Evidence (Collection & Preservation)

The purpose of this policy is to establish guidelines for collecting evidence and maintaining the integrity of the evidentiary chain of custody.  For evidence collection, specific to sexual assaults, please reference the Sexual Assault Investigations Policy.

Policy: Evidence (Collection & Preservation)

Author: Chief Joseph M. Hallman

WILEAG Standard: 11.1.2

Issue Date:  November 25, 2011

Reviewed Date: March 20, 2026

Revised Date: March 20, 2026 

 

Purpose:

The purpose of this policy is to establish guidelines for collecting evidence and maintaining the integrity of the evidentiary chain of custody.  For evidence collection, specific to sexual assaults, please reference the Sexual Assault Investigations Policy.

Policy:

It is the policy of the UW-Platteville Police Department that all members conform to uniform procedures for the collection, preservation and security of physical evidence. The Department shall provide basic training (incorporated into the field training phase) for all officers in evidence management and specialized training for Evidence Technicians.

Any Officer seizing any item(s) without a search warrant shall give a receipt as soon as practicable to the person from whose possession they are taken in accordance with Wis. Stat. §968.18.  The receipt will be in the form of an “Owner Receipt” that can be printed within the property section of the records management system.

Definitions:

1. Biohazard- Any substance or material found or recovered which has been contaminated with blood or other bodily fluid.
2. Chain of Evidence- The continuity of custody for materials and substances collected as physical evidence.
3. Crime Laboratory- A laboratory whose function is to assist investigations by examining physical evidence for law enforcement agencies and provide expert testimony. This definition includes all State of Wisconsin Crime Laboratories, FBI Laboratories and other private forensic laboratories.
4. Crime Scene- Any location where a crime may have occurred or where physical evidence of a crime may be located. The definition includes any location where physical evidence may be gathered during the course of any police investigation to include, but not be limited to, traffic accidents, sudden deaths, suicides, criminal acts and fire scenes.
5. Evidence Technician- Any officer who has received specialized training in the processing of crime scenes including, but not limited to, recovery of latent fingerprints, photography, crime scene sketches and the collection and preservation of physical evidence.
6. Hazardous Material- Any substance or material which by its nature poses a threat to human health, such as chemical waste products and highly combustible products.
7. Physical Evidence- Any substance or material found or recovered in connection with an investigation.
8. Evidence Custodian- An employee assigned to evidence management and property control that is responsible for providing storage, managing records and disposition of property and evidence.

Procedures:

1. Crime Scene Processing Responsibilities (11.1.2)
   1. The officer assigned to complete an investigation has the primary responsibility for the collection and preservation of physical evidence, as well as gathering, packaging and labeling physical evidence found at a scene.
   2. An Evidence Technician, if available, should be consulted on felony cases and serious misdemeanor offense.
   3. The specific responsibilities of the officer assigned to complete an investigation of a crime include but are not limited to:
      1. Securing and protecting the crime scene
      2. Logging entries of persons into the crime scene, when applicable.
      3. Photographing the scene if Evidence Technician not required.
      4. Searching the scene.
      5. Diagramming and sketching and/or video recording the scene, when applicable if Evidence Technician not required.
      6. Collecting and preserving physical evidence.
   4. An evidence collection toolbox is located in the officer’s work area and is stocked with small paper and plastic bags, razor blades, and small containers.  The kit is secured with a security strap to indicate that the toolbox is fully stocked.
      1. If the toolbox security strap is removed and items are used, it is the responsibility of that officer to refill what was used and re-secure the toolbox with a new security strap.
   5. Officers assigned an investigation may request assistance from Evidence Technicians to perform procedures such as photography, casting of tire or footprints, latent fingerprint collection or evidence gathering procedures requiring specialized training, skills or equipment, if available.
   6. When assigned, Evidence Technicians should have the responsibilities of processing the scene with the officer assigned to complete the investigation. The officer assigned should assist the Evidence Technicians as needed.
2. Processing Physical Evidence In The Field (11.1.2)
   1. The value of physical evidence depends on the manner/method in which it is collected and the precautions taken to ensure its integrity.
   2. Officers assigned to complete investigations, Evidence Technicians, and Property Officers shall ensure the integrity of physical evidence by properly identifying, collecting and preserving it in accordance with the procedures and guidelines established in the most current Physical Evidence Handbook published by the Wisconsin Department of Justice State Crime Laboratories.
   3. Sketches and/or video recordings of crime scenes are often essential to an investigation and should supplement any notes and photographs, when applicable.
   4. To maintain a chain of evidence, assure proper identification, and prevent contamination, all physical evidence gathered shall be properly packaged and labeled at the time it is collected, seized or received. At a minimum, the label attached to physical evidence shall contain the incident number, date of recovery and the initials of the person that recovered the evidence.
   5. All physical evidence, including digital evidence [photos/videos], gathered by personnel shall be promptly and accurately inventoried and documented.
      1. After physical evidence has been properly gathered, labeled, inventoried, and packaged, it should be secured at an authorized evidence location as soon as practical. This shall occur prior to the end of the collecting officer’s shift, unless an exception is authorized by a supervisor.
         1. Physical evidence seized as a result of an investigation should be secured in the evidence storage locker(s) located near the evidence room.
         2. Other physical evidence, because of its size or weight (bikes, safes, canoes, etc.) that cannot be placed in the evidence lockers, should either be secured in the designated secure storage rooms on the 2^nd floor, secured storage at the Facilities Annex warehouse, or a Supervisor should be contacted to arrange for another secured location on campus (garage, hazardous material storage, etc.).
         3. In the event of physical evidence of a hazardous nature which may include, but is not limited to, chemicals, waste products, and highly combustible products, a supervisor should be contacted and arrangements shall be made with the Risk Manager on a secure and safe storage location.
         4. Perishable evidence shall be refrigerated until it can be processed by the Evidence Custodian.
         5. Officers unsure of how to process an item of evidence should consult with an Evidence Technician and/or the State Crime Lab.
      2. After all judicial proceedings have concluded, physical evidence may be returned by the Evidence Custodian, refer to policy “Evidence & Property Maintenance”.
      3. The transfer of custody of any physical evidence must be documented in the University Police Records Management System and the transfer paperwork shall be completed and signed.
   6. Physical evidence of a biohazard nature shall be designated as such using a Biohazard sticker or Biohazard tape.
3. Recovering Stolen Vehicles
   1. When a vehicle is recovered, the investigating officer is responsible for maintaining the chain of custody. The vehicle may be processed at the scene if removal of the vehicle to another location might compromise the integrity of the evidence.
   2. The recognition, collection and preservation of physical evidence should be based upon the judgment of the officer assigned to complete the investigation or Evidence Technicians.
   3. If a search warrant is not sought and the recovered stolen vehicle has been processed at the scene, it may be released to the owner after obtaining permission from a supervisor. A property receipt shall be completed by the assigned officer and signed by the recipient of the vehicle. The assigned officer should indicate the disposition of the vehicle in the report.
   4. If contact cannot be made with the owner of a recovered stolen vehicle, the vehicle will be towed to the City of Platteville Impound Lot.
   5. If a stolen vehicle is recovered within the UW-Platteville jurisdiction, but was reported stolen from another jurisdiction, the Officer shall work with the City of Platteville Dispatch Center to contact the reporting agency and determine if that agency would like the vehicle preserved for processing.
4. Inventory Searches of Vehicles
   1. An inventory search may extend to all areas of the vehicle in which personal property or hazardous materials may reasonably be found, including but not limited to the passenger compartments, trunk and glove box.
   2. The contents and all containers found within the vehicle are subject to an inventory search, including but not limited to all open, closed or locked containers. Care should be taken not to unnecessarily damage items found during the inventory. Any damage to items or the vehicle resulting from an inventory search shall be noted in the incident report.
   3. Property seized from a vehicle during an inventory search for safekeeping purposes shall be documented on a property inventory report.
   4. Items of evidence or contraband found during an inventory search may be seized and retained for use in connection with a subsequent criminal investigation.
   5. Vehicles seized as evidence should not be released unless charges are dismissed or upon approval of the District Attorney's Office or other relevant prosecuting authority.
   6. No vehicle shall be released until payment of the tow bill and related storage fees, if any have been satisfied.
      1. Once the vehicle has been released from custody the owner shall be notified to pick up the vehicle and is responsible for payment of the tow bill and related storage fees, if any.
      2. If the owner is not located, or the vehicle is not claimed, then the vehicle shall be presumed abandoned under Wis. Stat.§342.40.
   7. Asset forfeiture proceedings for a motor vehicle must be approved by the Chief.
5. Evidence Equipment
   1. As stated above, all officers will have access to an evidence kit which will contain the basic necessities for processing crime scenes. Kits shall be replenished as needed. All personnel are responsible to notify administration when any inventories are low and a re-order of necessary equipment, materials, etc., is necessary.
   2. Cameras consist of a point and click digital camera in each squad, the officer cell phone camera, and a digital single lens reflex evidence camera that can be found in the officer work space.
6. Photography
   1. Investigating officers and Evidence Technicians are responsible for taking photographs or videos at the crime scenes when deemed necessary by circumstances or by a supervisor.
   2. All aspects of the scene should be photographed or videoed.
   3. It is recommended that a photo log be completed when photographs and videos are taken.
      1. Photographs should be obtained in RAW format for major crimes/scenes, if the option is available at the time.
      2. Videos may be used to supplement still photographs.
      3. Investigating officers and/or Evidence Technicians should take photographs of the following incidents:
         1. Serious personal injury accidents.
         2. Extensive property damage/loss.
         3. Damage to University owned vehicles.
      4. Photographs are to be:
         1. Uploaded into the University Police Department RMS system by the investigating officer.
         2. The original photographs should be saved on the University Police “Campus Police” network folder, with the following naming convention. 

S:\WGroups\Campus_Police\Incident Files and Photos (Original)\2021\21-000142 (where 21-000142 is the incident number for the case.

3. Per the “Mobile Audio/Video Recorder” policy, all videos are to be uploaded to the University server by the Tech officer.  Copies will be burned to DVD upon request.

7. Fingerprints
   1. Recruit officers shall receive training during field training which includes, but is not limited to, the recovery, marking, and packaging and storing of latent fingerprints. Recruit officers shall also receive training in obtaining fingerprints from known individuals, such as fingerprints taken during a fingerprinting request.
   2. Some officers shall receive specialized training as Evidence Technicians.
   3. Generally, Evidence Technicians will assume the responsibility for the recovery, processing, marking and packaging of fingerprint evidence, if available.
   4. These duties shall be performed in accordance with the procedures and guidelines established by the Wisconsin Department of Justice State Crime Laboratories and published in the most current Physical Evidence Handbook.
8. DNA Evidence
   1. Certain items of evidence require special collection procedures because of physical characteristics or because of special requirements for evidence. Items listed below will be treated as specified. Additional information and direction can be found in the “Physical Evidence Handbook” published by the Wisconsin Department of Justice. Review of the handbook is recommended before collecting certain evidence.
      1. First Responder Precautions and Responsibilities
         1. The integrity of any forensic evidence at the scene of a crime has always been the responsibility of the crime scene investigators. This responsibility starts with the first officer or officers on the scene.
         2. First responders must be mindful when entering any crime scene that it must be secured, rendered safe, and precautions taken not to contaminate evidence.
         3. First responders should be cognizant of the fact that certain biological evidence can contain hazardous pathogens to include the Hepatitis B virus and HIV. The same precautions that are taken to protect the investigator are used to maintain the integrity of the evidence.
         4. First responders should recognize possible sources of DNA, protect evidence, and maintain a record of persons entering the scene, and take steps to preserve any items that may be discarded by EMS or the victim.
         5. First responders should avoid contamination of DNA evidence by wearing protective gloves and changing gloves often when handling different pieces of evidence. Avoid touching any areas where DNA may exist and avoid talking, sneezing or coughing over evidence.
      2. Blood Evidence
         1. Refer to the most current Physical Evidence Handbook for directions on collecting blood evidence.
      3. Saliva
         1. Refer to the most current Physical Evidence Handbook for directions on collecting saliva evidence.
      4. Seminal Stains
         1. Refer to the most current Physical Evidence Handbook for directions on collecting seminal evidence.
      5. Hair Standards
         1. Refer to the most current Physical Evidence Handbook for directions on collecting hair standards/evidence.
      6. Sexual Offenses
         1. Refer to the most current Physical Evidence Handbook for directions on collecting sexual assault evidence for both the offender and the victim.
      7. Submission of DNA
         1. When DNA evidence needs to be processed it will be taken to the Wisconsin State Crime Lab.
         2. Other DNA processing centers may be used but only after consulting with the Wisconsin State Crime Lab.
9. Computer/Electronic Evidence
   1. Digital evidence is that evidence which is contained within any form of magnetic or electronic media. Digital evidence is found in, but not limited to, hard drives, USB drives, compact disks (CD), digital versatile disks (DVD), floppy disks, Zip disks, Jaz disks, flash memory cards, magnetic tape, Secure Digital (SD) cards, digital cameras, Subscriber Identity Module (SIM) cards, cellular telephones, Personal Data Assistants (PDA) and any other memory developed for the storage of electronic data or information.
   2. Digital media is easily altered and should not be accessed by officers without direct instruction by an officer with computer forensics training.  Officers should not attempt to view or browse photographs on a digital camera, files on cellular telephones, USB drives or other computer media without the direction of a Division of Criminal Investigation (D.C.I) or an officer trained in computer forensics.
      1. Desktop / Laptop Computer System
         1. Secure the premises and move people away from the computer.
         2. Do not touch the keyboard or mouse.
         3. Under normal circumstances you would not turn any computer on.
         4. Photograph what is on the screen and document the time shown on the taskbar.
         5. With prior consult of an officer trained in computer forensics or DCI, remove the power cord from the back of the computer to power it off. Do not, under any circumstances, turn off a computer using the power switch.
            1. Desktop computers should be disconnected from power, by pulling the power cord where it connects to the desktop, not at the wall.
            2. Laptop computers should have the main battery removed prior to transport. The battery should be removed even if the power is on. Do not perform a normal shutdown through the current operating system of the computer. The power cord should be located and transported as well.
      2. Networked or Business Computers
         1. Officers will consult with an officer trained in computer forensics or DCI anytime they are dealing with networked business computers, a computer network, or a mainframe or mainframe terminal.
         2. Do not disconnect the power source as doing so could damage the system and/or disrupt legitimate business.
      3. Handheld Electronic Devices
         1. Devices such as cellular phones, PDAs, pagers, electronic game devices, and GPS should be handled in much the same way as a standalone computer.
         2. If the device is off, leave it off. Never turn one of these devices on or off without consulting an officer trained in computer forensics or member of the DCI.
         3. Faraday bags are available in evidence kits and should be used to secure handheld electronics to prevent the transmission of data through cellular, Wi-Fi, or radio frequencies.
         4. Collect all cords and accessories associated with these devices.
         5. The battery shall be removed. The officer shall not turn on or off the device but simply remove the battery.
10. High Value, Sensitive, or High-Risk Property/Evidence (11.1.2)
    1. The processing of high value, sensitive, or high-risk property or evidence shall consist of:
       1. Evidence that is of a perishable nature (blood samples, urine specimens, etc.) will be properly identified, packaged, assigned an inventory number and placed in the department’s temporary evidence refrigerator or permanent evidence refrigerator.  If an evidence custodian is not available, the responding officer should contact one as soon as possible.
       2. Currency and drugs will be secured in the temporary evidence lockers or permanent maximum security evidence room (evidence custodians).
       3. Firearms should be placed in a temporary evidence locker or given directly to an evidence custodian for placement in maximum security locker within the evidence room.
       4. All money entered into the property/evidence system shall be counted.
       5. All narcotics and/or dangerous drugs seized by the department shall be counted (pills and/or capsules), and weighed.
11. Packaging and Labeling
    1. Each item seized must be properly marked, labeled and packaged.
    2. Large items such as keyboards, monitors, and computer towers may be tagged or labeled instead of bagged. Every port and/or drive shall be sealed with evidence tape.
    3. Small items such as loose media (floppy disks, DVD’s, thumb drives, Jaz disks) must be bagged or boxed.
    4. Bags used for electronic evidence items should be paper or static free bags.
    5. Seized computer evidence will be inventoried and stored securely in the UW-Platteville Police Department temporary evidence lockers and then moved into the evidence room, by an evidence custodian.
12. Transporting Electronic Evidence
    1. During transportation and storage of computers and related electronic devices, avoid external magnetic sources such as police radios. Also avoid extreme temperatures and other possible contaminants.
    2. When possible, transport computer towers and related electronic evidence in the passenger or rear seat of your vehicle. Make sure the items are secure and won’t shift or fall during transport.
13. Submission to other Agencies for Examination: (DCI)
    1. The Computer Forensics Unit will initially receive all electronic evidence for forensic examination. All electronic evidence will be inventoried prior to transfer to the Unit.
    2. Trained Computer Forensic Examiners within the Unit will determine the priority and necessity of examination for each item submitted.
    3. At times, electronic evidence will need to be submitted to secondary agencies for examination.
    4. Only authorized personnel will be authorized and responsible for transport and submission to any secondary agency for examination.
14. Training
    1. Officers trained in computer forensics and Evidence Technicians will be trained in the appropriate techniques for the collection and preservation of computer/electronic evidence.
    2. All Computer forensic investigations as mentioned in F above will be referred to the State of Wisconsin Department of Criminal Investigation (DCI) in Madison Wisconsin for analysis.