Procedure Standard
An exhibit must be handled, stored, recorded and moved in a manner that ensures the validity of its use as evidence.
Requirements
- R1 Exhibits Management
- R2 Disposing of Exhibits
Procedure
- When an item or exhibit is found it is secured and managed in accordance with requirements of B.12.03.R1.
- Where required, the item or exhibit may be photographed.
- The item, together with any photographs must be sealed in a recognised exhibit bag or container and labelled. The “Exhibit Label” form may be used.
- Information about the item or exhibit is recorded in the Exhibits Register (B.12.03.F2).
- The item or exhibit is stored in an identified and appropriate secure area.
- Exhibit information, including exhibit bag number, is included in an Incident Report.
- Where an item or exhibit is moved from its secure location, it is to be authorised by the senior officer in charge of exhibits and the Exhibits Register is updated.
Exhibits Register
The Exhibits Register (B.12.03.F2) is a hard copy book held on each site by the senior officer in charge of exhibits management. Details to be entered in the Exhibits Register include:
- Exhibit and seizure details (item description and where and when item found/secured).
- Chain of evidence (when item released, to whom and for what purpose).
- Certificates of disposal (methods available to dispose of item).
Key Roles and Responsibilities
Exhibit Officer
- Ensure the exhibit is secure.
- Locate a witnessing officer.
- Photograph exhibit if necessary.
- Label and package exhibit in sealed bag or container.
- Ensure the exhibit is placed in a secure location as soon as possible after discovery.
- Enter information about the exhibit in the Exhibits Register.
Witnessing Officer
- Witness the search and/or storage of exhibits and sign the Exhibits Register.
Senior Officer in Charge of Exhibit management
- Ensure any exhibit remains in secure location until it is either used as evidence or disposed of.
- Ensure any exhibit movements are recorded in the Exhibits Register.
- Ensure any exhibit is properly stored and labelled.
- Authorise the movement of exhibits.
Prison Manager
- Authorise disposal and method of disposal of exhibits.
- Designate officers to dispose of exhibits.
