Category Archives: Chain of Custody

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.