{"id":397,"date":"2022-02-01T17:28:29","date_gmt":"2022-02-01T22:28:29","guid":{"rendered":"https:\/\/www.pmievidencetracker.com\/manual\/?p=397"},"modified":"2022-05-19T13:38:20","modified_gmt":"2022-05-19T18:38:20","slug":"entering-evidence","status":"publish","type":"post","link":"https:\/\/www.pmievidencetracker.com\/manual\/blog\/entering-evidence\/","title":{"rendered":"Entering Evidence"},"content":{"rendered":"\n

Entering Evidence<\/h4>\n\n\n\n

The \u201cEvidence Log,\u201d <\/em><\/strong>modeled after the commonly used evidence bag to facilitate moving from a paper system to a computer application. Once a user selects \u201cLog\u201d<\/em><\/strong> under the \u201cEvidence\u201d <\/em><\/strong>tab, the \u201cEvidence Log\u201d <\/em><\/strong>will appear with information from the last record input into the application. To enter a new record, the user will need to select the \u201cAdd\u201d<\/em><\/strong> option from the left pane area. After selecting \u201cAdd,\u201d <\/em><\/strong>then the \u201cAdd\u201d <\/em><\/strong>option will appear grayed out, then \u201cCancel\u201d <\/em><\/strong>and \u201cSave\u201d <\/em><\/strong>will then become selectable (see figure 28). The user will start by inputting a \u201cCase Number\u201d<\/em><\/strong> then hit the \u201cTab\u201d key on the keyboard to move to the next field. (Remember the \u201cTracking Number,\u201d \u201cItem#\u201d and \u201cItem Of\u201d will auto-fill by the application.)<\/em><\/strong><\/p>\n\n\n\n

The next required field (as indicated by the yellow shaded box) is \u201cOffense.\u201d <\/em><\/strong>The user will then need to input information into \u201cOffense\u201d <\/em><\/strong>which is a drop-down list in which the user can select a preadded offense (If the admin user added the offenses to the drop-down list the user should not enter a new word or phrase).<\/p>\n\n\n\n

There are 7 fields that require information to save a record: \u201cCase Number,\u201d \u201cOffense,\u201d \u201cOffense Location,\u201d \u201cEvidence Type,\u201d \u201cEvidence Description,\u201d \u201cDate of Recovery,\u201d and \u201cRecovered By.\u201d <\/em><\/strong>If one of these fields is missing data, the user cannot save the record. Please refer to the \u201cEvidence Log\u201d then \u201cEvidence Log Fields\u201d for the data character limits for each field.<\/em><\/strong><\/p>\n\n\n\n

Case Number<\/h4>\n\n\n\n

The \u201cCase Number\u201d<\/em> <\/strong>field will accept up to 20 characters and is the number that determines the \u201cItem#\u201d<\/em><\/strong> and \u201cOf\u201d<\/em><\/strong> i.e., \u201cItem#\u201d_2_ \u201cOf\u201d _3_ <\/em><\/strong>. The application provides fields for additional case numbers such as, \u201cCase Number 2,\u201d \u201cCase Number 3,\u201d and \u201cCase Number 4.\u201d <\/em><\/strong>These fields can be used for additional case numbers or can be renamed and repurposed for other needs. These fields can also be used to input another case number assigned by an outside entity such as the \u201cATF.\u201d<\/p>\n\n\n\n

Tracking<\/h4>\n\n\n\n

The \u201cTracking Number\u201d <\/em><\/strong>is a unique number that is automatically generated by the application. The \u201cTracking Number\u201d <\/em><\/strong>is unique, will never be duplicated, and cannot be manipulated. The \u201cTracking Number\u201d <\/em><\/strong>ensures the integrity of the PMI application. The \u201cTracking Number\u201d <\/em><\/strong>is not assigned until a record is saved.<\/p>\n\n\n\n

Item Number<\/h4>\n\n\n\n

The \u201cItem#\u201d <\/em><\/strong>indicates what item the user is currently viewing, adding, or editing as the \u201cOf\u201d <\/em><\/strong>number is automatically adjusted as items are added to a case number. These numbers correlate with the case number. If an item input has the same case number, the \u201cItem# and Of\u201d <\/em><\/strong>will adjust as pieces are added.<\/p>\n\n\n\n

Victim\/Complaint<\/h4>\n\n\n\n

The \u201cVictim\/Complainant\u201d <\/em><\/strong>field is an expandable field for the user to input a name and an address or two names and an address.<\/p>\n\n\n\n

Offense<\/h4>\n\n\n\n

The \u201cOffense\u201d <\/em><\/strong>field is a drop-down list that the admin user will populate with data for officers to choose from. The admin user building the list for officers to choose from helps keep the database clean and uniform.<\/p>\n\n\n\n

Offense Location<\/h4>\n\n\n\n

The \u201cOffense Location\u201d<\/em><\/strong> is an expandable field where the user will input the address where the offense occurred or a description of the location if no address is available.<\/p>\n\n\n\n

Evidence Type<\/h4>\n\n\n\n

The \u201cEvidence Type\u201d <\/em><\/strong>field is a drop-down field, and the admin user will populate the list with evidence types the department commonly encounters. (The admin user can add to the list, but no evidence type assigned to a record can be removed from the list, the application will not allow it.<\/p>\n\n\n\n

Biological<\/h4>\n\n\n\n

The \u201cBiological Details,\u201d <\/em><\/strong>(see figure 54) which populates by selecting \u201cBiological\u201d <\/em><\/strong>in the \u201cEvidence Type,\u201d <\/em><\/strong>is where the user can select one of 6 options from the drop-down list provided i.e., \u201cBlood Sample, Urine Sample, Sexual Assault \u2013 Rape Kit, Extracted DNA, Tissue Sample, Other Item(s).\u201d<\/em><\/strong><\/p>\n\n\n\n

\"\"
Figure 54<\/figcaption><\/figure><\/div>\n\n\n\n

Cash<\/h4>\n\n\n\n

The \u201cCash Details,\u201d <\/em><\/strong>(see figure 53) which populates by selecting \u201cCash\u201d <\/em><\/strong>in the \u201cEvidence Type,\u201d <\/em><\/strong>is where the user can input the number of each denomination collected, i.e., $100 (3), $20 (6), $5 (13). The \u201cCash Details\u201d <\/em><\/strong>window will add all the input denomination and present the user with a \u201cBill Total, Coin Total, and Grand Total.\u201d<\/em><\/strong><\/p>\n\n\n\n

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Figure 53<\/figcaption><\/figure><\/div>\n\n\n\n

Drugs<\/h4>\n\n\n\n

The \u201cDrug Details,\u201d <\/em><\/strong>(see figure 51)which populates by selecting \u201cDrugs\u201d <\/em><\/strong>in the \u201cEvidence Type,\u201d <\/em><\/strong>is where the user can select one of the listed options (Quantity, Weight, Volume) to better describe the drug evidence collected. The corresponding boxes are for inputting the value of the selected option i.e., Quantity [100] or Quantity [100 pills], Weight [.25] or Weight [.25 oz], Volume [2 Tbs] or Volume [2 tbsp].<\/p>\n\n\n\n

\"\"
Figure 51<\/figcaption><\/figure><\/div>\n\n\n\n

Guns<\/h4>\n\n\n\n

The \u201cGun Details,\u201d <\/em><\/strong>(see figure 52) which populates by selecting \u201cGuns\u201d <\/em><\/strong>in the \u201cEvidence Type,\u201d <\/em><\/strong>is where the user can input data for \u201cMake,\u201d \u201cModel,\u201d Caliber,\u201d <\/em><\/strong>and \u201cSerial Number.\u201d<\/em><\/strong><\/p>\n\n\n\n

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Figure 52<\/figcaption><\/figure><\/div>\n\n\n\n

Evidence Description<\/h4>\n\n\n\n

The \u201cEvidence Description\u201d <\/em><\/strong>field will accept more than 4 million characters and is best used to describe, in more detail, the evidence collected. Please understand, the \u201cEvidence Type\u201d should be a simple word to describe the evidence, i.e., \u201cDrugs.\u201d <\/em><\/strong>user to list the finer details of the evidence collected and will accept as many as 4 million characters.<\/p>\n\n\n\n

Date of Recovery<\/h4>\n\n\n\n

The \u201cDate of Recovery\u201d <\/em><\/strong>must be entered in a mm\/dd\/yyyy format, the user can also add a time in the format of hh:mm if desired. The date and time pertain to when that piece of evidence was collected. The time can be entered in a regular or military configuration. If military time is used, it will be converted into regular time and the appropriate AM\/PM designation will be added when the record is saved. If the user is using regular time, be sure to add the AM or PM. Otherwise, the application will. by default, save the record with an AM time.<\/p>\n\n\n\n

Review Months<\/h4>\n\n\n\n

The \u201cReview Months\u201d<\/em><\/strong> field is used for assigning a \u201ctimer\u201d to a piece of evidence the user wants to review for purging when the timer expires. This is a great tool designed to help users purge items from the evidence\/property room and should be utilized.<\/p>\n\n\n\n

Recovered By<\/h4>\n\n\n\n

The \u201cRecovered By\u201d<\/em><\/strong> field is for the name of the individual who collected that piece of evidence. This is a drop-down field the admin can add names to but can also accept free text. The user can type the first 2 characters of a name from the drop-down, and it will auto-fill the selection, or the user can choose directly from the drop-down list.<\/p>\n\n\n\n

Location of Recovery<\/h4>\n\n\n\n

The \u201cLocation of Recovery\u201d<\/em><\/strong> field is a detailed description of the specific location where the evidence was collected. The user should input an address or a description of the location where the evidence was collected.<\/p>\n\n\n\n

Transported By<\/h4>\n\n\n\n

The \u201cTransported By\u201d<\/em><\/strong> field is for the name of the person transporting that piece of evidence from where it was collected to the temporary or permanent storage location.<\/p>\n\n\n\n

Reason Seized<\/h4>\n\n\n\n

The \u201cReason Seized\u201d<\/em><\/strong> field is for entering the reason for which that piece of property is being retained, i.e., to be tested, holding for court, etc. This is a drop-down field but can also accept free text. Remember, free text can pollute the data with multiple entries spelled differently.<\/em><\/strong> The user can enter the first 2 characters of a word from the drop-down list, and it will auto-fill, or the user can choose an option directly from the drop-down list.<\/p>\n\n\n\n

Temporary Location<\/h4>\n\n\n\n

The \u201cTemporary Location\u201d<\/em><\/strong> field is a drop-down list the admin will populate with the temporary location officers use to store evidence in before it is accepted into the evidence\/property room by the evidence tech. The user can enter the first 2 characters of a location from the drop-down list, and it will auto-fill, or the user can choose a location from the drop-down list.<\/p>\n\n\n\n

Evidence Room Location<\/h4>\n\n\n\n

The \u201cEvidence Room Location\u201d<\/em><\/strong> field is a drop-down list containing all locations in the evidence\/property room. When an evidence\/property room custodian collects a piece of evidence from the temporary location and verifies the information and evidence, they will then assign that evidence a location it will be stored in the evidence\/property room. Assigning a location to a piece of evidence in the \u201cEvidence Log\u201d<\/em><\/strong> then saving that record, will simultaneously enter the record into the \u201cEvidence Log\u201d<\/em><\/strong> and log its first chain of custody record into the PMI Evidence Tracker\u2122 application.<\/p>\n\n\n\n

Case Status<\/h4>\n\n\n\n

The \u201cCase Status\u201d<\/em><\/strong> field has two options, \u201cActive\u201d<\/em><\/strong> or \u201cInactive.\u201d<\/em><\/strong> These two radio buttons indicate whether a case is active or inactive, the default setting is \u201cActive.\u201d<\/em><\/strong> After data is entered for a particular piece of evidence and then saved, that evidence is now officially an \u201cActive\u201d<\/em><\/strong> piece of evidence.<\/p>\n\n\n\n

Suspect<\/h4>\n\n\n\n

The \u201cSuspect\u201d<\/em><\/strong> field is for recording the name, address, and other important information pertaining to the suspect(s).<\/p>\n\n\n\n

Disposition<\/h4>\n\n\n\n

The \u201cDisposition\u201d<\/em><\/strong> field is a drop-down list and is used to designate how evidence is to be disposed of when a case is closed and the evidence is no longer needed, or when an item is to be returned to its owner. The admin will need to populate the list with options used often by your department.<\/p>\n\n\n\n

Date of Disposition<\/h4>\n\n\n\n

The \u201cDate of Disposition\u201d<\/em><\/strong> is a field the application automatically inputs a date and the time of when a piece of evidence was set to \u201cFinal Out.\u201d <\/em><\/strong>This is something we will cover in the \u201cChain of Custody\u201d <\/em><\/strong>tab of the PMI application. If a user tries to input a date and time into the \u201cData of Disposition\u201d <\/em><\/strong>field they will get a message (see figure 55).<\/p>\n\n\n\n

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Figure 55<\/figcaption><\/figure><\/div>\n\n\n\n

Dispose<\/h4>\n\n\n\n

The \u201cDispose\u201d<\/em><\/strong> field (see figure 56) is an option that a user can select after it has been determined that the evidence is no longer needed and is ready to be permanently removed from the evidence room. By selecting \u201cDispose\u201d <\/em><\/strong>the user can run a report listed in the \u201cReports\u201d <\/em><\/strong>tab that will report all items that have \u201cDispose\u201d <\/em><\/strong>selected.<\/p>\n\n\n\n

\"\"
Figure 56<\/figcaption><\/figure><\/div>\n\n\n\n

User Fields<\/h4>\n\n\n\n

The fields labeled \u201cUser Field #1 – #4\u201d<\/em> <\/strong>are drop-down fields in the \u201cEvidence Log\u201d<\/em><\/strong> that function like the other drop-down fields where the list can be edited to fit the department\u2019s needs as well as the header name. This allows for the admin to re-purpose the fields as needed. \u201cUser Fields #6 – #12\u201d<\/em> <\/strong>are text fields that scroll and are available for re-purposing by the admin user.<\/p>\n\n\n\n

Notes<\/h4>\n\n\n\n

The \u201cNotes\u201d <\/em><\/strong>field is a free text field for inputting notes relative to the piece of evidence currently open in the \u201cEvidence Log,\u201d <\/em><\/strong>information concerning that piece of evidence, or notes pertaining to the case.<\/p>\n","protected":false},"excerpt":{"rendered":"

Entering Evidence The \u201cEvidence Log,\u201d modeled after the commonly used evidence bag to facilitate moving from a paper system to a computer application. Once a user selects \u201cLog\u201d under the \u201cEvidence\u201d tab, the \u201cEvidence Log\u201d will appear with information from the last record input into the application. To enter a new record, the user will … <\/p>\n

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