Part 16 - Exhibit Management

Question 1

What is an exhibit?

Answer 1

Any item which comes into the possession of Police during the course of an investigation (whether or not it is eventually tendered in formal evidence)

Question 2

What is the responsibility of OC exhibits?

Answer 2

Establishing and maintaining exhibit management systems and for maintaining the physical security and continuity of all exhibits.

Establishing required standards for the recovery, handling, labelling, storage, submission to experts, presentation at court and disposal of exhibits

Question 3

What must the OC Exhibits establish in respect of each exhibit?

Answer 3

(1) Evidential value of each exhibit
(2) Investigative opportunities of each exhibit
(3) Further enquiries needed

Question 4

OC Exhibits + Briefings

Answer 4

OC Exhibits must attend all Forensic Strategy Meetings and investigation briefings to facilitate information sharing and liaison between OC’s and other specialists (experts, ESR, pathologists etc).

Must share information such as:
(1) What exhibits found, their movements
(2) Results of exhibit examinations
(3) Further enquiries required

Question 5

When should OC Exhibits only accept an exhibit?

Answer 5

(1) Exhibit label contains exhibit number and Operation name (and other details are recorded in IMT such as, description, person who found it, date/time of discovery)

(2) Correctly packaged and sealed, with label visible and secured on outside

(3) Any prompt action necessary to preserve exhibit has been taken (i.e. drying exhibit)

Question 6

Examination of exhibits

Answer 6

Must determine, plan and record the examination of each exhibit and establish its relevance to the investigation (must ensure exhibits are fully examined)

Question 7

What is the purpose of a Forensic Strategy Meeting?

Answer 7

To determine which exhibit or other forensic examinations are required and the priority of those examinations

Question 8

Who attends a Forensic Strategy Meeting?

Answer 8

OC Investigation, 2IC, OC Exhibits, CSC / OC Scene, and anyone else deemed necessary (i.e. experts)

Question 9

What topics should be covered in a Forensic Strategy Meeting?

Answer 9

(1) Examinations ESR and others could conduct on exhibits
(2) Priority of each examination
(3) Further work needed to assist reconstruction
(4) Plan for any work to be completed to assist the reconstruction
(5) An agreed reconstruction of the events

Question 10

What must an OC Exhibits do following a Forensic Strategy Meeting?

Answer 10

Record on the Exhibits Register all decisions about the types of examinations to be conducted and the priority to each examination

Question 11

Transferring exhibits for examination

Answer 11

OC Exhibits must manage transfer of any exhibits requiring forensic examination, in order to maintain the integrity of the chain of custody

Question 12

What steps should be taken when forwarding an exhibit for examination?

Answer 12

(1) Ensure exhibit decisions are confirmed through FSM
(2) Record in IMT all decisions and prioritisation of examinations
(3) Ensure OC Invest. has authorised examination
(4) Prepare necessary paperwork (POL 143)
(5) Ensure exhibits are sufficiently prepared (wrapped separately, sealed, labelled/numbered, documents attached, in appropriate condition) and ensure POL 143 contains sufficient information (circumstances, purpose, location, special attention, authorisation)
(6) Deliver exhibits promptly
(7) Inform expert if examination no longer required

Question 13

Results of forensic examinations

Answer 13

Must update the Exhibits Register with the results of examination and bring to the attention of OC Invest. Any further enquiries identified should be advised to 2IC

Question 14

Preparing for trial

Answer 14

(1) Decide which exhibits are considered relevant
(2) Determine the significance of any forensic examination
(3) Establish the most appropriate manner in which exhibits/examination results are to be presented at trial

OC Exhibits is responsible for transporting exhibits to and from Court, their security at the venue and producing exhibits

Question 15

Producing exhibits at Court

Answer 15

Must be conducted in a manner which:

(1) Clearly demonstrates the evidential value of the exhibits (i.e. mounting clothing on mannequin)
(2) Avoids any risk of injury, disease, accident, contamination or damage

A schedule of court exhibits should be prepared which will in itself become an exhibit

Question 16

Responsibilities of OC Exhibits after trial

Answer 16

(1) Dispose of the exhibits as directed
(2) Prepare and submit a report of exhibit disposal to 2IC

Care and consideration should be taken when dealing with disposing of exhibits from homicide / serious crime investigations, as they could be subject to further judicial review. Err the side of caution and retain, rather than dispose

Question 17

Chain of custody

Answer 17

Includes every individual who has had custody of an exhibit (from time of seizure, until produced in court)

Used to demonstrated the integrity, and therefore admissibility, of exhibits

Question 18

What must a person who had custody on an exhibit identify in PROP?

Answer 18

(1) When they received custody and from whom
(2) Where and how the exhibit was securely stored
(3) When, why and how the exhibit was moved
(4) How the exhibit has been treated, safeguarded and preserved
(5) When and why they transferred custody, and to whom

Question 19

What is the purpose of the exhibit number system?

Answer 19

(1) Consistency
(2) Allow delegation of exhibit numbers to staff who will use them
(3) Cope with multiple scenes
(4) Compatibility with technology (easy searches - IMT/PROP)
(5) Encompass all exhibits

5 digit exhibit ranges result in fewer instances of non-exhibit related ‘hits’

Question 20

What are the exhibit number ranges?

Answer 20

Admin - 10,000
Victim - 15,000
Witnesses - 20,000
Area Canvass - 25,000
Scenes - 30,000
Suspects - 70,000

Question 21

Splitting an exhibit (into multiple exhibits)

Answer 21

Main exhibit (i.e. bag or box) should be assigned the first exhibit number.
Any subsequent exhibits from inside of that main exhibit should follow in sequential order

Question 22

How to manage an exhibit that has been unsealed

Answer 22

Reseal the exhibit in the original packaging, seal and return exhibit, make a record of the actions taken and by whom

Question 23

What a Scene Exhibit Officer?

Answer 23

A person appointed to assist OC Exhibits with scene(s). They are responsible for the custody, security and recovery of exhibits at that particular scene (numbering, labelling, packing, collecting and handling of exhibits)

Question 24

OC Exhibits duties during investigation (summary)

Answer 24

(1) Conduct duties as OC Exhibits
(2) Access IMT for labels, spreadsheets, guides etc
(3) Establish SOP for management for exhibits
(4) Establish five digit numbering system to cover all scene and all exhibits
(5) Brief each officer on scene and provide number range, SOP, IMT/PROP information
(6) Establish a secure exhibit storage and processing area (if necessary)
(7) Manage exhibits by ensuring they are correctly preserved, labelled, recorded in IMT, assigned exhibit number from range
(8) Ensure full details of exhibit have been entered into IMT
(9) Record all exhibits on IMT Exhibits Register
(10) Update the OC Invest - exhibits found and movements, examination results, further enquires required
(11) Attend all team conferences
(12) Arrange Forensic Strategy Meeting
(13) Complete Examination Strategy document
(14) Update register with FMS decision and priorities
(15) Prepare documents for examination (POL 143)
(16) Transport exhibits for examination personally
(17) Record chain of custody IMT
(18) Inform expert if examination no longer required

Question 25

OC Exhibits duties before prosecution (summary)

Answer 25

(1) Prepare Court Schedule of Exhibits
(2) Prepare exhibits for court
(3) Prepare formal written statement

Question 26

OC Exhibits duties after prosecution (summary)

Answer 26

(1) Disposal of exhibits as directed by OC Invest
(2) Submit a report of disposal (with receipts for return/destruction) to 2IC