All posts by PMI Evidence Tracker

Asset Log

The Asset Log, built in to the PMI Evidence Tracker, functions the same way that the Evidence Log does and you enter an asset the same way you enter a piece of evidence.

Adding Assets

Click Add.  Fill out the form with all the relevant information.  White fields are optional.  Yellow fields are required by the program.  Date fields can be in standard MM/DD/YY notation or MM/DD/YY hh:mm notation.  Click Save when you are finished.

Making Fields Required (NEW in version 7.3)
Any filed in the Asset Log can now be made a Required Field (Note: This is only available to program Administrators). Simply right click on the field name and click ‘Required’ in the context menu. The field its self will turn yellow and is now required in order to create a record in the Evidence Log.

Assigned To
The biggest difference between the Asset Log and the Evidence Log is the ‘Assigned To’ field. This field, when used properly, can tell the  Quartermaster who had that particular piece of equipment before it gets reassigned to someone else. In this way, it helps the Quartermaster keep track of those using the items and the condition that they are brought back in.

Working with attachments

Once an item is saved to the Asset Log you may want to add attachments to it.  Simply select the item and click the Attachments button.

Click Browse to add files.  Alternatively, or Drag and Drop files into the list to add them.

To delete attachments simply right-click on one and select delete.

A picture attachment can be set to automatically preview when you select an item on the Evidence Log.  To determine which attachment is previewed click on the Default check box for that item.

Printing Labels

Printing labels is pretty straightforward.  Select the item you want to print a label for and click the Print Label button.

The system loads the label template that is specified in System Setup.  Based on the layout of the template file the system prints a barcode label to the printer specified in System Setup.  If your barcode label printer name does not match the name specified in System Setup then Windows hangs onto the print job and nothing prints out.  Make sure your label printer is named PMIPRINTER, not ZDesigner GC420T.

Finding An Item

  1. Click Find.
  2. Select which field you want to filter the Asset Log by.
  3. Type in what you want to search for.  Add percentage signs (%) for wildcards at the beginning and the end as necessary.
  4. Click OK.

Deleting an Item

To delete an item simply double-click it and click the Delete button.

Working with the data grid

The asset items that your department has are displayed on the bottom of the Asset Log in a grid.

Showing more rows

For better performance the Asset Log loads the most recent 30 transactions by default.  To see more click on the 500 or ALL tabs at the bottom of the grid.

Sorting by column

By default the Asset Log grid is sorted by Tracking Number, descending to show you the most recent items at the top.  If you want to sort it a different way simply click on the column header of the column you want to sort by.  Keep in mind that you may need to load more than 30 rows to use sort the way you intend.

Customizing the Evidence Log

It’s very easy to customize the Evidence Log to your needs and preferences.  An Admin user can Rename a field, Hide a field, Move a field, and Edit the list of items for a Drop Down Field.

Rename a field

To rename a field right-click on the name and select “Edit Name”.  Type the new field name. Click outside of the text box to finish editing.

Hide a field

To hide a field right-click on the name and select Hide.

Add a field

To show previously hidden fields click on the Green Plus symbol just above the top of the grid.  Then select which field you want to bring back.

Move a field

To move a field right-click on the name and select Move.  A box is placed around the field that is going to be moved.

Now click on where you want the field to go and it will move there.

Saving your layout changes

Editing, Hiding, and Moving fields are changes to the layout of the window.  For this new layout to be saved you need to close the window and say Yes to whether you want to saved the changes.  Then re-open the window.

Until you close the window and save the changes all other users will continue to see the old layout.

Edit the list of items for a Drop Down Field

Right click on the field name, then click ‘Edit Items’  Another context window will pop up. Click the Add button and then type what needs to be added to the dropdown. Click Save. You new item has been added to the list. You can now close the context menu.

Unlike Editing, Hiding, and Moving fields, when you edit the items in a list it is saved immediately.

I need the driver for my printer

Bought an Evidence Tracker system from us in the past couple of years?  You will most likely need to
Download the Zebra GC420T driver.

Bought one before that?  You might have a TLP2844.
Download the Zebra/Eltron TLP2844 driver.

Does your firewall or browser have an issue with you downloading EXE files?  For your convenience you can Download the Zebra GC420T install CD  or Download just the Zebra GC420T driver as zip files from our site.

Evidence Log fields

This section provides more detail about customizing your Evidence Log fields:

NEW in Version 7.3

Making Fields Required
Any filed in the Evidence Log can now be made a Required Field (Note: This is only available to program Administrators). Simply right click on the field name and click ‘Required’ in the context menu. The field its self will turn yellow and is now required in order to create a record in the Evidence Log.

Drop Down Menu Items
Adding Items to a Drop Down field has been moved the context menu. Right click on the field name, then click ‘Edit Items’ Another context window will pop up. Click the Add button and then type what needs to be added to the dropdown. Click Save. You new item has been added to the list. You can now close the context menu.

ID fields

The ‘Case Number’ (up to 25 characters) is the unique number assigned by your department to identify the incident associated with the piece of evidence you are inputting.

The same case number is used for all pieces of evidence in a particular case.  The program has been designed to accommodate three additional case numbers that may be issued by other governing authorities.  If for example, the case gets assigned to the next level of authority, (Ex. County) it may have an additional case number issued by that jurisdiction, entered as ‘Case Number 2’ (up to 25 characters).  If the case then gets assigned to the third level of authority, (Ex. State or Federal) with another number assigned, it is entered as ‘Case Number 3’ (up to 25 characters), and finally with an additional fourth level of authority, it is entered as, ‘Case Number 4’ (up to 25 characters).

The ‘Tracking Number’ is unique to each piece of evidence (or each bag of evidence) and is automatically generated by the software and assigned when a record is saved.

The ‘Item Number # of # ‘ field (up to 6 characters per section) is divided into two parts: the number within the total and the total number of items.  For instance, suppose you are working on a new case where ten separate pieces of evidence were collected.  The first record would be entered as 1 of 10.   Once the record has been saved, click on the “ADD” button to enter data for subsequent items, the program will automatically display it as 2 of 10 for the second record.  This same process would apply until you have entered all 10  pieces  of  new  evidence.  If,  at  a  later  date,  another  three  pieces  of evidence are collected for an existing case number, the program will automatically insert the next sequential item number as well as increasing the total number of items.

Core fields

Offense/Incident Location’ (up to 99 characters) is where you enter a description of the location or the address where the offense or incident took place.

In ‘Offense’ (up to 99 characters) you will be enter a brief description of the particular incident or crime.   Since this field is alpha/numeric, you can enter either a written description or an offense code number.

Evidence Description’ (up to 1000 characters) details the description of the piece of evidence.

Evidence Type’ (up to 99 characters) is for recording the type of evidence collected (weapon, drugs, jewelry, etc).

Victim/Complaint’ (up to 120 characters) is for recording the name, address and other important information of the victim of the crime or the person filing the complaint.

Suspect’ (up to 120 characters) is for recording the name, address and other important information of the person(s) believed responsible for the specific incident or crime.

Date/Time of Recovery’ must be entered in a mm/dd/yy, hh:mm format.  This is the date and time the item was collected.  Time can be entered in a standard or military configuration.  If military time is used it will be converted into standard time and the appropriate AM/PM designation will be added when the record is saved.  If you are using standard time, be sure to add the AM or PM, otherwise the program will by default make the time AM.

90 Day Review’ is checked if you want to mark a piece of evidence to be reviewed after 90 days to determine if the item can be purged from the system.

Recovered By’ (up to 60 characters) is for the name of the individual who collected the particular piece of property or evidence.

Location of Recovery’ (up to 99 characters) is the description of the location where the evidence was collected.

There may be an occasion when the person collecting the evidence does not transport it to the property room.   Only when the person transporting the evidence is different from the one who collected the evidence do you need to fill in ‘Transported By’.

Reason Seized’ (up to 45 characters) is for entering the purpose for which a particular piece of property is being retained (Ex. to be tested, holding for court).

Location fields

Current Item Location’ (a read-only field off to the left) displays where the piece of evidence is currently located (either in the evidence room or where it’s checked out).

Temporary Location’ (up to 25 characters) identifies the temporary location used to store evidence until it is logged into the evidence room by the Evidence Room Custodian.  This will typically be done if the evidence room is not open when the evidence is brought to the department to be logged in.

Evidence Room Location’ (up to 25 characters) is the location assigned to evidence in the secured storage area by the Evidence Room Custodian.  The evidence will be taken from the temporary locker, or from whoever transported the items, and assigned a location in the evidence room.  The first time you assign an Evidence Room Location for a piece of evidence the system automatically adds an entry to the Custody Log as well.  That makes it easier to keep track of each piece of property as it moves in and out of your evidence room.

User-defined fields

‘User Field #1’ through ‘User Field #4’ (up to 99 characters each) are user-defined pull down fields that are used to store any additional information you may need about the evidence item.  Customize the name of the field and use it for whatever you need.

‘User Field #6′ through ‘User Field #12’ (up to 250 characters each) are free-text fields that are used for the same purpose as User Fields #1 through #4.  Customize the name of the field and use it for whatever you need.

Notes‘ (up to 1000 characters) is a text field for keeping notes relative to the piece of evidence.

Status and Disposal fields

Case Status’ has two entry options, Active or Inactive, indicating whether or not a case is ongoing.  The default setting is Active. When the case is closed and there is no more activity, you should change the case status to Inactive by editing all of the records associated with the case number.  More on Archiving can be found in the Archiving section.

Disposition’ (up to 99 characters) is used to designate how evidence is to be disposed of when a case is closed and the evidence is no longer needed.  The options are:  ‘Auction Off’,  ‘Destroy’,  ‘Other’,  ‘Return’,  ‘Sell’  or ‘Transfer’.

Dispose’ is marked after it has been determined that the evidence is no longer needed and is ready to be permanently removed from your evidence room.

Date of Disposition’ is the date the item permanently left the property room.  The date will be entered into the Evidence Log when the item is checked out for Final Disposition in the Chain of Custody Log.  Once all the evidence has been disposed of the case can be marked Inactive, if not already done, which will tag the record for archiving.

A note about the Status and Disposal fields

You can run the ‘Inactive Report’ and use it as a tool to help you review and decide which pieces of evidence can be marked for disposal.  At this point, a ‘Disposition Report’ may be printed for submission to the Judge or court along with your request for authorization to dispose of evidence.

Once authorization has been obtained and a piece of evidence is ready for disposal, a ‘Property Receipt’ should be printed for submission with the associated evidence when it is turned over.

Archiving a case

Archive a case when all items have been permanently signed out of your evidence room.  This happens when all items are returned to the owner, destroyed, or otherwise permanently transferred to another agency (FBI, Secret Service, Community Use).

Before a case can be archived

  • The item is marked Inactive
  • The Date of Disposition is set
  • The item has been checked out of your evidence room to its final resting place (return to owner, destroyed, or permanently transferred to some other agency)
  • All items in the case have been similarly marked

The easiest way to accomplish this is using the Final Out option on the Custody Log.

To archive a case:

From the main screen:

  1. Click Archive, click Archive Case.
  2. Select a case number.
  3. Click Archive One.
    or
    To archive all possible cases at once click Archive All.

After you archive a case:

You can view the data on the Archived Case and Custody Report.

Evidence Log

The Evidence Log stores all the information about your evidence from what it is to where it was recovered.  Everything else you do in the program is based on what we enter here.

Adding Evidence

Click Add.  Fill out the form the same as you would on the side of an evidence bag.  White fields are optional.  Yellow fields are required by the program.  Date fields can be in standard MM/DD/YY notation or MM/DD/YY hh:mm notation.  Click Save when you are finished.
Video here: Entering Evidence

More information on each field can be found under Evidence Log Fields.

Some departments have the Evidence Tech enter all of the information here based on a paper form they’re handed when they get the evidence bag.  Other departments save time and paper by having patrol officers enter this information.  The system has custom permissions that enable you to do this in a safe and secure fashion.  Simply give the patrol users Add Evidence permission but no Add Custody permission.  See more about that in the User Admin section.

Making Fields Required (NEW in version 7.3)
Any filed in the Evidence Log can now be made a Required Field (Note: This is only available to program Administrators). Simply right click on the field name and click ‘Required’ in the context menu. The field its self will turn yellow and is now required in order to create a record in the Evidence Log.

Setting Evidence Room Location

When a Patrol user adds evidence they can enter the Temporary Location that a piece of evidence was left in such as a temporary locker.  That may or may not happen in your department depending on whether Patrol has access to your system.

When an Evidence Tech (a user with Admin or Add Custody privileges) brings an item into the evidence room for the first time they set the Evidence Room Location.  This would be the long-term storage bin the Tech intends to keep the item in.

It is at this point, not before, that the item is said to be in the evidence room.  At this point a new Custody Log entry is automatically added showing that the item was received at the evidence room.

Working with attachments

Once an item is saved to the Evidence Log you may want to add attachments to it.  Simply select the item and click the Attachments button.

Click Browse to add files.  Alternatively, or Drag and Drop files into the list to add them.

To delete attachments simply right-click on one and select delete.

A picture attachment can be set to automatically preview when you select an item on the Evidence Log.  To determine which attachment is previewed click on the Default check box for that item.

Printing Labels

Printing labels is pretty straightforward.  Select the item you want to print a label for and click the Print Label button.

The system loads the label template that is specified in System Setup.  Based on the layout of the template file the system prints a barcode label to the printer specified in System Setup.  If your barcode label printer name does not match the name specified in System Setup then Windows hangs onto the print job and nothing prints out.  Make sure your label printer is named PMIPRINTER, not ZDesigner GC420T.

Finding Evidence

  1. Click Find.
  2. Select which field you want to filter the Evidence Log by.
  3. Type in what you want to search for.  Add percentage signs (%) for wildcards at the beginning and the end as necessary.
  4. Click OK.

Deleting Evidence

To delete a piece of evidence  simply double-click it and click the Delete button.

Working with the data grid

The evidence items in your evidence room are displayed on the bottom of the Evidence Log in a grid.

Showing more rows

For better performance the Evidence Log loads the most recent 30 transactions by default.  To see more click on the 500 or ALL tabs at the bottom of the grid.

Sorting by column

By default the Evidence Log grid is sorted by Tracking Number, descending to show you the most recent items at the top.  If you want to sort it a different way simply click on the column header of the column you want to sort by.  Keep in mind that you may need to load more than 30 rows to use sort the way you intend.

Customizing the Evidence Log

It’s very easy to customize the Evidence Log to your needs and preferences.  An Admin user can Rename a field, Hide a field, Move a field, and Edit the list of items for a Drop Down Field.

Rename a field

To rename a field right-click on the name and select “Edit Name”.  Type the new field name. Click outside of the text box to finish editing.

Hide a field

To hide a field right-click on the name and select Hide.

Add a field

To show previously hidden fields click on the Green Plus symbol just above the top of the grid.  Then select which field you want to bring back.

Move a field

To move a field right-click on the name and select Move.  A box is placed around the field that is going to be moved.

Now click on where you want the field to go and it will move there.

Saving your layout changes

Editing, Hiding, and Moving fields are changes to the layout of the window.  For this new layout to be saved you need to close the window and say Yes to whether you want to saved the changes.  Then re-open the window.

Until you close the window and save the changes all other users will continue to see the old layout.

Edit the list of items for a Drop Down Field

Right click on the field name, then click ‘Edit Items’  Another context window will pop up. Click the Add button and then type what needs to be added to the dropdown. Click Save. You new item has been added to the list. You can now close the context menu.

Unlike Editing, Hiding, and Moving fields, when you edit the items in a list it is saved immediately.

Video here: Customize Evidence Log

Batch Bin Transfer

The Batch Bin Transfer screen helps you quickly move multiple pieces of evidence into a single bin.

Much like the way Batch Check In / Check Out works, you add items to the list by either the Tracking Number or the Case Number.

To remove an item right-click it and select Delete or simply use the delete key on the keyboard.

Items that aren’t valid for a Batch Bin Transfer (because they’re checked out) will appear with a Red X next to them.

Enter the bin you want the items moved to at the bottom of the screen and click Make It So.

Batch In / Batch Out

This screen helps you easily check multiple items of evidence into and out of your evidence room in one fell swoop.

Add item by Tracking Number

Type or scan a Tracking Number into the field.  Hit Tab and it’s added to the list.

Add item by Case Number

Type or scan a Case Number into the field.  Hit Tab and every item from that Case is added to the list.

About the list

When you add an item to the list the system checks if it’s valid based on where the item is currently at.

If you’re doing a Batch Out and the item is already checked out the item will have a Red X in the first column.  That means it’s not valid to be added to the Batch Out transaction.

However, if the item is currently in the evidence room and you’re doing a Batch Out then it will be added with a Green Check Mark.

To remove an item from the list either right-click it and select Delete or press the delete key on the keyboard.

Finishing the transaction

When you are satisfied with the list fill in the information at the bottom.  These are the same fields as the regular Custody Log where you establish Who, Where, Why, and When.

To finish the transaction click the Make It So button.  It will ask if you want to print a Property Receipt for these items.

Custody Log

The Custody Log keeps track of where your evidence has been.  It is the basis for your Case and Custody Reports for court.  Evidence can be checked in/checked out to keep an accurate log of where each item is.

Check In / Check Out

This button starts a Check In or Check Out for items.

Checking an item in

This is for when you are returning an item to the Evidence Room that was previously checked out.

  1.  Click Check In/Out
  2. Enter the Tracking Number in the Tracking Number field and press Tab.
  3. Information is displayed to tell you where the item is currently at, why it’s there, who said that it’s there, and when.
  4. Enter Who or Where you received the item from.
  5. Enter Who is checking the item in.
  6. The Date In is set for right now.  If you need to back-date this, edit it here.
  7. Click Save.  Click Yes if you want to print the Property Receipt.

Checking an item out

This is for checking a piece of evidence out of the evidence room; you can record who received it, when they received it, and why.

Pieces of evidence get checked out for several reasons.  Some are temporary removals and you’re expecting them back.  Others you’re expecting to hand off and not get it back in the future.

Temporary check outs

  • Item goes to court
  • Item goes to testing

Permanent check outs

  • Item is destroyed
  • Item is returned to owner
  1.  Click Check In/Out
  2. Enter the Tracking Number in the Tracking Number field and press Tab.
  3. Information is displayed to tell you where the item is currently at, who said that it’s there, and when.
  4. Enter Where the item is going.
  5. Enter Who is checking the item out.
  6. The Date Out is set for right now.  If you need to back-date this, edit it here.
  7. Enter the Reason Out.
  8. If this is a Permanent Check Out, select the Final Out check box.
  9. Click Save.  Click Yes if you want to print the Property Receipt.

Working with the data grid

The combined custody flow for your evidence room is displayed on the bottom of the Custody Log in a grid.

Showing more rows

For better performance the Custody Log loads the most recent 30 transactions by default.  To see more simply click on the 500 or ALL tabs at the bottom of the grid.

Sorting by column

By default the custody flow is sorted by Action Date, descending to show you the most recent items at the top.  If you want to sort it a different way simply click on the column header of the column you want to sort by.  Keep in mind that you may need to load more than 30 rows to use sort the way you intend.

Deleting a Custody Log entry

Double-click on the item you want to delete. Then click on the Delete button.

Batch In / Batch Out

That topic is covered in a separate post, Batch In / Batch Out.

Main Screen

The first screen you see when you open the program should look like a search engine.  At this screen you can search for evidence or add new evidence.

Add New

This button takes you directly into the Evidence Log.  It automatically adds a new entry that is ready for you to edit.

Find

This button searches for evidence that matches what you type in the text box above it, much like how popular search engines work.

Quick instructions:

  1. Click inside the white text box.
  2. Scan a barcode  OR  Type the name of a suspect (for example).
  3. Click Find.

Selecting the columns to be searched and shown

By default the Find feature will try to match what you searched for with evidence based on the ID field columns and the core set of fields.  These include the most common fields such as Case Number, Tracking Number, Victim, Suspect, Offense, and so on.  The full list of ID field columns and core columns is available as a tool tip on the field selection menu.

To open the field selection menu click on the magnifying glass and gear icon on the right of the text field.  A menu will pop out for you to select which groups of fields you want to be searched and shown.  As you mouse over each group you will see which fields are a part of that group.

For simplicity’s sake the list of fields to search and the list of fields to show in the results is edited at the same time.  This is intended to be a quick and direct search right from the main screen.  For more complex searches we recommended that you use the Express Custom Reports function.

Change Case Number

Selecting the Change Case Number option in the File menu will enable the administrator or other authorized individual to change the case number for all items in a case to a different value.

This is used when someone accidentally types in 2014-000100 when they meant to type 2014-000010 while initially entering the evidence.

This function changes the Case Number for an item on the Evidence Log and the Custody Log.

Please Note: This screen makes exactly the changes that you request.  Please use it with caution and only when necessary.

Built-In Reports

Under the Reports tab you will find reports that will help you better organize and maintain your property room.

Case and Custody Report

The Case and Custody Report shows the Chain of Custody for every piece of evidence in a case.

Cases Out Report

The ‘Cases Out’ report is designed to furnish a list of all active pieces of evidence that have been signed out of your property room and have not been returned.

Archive Case and Custody Report

The ‘Archive Case and Custody’ report is structured the same as the Case and Custody report previously described, except it only reports on cases that have been archived.

Inactive Cases Report

The ‘Inactive Cases’ report is designed to give you a list of all cases that have been marked as ‘Inactive’ in the Evidence Log.

The ‘Inactive Cases’ report can be used as a review to determine which pieces of evidence can be disposed of or to decide which cases can be archived.

90 Day Review Report

The ‘90 Day Review’ report lists items that should be looked at to be purged.  The report will reflect all items where the current date has exceeded 90 days from the recovery date and where the 90 day review box has been checked.

Disposition Report

The ‘Disposition’ report is used to furnish a list of the items in your property room whose status is marked as active and have been tagged for disposal in the Evidence Log.   The report can be printed out and submitted as an attachment to your requisition to the court for authorization to dispose of evidence.

Property Receipt by Tracking Number

A Property Receipt helps you maintain a paper trail.  Any time you check evidence into or out of your evidence room you have the person who picks it up sign a property receipt.  This way you can document that the evidence has left your custody and has entered theirs.

A property receipt would be used anytime the Custody Log is involved: when you dispose of an item, when you return it to the owner, when you send something out for testing or for court, and when it’s returned to your evidence room.

Property Receipt by Case Number

The ‘Property Receipt by Case Number’ works just like the ‘Property Receipt by Tracking Number’ except instead of entering item numbers you only enter the case number for which you want to create a receipt.  One receipt will be generated that will have listed all pieces of evidence that were entered under the selected case number in the Evidence Log.

Printing the reports

Click the print button at the top of the page to print the report.

Exporting to PDF or Excel

Click the Disk icon at the top of the page, then select PDF or Excel.

Audit Options

The Audit function in Evidence Tracker allows you to take stock of what is in your inventory and where the items are located.

Audit Options
Audit Options

Audit Options is straightforward.

Turn the reminder On or Off:

  1. Check the box
    or
    Uncheck the box.
  2. Click Save and Close.

Set how often it reminds you:

  1. Decide how many days/months. Type it in.
  2. Select Days or Months.

Set how many items a Random Audit has:

  1. Type how many items you want in the correct box.
  2. Click Save and Close.

This screen will also tell you when the most recent audit report was created.  More on that in the section about Auditing.

System Setup

The Setup section allows Admins to tell the program what printer to use, what label templates to use, and where attachments are stored.  Generally, this is where IT or support staff will go to fix things involving printing or attachments.

While the screen may appear daunting, we’re here to walk you through the process.

Under Port/Printer, indicate which printer will print your labels (generally named PMIPRINTER).  All labels will be printed from this same printer, but to print out the various types (evidence, shelf, or asset), you will need to switch out the size of label in the printer.

The Evidence Label Template Path, Asset Label Template Path, and the Shelf Label Template Path indicate the file paths where the templates are stored on your shared network.  Evidence Label Template corresponds to the template for your 4″x3″ evidence labels, Asset Label Template is your template for the 2″x1″ department equipment labels, and Shelf Label Template is the template for the 4″x1″ shelf labels.

The last section in system setup specifies the path(s) for where you want pictures and attachments stored on your server for both evidence and asset information.  It is recommended to use a shared path so that everyone in the department can access the information easily.

The Evidence Shared File Path is where you want to store shared attachments for the evidence log so everyone can access them.  The Asset Shared File Path is where you want to store attachments for the asset log.

When you have completed entering the required information, click Save and Close.

Define Department

The Department Setup screen is where you can customize reports in the program with the name and address of your specific organization.

Access the Department Setup screen by clicking on the  Setup menu and selecting ‘Define Department’.

User Admin

In the User Admin screen you manage users and give them permission to access certain parts of the system.

Adding a user

  1. Click Add.
  2. Enter User ID.
  3. Enter Password.
  4. Enter First and Last Name.
  5. Click Save.

Editing a user

  1. Double-click the User in the grid.
  2. Add or remove permissions by clicking the check boxes for each permission.
  3. Click Save.

Deleting a user

  1. Double-click the User in the grid.
  2. Click Delete.
  3. Click Yes.

A word about Admins, Passwords, and system integrity

Your first activity should be to decide who will be the Administrator.  Most often it is the lead Evidence Tech since they are ultimately responsible for the system and the information in it.

The administrator manages user accounts, manages access to each screen  in the program, and manages the customization of field names in the system.

Now that you’ve assigned an administrator, set them up with a secure password.  Controlled access to the system and the information in it depends on the quality of this password so choose wisely.

Record the new password and secure it in a safe place.  Be sure to save the changes before you proceed.  At the end of this step the intent is to no longer have a user named “admin” that you can log in with the password “admin”.

Assistant Administrator

If there is to be an assistant administrator you will need to give that person a User ID and unique password as well.  The assistant administrator must at least have access to the ‘User Setup’ menu in case, for any reason, the administrator cannot fulfill his administration duties.

Detective, Investigator, and Patrol accounts

In addition to the Evidence Techs most departments add user accounts for Detectives, Investigators, and Patrol Officers.  You may, for example, want an officer to be able to enter evidence but not have access to any other parts of the program.  In that case you would add a user for that person and only check the Add Evidence box.

The different permissions that can be assigned to a user are listed below:

  • Admin – This gives an authorized individual access to the User Setup screen along with the ability to change the field headers and case numbers.    Whoever has access to this screen controls the security and can determine who can enter the various parts of the software.  Only the administrator and assistant administrator should have access to this screen.
  • Add Evidence – Allows an authorized individual to enter new evidence records into the Evidence Log.
  • Edit Evidence – Allows an authorized individual to edit existing records in the Evidence Log.
  • View Evidence – Allows an authorized individual to only view evidence records.
  • Add Custody – Allows an authorized individual to enter information into the Custody Log.
  • View Custody – Allows an authorized individual to view records in the Custody Log.
  • Delete – Allows an authorized individual to permanently delete records.
  • Design – Allows an authorized individual to design new labels or modify existing ones.
  • Print – Allows an authorized individual to print labels.
  • Reports – Allows an authorized individual to view and print reports.
  • Archive – Allows an authorized individual to move inactive records from the active evidence database file to an archive database file.
  • Dispose – Allows an authorized individual to tag items of evidence for disposal.
  • Asset –    Allows an authorized individual access to the Asset   management portion on the program.

Initial Startup

To use the PMI Evidence Tracker™ software for the first time double click on the icon.  In a few seconds you should see the Login screen.  To log in the first time use “admin” for both the User ID and Password.  Be sure that you use lower case for both fields, as they are case sensitive.

Next you customize the software for your department.   The next step is to assign User IDs and Passwords to those who you want to have access to the various parts of the program.

Express Custom Reports

Click here to view the quick tutorial

Express Custom Reports enables the user to create powerful reports with any of the fields on the Evidence Log or Asset Log.   Access to Express Custom Reports is restricted and only accessible to those whom have the ‘Admin’,‘Reports’, or ‘Asset’ permission selected in the User Admin screen.

Express Custom Reports can be an invaluable tool allowing you to create reports based on different criteria. You may, for example, want to know which pieces of evidence were collected by a specific officer in a specific year.  You may want a report listing all pieces of evidence in your property room that have been marked for destruction. You may want to create a report that will list all of the “drugs” or “guns” that were collected within a certain time frame and where they are stored in the property room. To access this option simply click onto the ‘Express Custom Report’ selection under the Report tab and the following screen will be displayed.

Create a Custom Report

You can design a new custom report using any of the fields in the Evidence Log.  There are on screen instructions to help you populate the ‘Select’, ‘Where, and ‘Order By’ sections. First, click the down arrow on the right side of the ‘From’ field to select which database you want to use in your report.  After selecting the desired database the left column will be populated with the available fields, from which you can select to be included in the report.

Click on ‘Select’ and then click the fields that you want included in your report from the fields listed in the left column. The order the fields will be shown on the report is based on the order the fields were selected. To remove a field from the report, simply right mouse click on it. If you want selected field information to be included only if certain conditions are met, you will need to click on ‘Where’ and choose the field(s) you want to use as a filter.

There is no limit on the number of fields you can have in a report that are used as filters. Click on the field you want from the column on the left and then the down arrow to the right of the ‘Like’ field. Select what you want to use as your filter. If you want your report to only include data on evidence collected between two dates, select the filter ‘Between’ and enter the two dates.

Comparison Filters

= (use date or text fields for an exact comparison) (if you want to set a filter where a field is blank you need to use the = for the comparison and then leave the criteria field blank. Not applicable for date fields)
Not = (use date or text fields for an exact comparison)
Greater than (used for date fields)
Less than (used for date fields)
Greater than or equal to (used for date fields)
Less than or equal to (used for date fields)
Not equal to (use date or text fields for an exact comparison)
Like (you choose the Like comparison to do a word search)

Criteria Formulas

•    Date form – mm/dd/yyyy
•      Wild Card Search – When using the “Like” filter you need to use a % as a wild card along with the key letter(s) or word(s). If the input is a% the results will find all text matches that start with an ‘a’. If the input is %gun% the results will find all matches that contain ‘gun’ in any part of the text string. If the input is %B3 the results will find all matches where the text string ends with ‘B3’.

To sort the data order by a specific field(s), click ‘Order By’ and select the field that you want to use to sort by. The sort sequence is determined by the order that the field(s) were selected.

If you click on the green ‘Run’ button the results will be displayed in the grid at the bottom of the screen. It will also give you the number of records in your report. Click on the ‘Report Viewer’ and the report will be created and displayed on the screen.

You can either print the report or save it in a .pdf or Excel format. To save the new report click onto the ‘Save’ button and enter the name you want to give the new report and then click onto the ‘OK’ button.  This will save the new report and will return you to the custom report design screen. To create another new report click onto the ‘New’ button and begin the process again.

Edit Custom Reports

To edit or modify an existing custom report, click onto the ‘Express Custom Report’ tab in the ‘Reports’ menu.  Click on the ‘Load Report’ button and select the report that you want to edit.

Make the desired changes and save your results.

Delete Custom Reports

To delete an existing custom report click onto the ‘Custom Report’ tab in the ‘Reports’ menu. Select ‘Delete’ Report and then scroll down to the desired report name and move the cursor arrow to the gray box to the left of the field and double click the left mouse button.  Click ‘OK’ to delete the report.