Exhibit Management Flashcards
In homicide and other serious crime investigations, the person appointed to the role of OC () Exhibits should be suitably qualified in terms of training and relevant experience. In a homicide investigation it is recommended that the OC Exhibits is a qualified Detective, preferably with previous experience in:
- mass exhibit handling
- forensic principles
- methods of exhibit recovery
- approved procedures for packaging and security of evidence
- managing contamination and cross-contamination issues
- use of standardised documentation as contained in the Serious Crime Template.
Who does the OC exhibits report to?
2IC investigation
In smaller investigations the OC Exhibits (in conjunction with the OC Investigation) may also conduct an appreciation and facilitate a thorough interrogation of every exhibit, to establish the:
- evidential value of each exhibit
- investigative opportunities presented by each exhibit
- further enquiries that are needed.
The OC () Exhibits is responsible for establishing required standards for…
the recovery, handling, labelling, storage, submission to experts, presentation at Court and disposal of exhibits and ensuring these processes are completed in accordance with the requirements set by the OC Investigation and the Serious Crime Template. The OC Exhibits must communicate required standards to all investigation team members, usually at investigation conferences
The OC () Exhibits must, where appropriate, update the OC Investigation and 2IC with relevant information relating to:
- what exhibits have been found, and their movements
- the results of any exhibit examinations
- whether any further enquiries are required.
In the first instance the OC () Exhibits should only accept an exhibit if:
- the exhibit label contains the exhibit number and the name of the operation. Other details such as a description of the item, the details of the person finding it, the time, date and location are recorded on the Scene Exhibit Schedule
- the property is correctly packaged and sealed, and the exhibit label is visible and secured on the outside of the package
- any prompt action necessary to preserve the exhibit has been taken
What is a forensic strategy meeting?
Forensic Strategy meetings are held to determine which exhibit or other forensic examinations are required and the priority of those examinations
Developing a strategy for examination of exhibits allows the OC () Exhibits to…
prioritise tasks in line with the direction of the investigation. The strategy must be approved by the OC Investigation and continually reviewed throughout the investigation to keep abreast of any developments
Topics covered during a Forensic Strategy meeting may include:
What examinations ESR () and others could conduct on exhibits. The priority each examination should receive. Whether any further work is needed to assist a reconstruction. A plan for any work to be completed that is required to assist the reconstruction. An agreed reconstruction of the events relevant to the crime under investigation.
Those attending Forensic Strategy meetings include
- OC () Investigation
- 2IC
- OC Exhibits
- Crime Scene Co-ordinator/OC Scene
- pathologist
- forensic scientist (ESR)
- Fingerprint Officer
- Scene of Crime Officer SOCO
- OC Body
- other relevant experts.
Topics covered during a Forensic Strategy meeting may include
- What examinations ESR () and others could conduct on exhibits.
- The priority each examination should receive.
- Whether any further work is needed to assist a reconstruction.
- A plan for any work to be completed that is required to assist the reconstruction.
- An agreed reconstruction of the events relevant to the crime under investigation
The OC () Exhibits is responsible for managing the subsequent transfer of any exhibits identified during Forensic Strategy meetings as requiring forensic examination. The OC Exhibits should therefore be familiar with the requirements of taking an exhibit to an expert for examination, and in particular, maintaining the chain of custody. When forwarding an exhibit for examination, what steps should be followed?
1 - Ensure exhibit examination decisions are confirmed through the Forensic Strategy meeting process.
2 - Record in the Exhibits Register all decisions taken about the types of examinations to be conducted and the priority allocated to each examination.
3 - Ensure the OC () Investigation has authorised the proposed examination.
4 - Prepare the necessary paperwork
5 - Ensure any exhibits identified for forensic examination are prepared before being delivered
6 - Deliver exhibits for scientific examination promptly to avoid deterioration and loss of evidence.
7 - Inform the expert undertaking a scientific examination if it is no longer required.
How should exhibits be prepared for sending to forensic examination?
- all items are separately wrapped
- all parcels are sealed
- all items or their packages are labelled and numbered
- a list of all items is attached to the Police Form 143
- the Police Form 143 is consistent with the labels on the items
- items are in an appropriate condition
What information must be on the POL143 that accompanies exhibits for forensic examination?
- brief circumstances of the case
- purpose(s) of the examination
- location where each item originates from
- whether any exhibits are damp or require special attention
- authorisation by the appropriate supervisor.
What should the OC Exhibits do with the results of the exhibits examinations?
Update the exhibit register with the results and bring it to the attention of the OC investigation.
All exhibits photographed in a Police photographic studio must have what displayed in the photograph
the exhibit number
What must be done where the defence council wish to inspect exhibits?
The OC () Exhibits must facilitate the inspection of exhibits by defence counsel, in circumstances where Police have an obligation to allow such inspection, under section 19(1) of the Criminal Disclosure Act 2008.
When preparing for trial who decides which exhibits are relevant?
OCI in conjunction with OC Exhibits.
The OC () Exhibits is responsible for preparing the exhibits for production at Court. This must be conducted in a manner which
- clearly demonstrates the evidential value of the exhibits,
- avoids any risk of physical injury, disease, accident, contamination or damage
Prosecutions of serious crimes normally involve significant numbers of exhibits. Therefore what should be prepared to assist with tracking the exhibits?
a schedule of Court exhibits should be prepared which will itself become an exhibit. This schedule is a valuable asset to the OC Exhibits as well as to all other parties involved in the hearing as it enables them to follow the history of individual exhibits
What is important to note when disposing of exhibits post trial?
In high-profile homicide or serious crime trials, care should be taken with the disposal of exhibits which may possibly be subject to further judicial review. The OC () Exhibits must liaise with the OC Investigation and the Crown prior to any decision being made as to the disposal of exhibits in such trials. It is better to err on the side of caution (and retain the exhibits) than dispose of them immediately.
What does chain of custody include?
every individual who has had custody of an exhibit, from the time it was first discovered until the time it is produced in Court
While an exhibit was under their control, each person with custody of the exhibit must be able to demonstrate:
- when they received custody of the exhibit and from whom
- where and how the exhibit was securely stored
- when, why and how the exhibit was moved from one place to another
- how the exhibit has been treated, safeguarded and preserved
- when and why they transferred custody of an exhibit to another person, and to whom.
The exhibit numbering system should be simple, efficient and provide the following key attributes:
- be consistent
- allow delegation of exhibit numbers to staff who will utilise them
- cope with multiple scenes
- be compatible with technology, allowing searching to be conducted using exhibit numbers
- encompass all exhibits