Evidence Submission Guidelines
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EVIDENCE SUBMISSION GUIDELINES US Fish and Wildlife Service National Fish and Wildlife Forensic Laboratory 1490 East Main Street Ashland, OR 97520 Introduction The Mission of the National Fish and Wildlife Forensics Laboratory (Laboratory) is to provide forensic support in wildlife investigations. The purpose of this guide is to help you with proper, and safe evidence documentation, packaging and shipping procedures so that your evidence shipment meets: 1) U.S. Department of Transportation regulations 2) Laboratory requirements for analysis 3) Requirements for presentation in courts of law Good Communication Call the Laboratory if you have any additional questions about how to best ship your evidence to the Lab. We are here to serve your needs. Contact us at: National Fish and Wildlife Forensics Laboratory 1490 East Main Street Ashland, OR 97520 Phone: (541) 482-4191 Fax: (541) 482-4989 Email: [email protected] * * * * OM-EU-1000 2/28/2013 Page 1 of 25 IMPORTANT NOTE on SHIPPING HAZARDOUS MATERIALS The U.S. Department of Transportation (USDOT) requires that Anyone who ships hazardous materials be trained and tested. 49 CFR Subpart H, Parts 172-700-704 What Documents are Needed for Submission? Furthermore, Anyone who knowingly violates a requirement of the Federal hazardous material transportation law is liable to civil penalties which may include fines and imprisonment. 49 CFR Part 171.1 (g) The types of hazardous materials encountered in shipping evidence include, but are not limited to: - Pesticides, poisons, and other chemicals (or items tainted with these chemicals) Evidence - Live Identification ammunition Tag (blue) - Biological materials known or suspected to be infected with disease - Lithium batteries - if removed from devices and packaged separately - Dry ice USDOT Training and Testing is Required for Shipping Hazardous Materials Infectious Disease Evidence items which are known or suspected to be infected with disease which represent a real or perceived threat to humans, wildlife, or domestic livestock and poultry, may require special permit for handling, packaging, labeling and shipping containment identified in Public Health (Centers for Disease Control and U.S. Department of Agriculture/Animal and Plant Health Inspection Service) regulations found in 42 CFR Parts 70-75 and 49 CFR Parts 171-173. These items include, but not limited to: - Perishable carcasses or tissues from foreign sources - Primate carcasses or tissues from domestic sources * * * * Call the Laboratory Evidence Unit for questions and assistance with any evidence requiring special packaging and/or shipping 541-482-4191 OM-EU-1000 2/28/2013 Page 2 of 25 INDEX SECTION PAGE 1 Safety 4 2 Preparing for Court 4 2a Sealing and Tagging Evidence 4 2b Chain of Custody 5 3 Packaging Materials 6 4 Documents Used in Submitting Evidence 7 5 General Guidance on Packaging and Shipping Non 8 Perishable Evidence 6 Animal Carcasses and Odor Control 9 7 Bush meat (May require USDOT Training and Testing) 13 8 Evidence for DNA Analysis 14 9 Caviar Evidence 15 10 Bird Evidence 16 11 Firearms 17 12 Expended Projectiles and Cartridge Casings 18 13 Live Ammunition (Requires USDOT Training and Testing) 19 14 Pesticide Evidence (Requires USDOT Training and Testing) 20 15 Latent Print Evidence 24 16 Digital Imagery 25 OM-EU-1000 2/28/2013 Page 3 of 25 1. Safety Keeping yourself, your co-workers, family, and every who comes into contact with the evidence safe during collection, packaging, shipping and receipt by the Laboratory should always be on your mind. Using proper Personal Protective Equipment where needed (latex or nitrile gloves, Tyvek coveralls and special footwear) and using good collection, packaging, cleanup, transport and storage methods will minimize the possibility that someone becomes ill or is injured. 2. Preparing for Court The mindset before handling any evidence in an investigation should be that it will show up in court and be questioned as to its integrity. How each item of evidence is documented, collected, packaged, sealed, labeled, tagged, preserved and shipped is vital to maintaining its usefulness in the investigation. The goal of good evidence handling is to preserve the physical, chemical, biochemical and legal integrity of the evidence so that … The analytical value of the evidence does not change. There is no cause for reasonable doubt about the stated chain of custody. The evidence is packaged and labeled in such a way as to keep everyone safe throughout the handling and shipping process. When the evidence arrives at the Laboratory for analysis: All tags, chains, documents should be properly and legibly filled out with no erroneous information. All evidence is account for – submission documents and the chain of custodies correspond to all items that were shipped. All evidence is properly sealed. All packaging is intact i.e. no tears or holes in packages that can result in leaking, cross contamination or loss of evidence. All fragile evidence has been wrapped to prevent breakage. Latent print evidence has been handled and packaged properly to prevent damage. There are no noxious odors escaping from packages. All digital evidence has been packaged to preserve the data. All hazardous evidence has been packaged following the USDOT regulations so that there is no illness, injury or death to anyone handling the package. OM-EU-1000 2/28/2013 Page 4 of 25 2a. Sealing and Tagging Evidence All evidence sent to the Laboratory must be properly sealed in a container so that the contents cannot be switched, altered, contaminated or damaged without detection. The seal includes taping all container openings with “evidence tape” and placing your initials and the date across the margin of the tape and the container. Preserving Seals An important aspect of sealing evidence is to preserve, where possible, each seal that has been placed on the evidence packaging. A sealed package should be opened in another location to preserve the original seal. Each subsequent opening should be in a new location. Each person who opens the package will be the same person resealing the package unless they have transferred that requirement to someone else as recorded on the chain of custody. All Seizure and Evidence tags should be attached to the outside of each sealed package- not inside a sealed package and comingling with the evidence. Package is sealed with Evidence Tape. Your initials and date across tape margin. Completed tag attached to outside. 2b. Chain of Custody One of the most important documents for the courtroom presentation of evidence is a complete chain of custody. The chain of custody, either represented as a tag on the evidence or a page which follows the evidence, is used as … A means of documenting the chronological history of an item (or items) of physical evidence from initial collection to final disposition. A means of documenting all people by signature and date who have had the evidence in their possession since it was collected. A means of providing a receipt (a Xeroxed copy of the filled-out form) to the person transferring custody of the evidence to another person. Note: the original form always goes with the evidence. OM-EU-1000 2/28/2013 Page 5 of 25 3. Packaging Materials Maintaining the integrity of your evidence includes using good quality packaging. The Laboratory will supply some packaging materials in the form of kits for certain types of evidence such as caviar, pesticides, tissue preservation collection and carcass odor control. Call the Evidence Unit of the Laboratory if you have questions or are in need of any of these kits. Some containers you will need to fabricate yourself to hold items, such as latent print evidence steady and in place, so that its integrity is maintained. Primary Containers (containers that the evidence is placed into first) should be new, clean, unused and undamaged boxes, bags, plastic bottles, metal containers, etc., that can completely contain the evidence and allow for proper sealing. Of course, hard-shelled plastic or metal gun cases don’t have to be new, but all hinges and closure hasps need to function properly. Primary containers must remain intact and not allow leaking of the contents. Secondary Containers (comtainers that primary-packaged evidence is placed into next) can be new or used boxes, bags, plastic bottles, metal containers, etc., but still must be clean and undamaged. Outer Containers (containers to which shipping labels are affixed) can also be either new or used sturdy and intact cardboard, plastic or metal, but still must be clean and undamaged. Coolers used in shipping perishable evidence, carcasses, etc., must be undamaged with all hinges and closure hasps functioning properly. There must be NO written indication on the outer container that it contains evidence. DO NOT use Styrofoam as a primary, secondary or outer container as they always break open during shipping. Bubble Wrap and Padding should be used for fragile evidence to protect from breakage. Padding should also be used on evidence with sharp edges, points or blades such as arrowheads and knives, or sharp claws, talons, teeth, splintered bones or any other item which can cause injury when handled. Freezer Pack Ice or Blue Ice can be new or used (but clean) and of adequate quantity to assist in preserving perishable evidence. OM-EU-1000 2/28/2013 Page 6 of 25 4. Documents Used in Submitting Evidence Three documents are required in each submission of evidence to the Laboratory: Evidence Tags. Evidence Submittal Form. Chain of Custody. Evidence Tags All evidence items need to be tagged with a completed white Evidence Seizure Tag (Form 3-487) or a blue Evidence Identification Tag (Form 3-2052). Evidence Submittal Form The Lab’s Evidence Submittal Form identifies important information about your submission. A PDF version of the form is available.