Chain of Custody

Every transaction and authorization automatically appears in the unalterable Chain of Custody and is easily printed by any property officer with the Chain of Custody security privilege. The Chain of Custody is a full text document that reads as a narrative without abbreviations.

Productivity Features

List Function: ACE can batch a collection of items that require the same transaction into a list and update each item individually. Transactions such as Status Changes, Destroys, Moves, Transfers Out to Court, and other transactions can all be done by creating a list. Each list can be named, saved, and used to perform transactions on the entire list of items. This is a great tool for Evidence Techs to organize their tasks, increasing efficiency and productivity.

Audit & Reconciliation: ACE utilizes hand held windows-based devices to read barcodes and build a list of items within a location. The device can sync to the ACE system and print out a report reconciling the actual inventory in the location to the system inventory. The most critical items, money drugs and weapons, can be reconciled often and with little effort. Items that require attention can be identified in a timely fashion and acted upon.

Purging Features

If you are faced with having to build a new warehouse, you can instead use the purging features in ACE. Disposition Order Ticklers, Time Delay Functionality, and automated Release Letters are features in ACE that will "push" the items out as fast as they can be removed from the Property Section.

Disposition Order Ticklers: ACE is designed to identify property and evidence that can be purged or released in a timely fashion. Storage space is always at a premium and ACE provides the property and evidence tech the information to update the status of each item on a cycle set by the supervisor. Each investigator will receive a printed report listing all of the property he is responsible for that is held in Property. The investigator updates the disposition of each item by circling, signing, and returning the Disposition Order Tickler. The instructions and all the likely responses are right on the tickler which makes it easy to fill out. Each key element is barcoded, so when it comes back it's only a swipe or two to update the status.

Time Delay: Items can be annotated with a Time Delay status when entered into the system or as dictated by the responsible officer. Items can be set for Release, Disposal, or Review at a future date. This includes following local found property statutes.

Release Letter: ACE is a great tool for streamlining your warehouse. One important task is to make sure that you notify claimants of property that is available for release. ACE keeps track of this for you and makes sure you send out letters on time. This is a nice tool that works by generating a mail merge file for MS Word. This allows you to customize the release letter to meet your department requirements and print the release notification on department letterhead. The letter is also very handy as it has a barcode on it that will facilitate the release should the claimant be smart enough to bring the letter with him. Most departments provide directions to the property section along with instructions on what the claimant needs to bring (some even provide a map on the back). ACE allows you to optionally create templates for 2 notification levels. This allows you to give a second and stronger warning if the first letter was not responded to. Any unclaimed items will then be automatically moved to the disposable process.

Control Features

Lock Down Security: A property officer is not able to change a secured item (such as a controlled substance) to act like a non-secured item (such as a suitcase) once the item submission is logged. Nor, will a property officer will be able to change the weight or quantity of items. This insures that items cannot be manipulated.

User Defined Fields: There are various user defined fields available in ACE that allow you to add data that is specific to your department.

User Defined Flags: ACE also provides 4 user definable flags that can be assigned to items to protect property and evidence staff and provide critical information at a glance, that is required for proper handling and storage of specific items per department guidelines. These Flags print on the item barcode label and appear on all records. Examples are Bio Hazard & DNA.

Security Structure

ACE was built from the ground up as a Property Management System. It is not simply an inventory system that was tweaked to run a property room. One aspect of a complete property management system is security.

Privileges: Each person given access to the system is given a password. The Super Administrator is the sole provider of access to specific parts of the system. Each user's role can be defined in ACE by giving individual security to do the things that the user needs to do to accomplish his job. The Super Administrator can also limit access to areas of ACE where a user only needs to view information. Also, access to various modules can be secured to restrict access to individualize the responsibilities of each user.

Logging Submissions: A submission must be reviewed before it is accepted as official. Until a submission is accepted as official it is considered "Pending". No authorization, additional internal movement, or other transactions are allowed to affect the item until it is officially logged into the system. A submission can only be logged by a property officer with "Log Security". Once logged, a submission will be considered "Open".

Unlogging Submissions:A property officer with "Unlog" security can unlog a submission and return it to "Pending" status provided the Chain of Custody has not yet been locked down by a transaction. This will give the data entry officer a chance to make last minute corrections before the Chain of Custody becomes locked down. It also prevents a data entry officer from changing a secured item to a non-secured item after the item has been transferred to an officer for court. Once the Chain of Custody is locked down it is unalterable.

Automatic Data Tracking: All changes to data (such as item descriptions) will be automatically tracked once the submission is logged and open. The ACE system will automatically track and record the old data as well as the new data as well as the property officer that made the change. All changes will be annotated on the Chain of Custody.

Freeze: An administrator has the capability to quickly lock down an entire submission by ordering an "Appeal Freeze". This suspends all dispositions and release authorizations as well as prevents the external movement of the item. It does however allow items to be transferred back in, but not out, until the Appeal Freeze is lifted. When the Appeal Freeze is lifted any prior dispositions or release authorizations will again become immediately active. For example, A department may provide a list of drugs scheduled for destruction to the head of the Narcotics Division for review who may request a freeze on any evidence that may have a bearing on an existing investigation.

Administrative Stop: An auditor has the capability of ordering a complete stop of an item under investigation. This prevents any transaction or authorization from occurring until the Stop is lifted. This will even prevent internal movement of the property.

Operational Rules

ACE is designed to incorporate the department's guidelines and procedures as dictated by State and local statute and established by command staff.

Hold Authorization: At any time authorization to "Hold" an item can be given. This does not erase the record of any previous authorizations, but instead it prevents the disposal or release of an item until a new authorization is given by the proper authority.

Disposal Authorization: Every disposal authorization transaction against an item will be secured to follow the rules defined within ACE. For example, non-counterfeit money many not be destroyed.

Release Authorization: Every release authorization transaction against an item will be will be secured to follow the rules defined within ACE. For example, a controlled substance may not be released or authorized for release.

Disposal: Every disposal transaction against an item will be secured to follow the rules defined within ACE. Items that have not yet cleared the appeal process should not be releasable or disposable. An item cannot be disposed of unless authorization is first given according to state and city statutes.

Transaction Rule Override: Occasionally, court orders override the rules of ACE. For instance, a controlled substance can be released to a claimant with a valid prescription and a court order. The system administrator is able to override the transaction rules. The system does not allow transaction over rides without an approving officer in addition to the supervising officer (checks and balances). In other words, it takes two officers who both sign the chain of custody to over ride a transaction rule.