Probation Department Policy/Procedure Manual

5.3 Booking in Evidence

Location	Support Services-Evidence
Section
Subject	5.3 Booking in Evidence
Purpose	Booking in Evidence
Effective Date	7/22/2019
Previous Effective Date	10/31/2022

 

There have been some common reoccurring errors that are being made and I want to clarify what needs to be entered on the initial booking page in Evidence On Q.

When booking in property, the Evidence On Q software (EOQ) needs all boxes filled in that have an asterisks after the descriptive title of what goes into that box.  (eg. MNID*)

MNID box:  The MNID number is the ID number at the top center of the page in Monitor.  It starts with D000......  That number goes in this box.  Please capitalize the D.

Court Number box:  The court number used to be a F or M or JV number that we associate with the court cases. With the new court numbers being issued, please assign the court number(s) that are associated with the property being booked in.  Once again, please capitalize the letters.

Crime Rpt No. / Event No.:  This number is the event number associated with the booking of the property seized. It is a six-digit number and has no letters in it.  Do not put the court number or MNID number here.  If it is a new arrest (currently a non-probationer) or a new investigation that is not related to a current court number, then call the Juvenile Hall CT on duty (and I believe some clerks, like Robin, can do this also during regular business hours) and they can create a new event/event number to associate the property to.  This number is found under the open Sup or open Inv screens in Monitor and the number is located just to the bottom right of the subject's name next to the word Event.

To make copying these numbers from Monitor to EOQ easy, just open Monitor and double left click the number you want to copy. When it highlights blue, then right click on that and click on Copy. Then go to the EOQ page and left click on the location where you want to paste the number. Then right click and click on paste and that should do it.  Do this for each of the numbered areas if that is helpful or quicker.

When putting information in Additional Description, do not capitalize all letters as is lessens what will fit on the evidence tag and the Drug report we send to the DA's Office. Also, do not put the location item was found in this location, that information goes in the Recovery Location box just below Recovery Address.

Additionally, please be careful in spelling the names of the defendants/owners. When searching for property by name, if the name is spelled incorrectly, we will not find a match.

Only the owner of the property authorizes its destruction. If a probationer has an item seized because it is illegal for them to have it and they are not the owner of it, they cannot sign authorization for destruction.

Don't book an item in as 'For Destruction' if there is going to be a PV or court hearing related to this seized property.  In those cases, even though the owner has signed that the property can be destroyed, book the item(s) in as 'Evidence".  This way we won't destroy something before we are supposed to.  Either way, still get the signatures for destruction if the owner is willing to do that. It is much easier to get it at this contact verses us trying to find them at a later point in time.

Lastly, there are items that are not drug related, etc and are able to be returned to the owner.  In these cases, if the probationers are no longer on probation or the case the property was seized on has been adjudicated, we need to get their permission to destroy the item or a letter needs to be sent for them to claim their property. The DPO's will be sending out these letters so they can close the cases and these letters are generated through Monitor. In order for the letters to populate, the Owner's information needs to be completed at the evidence booking page in EOQ. It is the column to the left of the Probationer's information.  Please fill in that information also, even if the owner and the probationer are one and the same.