Q and A In our August newsletter I reported on some of the results of the 2012 Purging Survey that we emailed to our members. More than 1000 members replied to the survey and the responses were most helpful and revealed some interesting statistics about Property Room inventories all across North America. Last month I reported some of the preliminary statistics from the survey. Today, I want to share some additional information from our survey. To quote the late Richard Dawson of Family Feud. "And the survey says..." Major Crimes: Only 7.1% of the inventories were from major cases (homicide, manslaughter, rape, sexual assaults, and robberies). The remaining property and evidence were for lesser crimes, found property and safekeeping. Misdemeanor Crimes: 70% say that the majority or their evidence is related to misdemeanor cases. And of those misdemeanor cases over 40% are beyond any Statute of Limitations, i.e. they can't be prosecuted. Not a Space Problem but a Purging Problem: 74.3% of the responding departments stated they did not have an actual "space problem" but had a purging problem. (Note: With proper purging protocols and the ability to dispose of property and evidence there would be more available storage space. While this may not solve your space challenges, it will greatly reduce it.) We want to purge but... 58% of the respondents indicated that their greatest problem in purging was insufficient time to identify the item for purging, conduct the research, obtain approvals to purge, and actually remove from the inventory. 21% of the responses stated that the Investigating Officers support was lacking, thereby impacting on the purging process. How do we manage and track our evidence?
No Computers: One-fifth, i.e. 20%, of the agencies who answered our survey said that they do not have computers or software systems to manage and track property and evidence. Adequate Computers/Software Systems: 32% of our respondents have a computer that provide adequate assistance in assisting in the purging process Computers/Systems that are inadequate for purging: Almost a third of the respondents, i.e. 29%, advised that their computer systems do not provide the tools that are needed to review cases for possible purging. Search Multiple Computers and/or Manual Files: 16% of the responding departments said that their Property Custodians have to search multiple computers systems and/or manual files to obtain the information needed for purging. We don't know what we have in the Property Room An astounding 80% of the respond ents advised that the computer systems that they use could not provide the data as to how much of the evidence in their inventory is for misdemeanor crimes and how much is related to felonies. The data from the I.A.P.E. 2012 Purging Survey confirms information that we hear in all of our classes. The computers and software systems that many law enforcement Property Rooms are using DO NOT PROVIDE THE NECESSARY PROCESSES, PRODUCE THE NECESSARY DATA/FORMS/NOTIFICATIONS, AND GENERALLY DON'T PROVIDE THE NECESSARY ASSISTANCE IN THE PURGING PROCESS. Here are two important points to remember: Keep what you must and purge what you can: Law enforcement agencies must retain evidence that may be needed for the prosecution of a criminal case. However, when evidence is not longer needed for the prosecution, for an appeal or for a civil action, you should seek approval to dispose of the evidence. (Note: Some states now have statutes related to the preservation of biological evidence. Ensure that you comply with the laws of your state.) Yearly Purging Goal: Purge as much as you take in: Some departments are able to purge as many items as are received in a year. Based upon our survey, more than 90% of the responding agencies take in more than they purge each year. As the inventory increases this generally results in inefficient operations, a greater likelihood of misplacing or losing evidence, and the need for additional storage space. In many agencies, additional storage space is rented due to the bloated inventory and inability to adequately purge what is no longer needed. Remember the goal: Purge as much as you take in each year. I.A.P.E. and I extend a most sincere "thank you" to the more than 1000 members who replied to our 2012 Purging Survey. Clearly, we all have a challenge ahead of us. Joe Latta Executive Director | 
