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SOP-TSD-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.