be secured at all times
by being closed & locked or by the presence of an authorized
employee (Property Officer or Records Supervisor).
1. Locations:
a) Property Office
b) Lockdown Room
c) Cargo Container on site
d) Cargo Container off site
2. Any employee discovering any of these locations to be
unsecure during normal business hours (Monday-Thursday
0700-1700) shall contact the Records Supervisor (or their
designee) immediately via phone or email and secure the
location as best as possible without making entry.
a) A CAD event shall be created and all subsequent
notifications and actions taken shall be noted in the
event.
3. Any employee discovering any of these locations to be
unsecure outside of normal business hours shall contact the on
duty supervisor immediately.
a) The on duty supervisor shall initiate a CAD event
and all subsequent notifications and actions taken shall
be noted in the event.
b) The on duty supervisor will ensure the appropriate
notifications are made as follows and secure the location
as best as possible without making entry:
(1) Records Supervisor
(a) by email and call to home phone, If
no response within 10 minutes contact
(2) Technical Services Manager
(a) by email and call to home phone, If
no response within 10 minutes contact
(3) Property Officer
(a) By home phone.
c) It is the Records Supervisor’s responsibility (or
their designee) to ensure that the storage location is re-
secured and to research how the breach may have
occurred.
d) The findings of such research will be presented to
command staff for review and direction.
B. Emergency Access to Property/Evidence Storage Locations
1. Emergency Access is defined as a critical need to enter a
Property/Evidence storage location due to fire, water leak, or
other unanticipated circumstance requiring immediate access
to prevent further damage to the building/contents/ etc.
a) An emergency access key is kept in an envelope in
the small lock box located in the sergeant’s office.
(1) This envelope shall be tape sealed, dated and
initialed by the Records Supervisor (or their
designee) and a member of Command Staff.
(a) This envelope shall be examined regularly by the
Records Supervisor (or their designee).
b) Once a supervisor determines an emergency exists
the supervisor may utilize this key to gain entry to
Property Office through the internal property/evidence
door adjoining the identification office; or the lockdown
room door. The Cargo containers are padlocked.
c) The supervisor making entry shall initiate a CAD
event and document all entries and exits via this event.
All notifications to the Records Supervisor or other
appropriate personnel will be documented in the CAD
event.
d) The supervisor shall ensure email notification is
made as soon as practical to the Records Supervisor (or
designee) of the emergency situation.
e) The key shall be returned to the Records
Supervisor (or their designee) for securing as listed in
B.1.a.1, so that it is available for use as necessary.