Definitive Chain of Custody Procedures Cheat Sheet: Best Practices for Evidence Management

Introduction to Chain of Custody

Chain of custody refers to the chronological documentation and paper trail showing the seizure, custody, control, transfer, analysis, and disposition of physical or electronic evidence. Maintaining proper chain of custody is crucial in legal proceedings to establish that evidence has not been altered, contaminated, replaced, or tampered with. A properly maintained chain of custody verifies the integrity of evidence, ensuring its admissibility in court and preventing challenges to its authenticity or reliability.

Core Chain of Custody Principles

1. Continuous Accountability: Every person who handles evidence must be documented
2. Temporal Documentation: All times and dates of evidence transfers must be recorded
3. Minimal Handling: Limit the number of individuals who handle evidence
4. Proper Storage: Evidence must be stored in appropriate conditions to prevent degradation
5. Tamper-Evident Packaging: Seals and packaging should reveal if tampering has occurred
6. Complete Documentation: All actions taken with evidence must be thoroughly documented
7. Authentication: Evidence must be uniquely identified and authenticated

Standard Chain of Custody Process Flow

Evidence Collection Procedures

Physical Evidence Collection

1. Before Collection

   • Document scene (photographs, video, sketches)
   • Plan collection sequence (least to most fragile items)
   • Prepare proper collection materials and PPE
   • Establish evidence collection log

2. During Collection

   • Wear appropriate PPE (gloves, masks, etc.)
   • Photograph item in original position
   • Note exact location, condition, appearance
   • Collect evidence using appropriate method:
     • Trace evidence: Tape lifting, vacuum collection
     • Biological: Sterile swabs, containers
     • Fingerprints: Lifting tape, powders, chemicals
     • Documents: Non-marking forceps, document protectors
     • Digital devices: Proper shutdown procedures, anti-static bags

3. Immediate Post-Collection

   • Properly package to prevent contamination/degradation
   • Apply unique identifier or evidence number
   • Complete evidence label with:
     • Case number
     • Item number
     • Description
     • Collection location
     • Date and time of collection
     • Collector’s name and signature
   • Seal package with evidence tape
   • Initial and date across seal

Digital Evidence Collection

1. Electronic Device Seizure

   • Document device state (on/off, connected peripherals)
   • Photograph device, screen, connections
   • If device is on, consider:
     • Photographing visible screen information
     • Capturing volatile data if trained to do so
     • Proper shutdown procedures per forensic protocols
   • Disconnect power (remove battery if applicable)
   • Document all cables and connections

2. Digital Storage Media

   • Handle by edges only
   • Package in anti-static containers
   • Keep away from magnetic fields, extreme temperatures
   • Document physical condition, visible damage

3. Cloud-Based Evidence

   • Document legal authority for access
   • Use write-blocking or forensic tools
   • Capture metadata including access dates/times
   • Document collection methodology
   • Create forensic hash values of collected data

Chain of Custody Documentation

Essential Information for Documentation

Every chain of custody form should include:

• Case Information

  • Case/incident number
  • Type of incident
  • Date/time of incident
  • Location of incident
  • Investigating officer/team

• Evidence Information

  • Item number/unique identifier
  • Description of item
  • Location where collected
  • Date and time of collection
  • Collected by (name and ID/badge number)

• Transfer Information (for each transfer)

  • Date and time of transfer
  • Reason for transfer
  • From (name, ID/badge number, signature)
  • To (name, ID/badge number, signature)
  • Condition of seals and packaging

• Storage Information

  • Storage location details
  • Special storage requirements
  • Access log

Sample Chain of Custody Form Format

CHAIN OF CUSTODY RECORD
Case Number: ________________  Incident Type: ________________
Incident Date/Time: __________  Location: ____________________
Item Number: _______________  Description: __________________
Collection Location: _________  Collection Date/Time: _________
Collected By: ______________  Signature: ____________________

CHAIN OF CUSTODY
| Date/Time | Released By | ID/Badge | Signature | Received By | ID/Badge | Signature | Purpose | Seal Intact (Y/N) |
|-----------|------------|----------|-----------|-------------|----------|-----------|---------|-------------------|
|           |            |          |           |             |          |           |         |                   |
|           |            |          |           |             |          |           |         |                   |
|           |            |          |           |             |          |           |         |                   |

Storage Location(s): ___________________________________
Special Handling Instructions: __________________________
Final Disposition: ____________________________________
Disposition Date: ____________________________________
Authorized By: ______________________________________

Evidence Packaging and Storage Requirements

Packaging Guidelines by Evidence Type

Storage Duration Guidelines

• Active Investigations: Until case resolution
• Homicide/Violent Felonies: Permanent or statutory maximum (typically 20+ years)
• Sexual Assaults: According to statute of limitations or longer (many jurisdictions now require indefinite storage)
• Non-Violent Felonies: Typically 5-7 years after case resolution
• Misdemeanors: Typically 1-3 years after case resolution
• Adjudicated Cases: Per appeal period plus statutory requirements

Common Chain of Custody Challenges and Solutions

Legal Considerations

Admissibility Requirements

• Authentication: Proper identification of evidence (Federal Rule of Evidence 901)
• Relevance: Connection to facts of case (Federal Rules of Evidence 401-402)
• Reliability: Scientifically valid methods (Daubert/Frye standards)
• Continuity: Unbroken chain of custody
• Best Evidence Rule: Original documents preferred over copies

Common Legal Challenges

• Breaks in documentation
• Inadequate security measures
• Improper handling techniques
• Failure to follow departmental procedures
• Inconsistencies in testimony about handling
• Missing or incomplete documentation

Court Testimony Best Practices

• Review all documentation before testimony
• Be prepared to describe exact handling procedures
• Explain any unusual circumstances or notations
• Never guess or speculate if unsure
• Acknowledge limitations or problems honestly
• Be able to explain department procedures and why they’re effective

Chain of Custody for Special Situations

Hazardous Materials

• Consult hazmat specialists before collection
• Document decontamination procedures
• Use specialized containment and labeling
• Note any necessary alterations to standard procedures
• Include hazard classification in documentation

High-Profile Cases

• Consider dual collection teams
• Implement extra documentation (video recording of collection)
• Additional security measures for storage
• More frequent inventory verification
• Limited access protocols

Mass Casualty Incidents

• Implement disaster-specific protocols
• Use pre-staged supply caches
• Establish temporary secure storage areas
• Consider modified documentation for initial collection
• Assign evidence coordination officers

Multi-Agency Investigations

• Establish lead agency for evidence control
• Use consistent documentation forms
• Conduct joint evidence processing when possible
• Clear agreements on storage responsibilities
• Regular inter-agency evidence status meetings

Electronic Chain of Custody Systems

Benefits of Electronic Systems

• Real-time tracking capability
• Reduced documentation errors
• Automatic notification of needed actions
• Built-in compliance checks
• Audit trail generation
• Barcode/RFID integration
• Automated storage location management

Key Features to Look For

• Secure user authentication
• Comprehensive audit trails
• Automated alerts for storage condition issues
• Integration with evidence management systems
• Mobile access capabilities
• Digital signature capabilities
• Photo/document attachment functionality
• Barcode/RFID compatibility
• Customizable forms and workflows

Implementation Best Practices

• Maintain paper backup capabilities
• Regular system testing and validation
• Comprehensive staff training
• Clear policies for system failures
• Regular data backups and security reviews

Quality Assurance and Compliance

Evidence Audits

• Regular Inventory Checks

  • Scheduled (quarterly, annually)
  • Random spot checks
  • Supervisor reviews

• Audit Documentation

  • Evidence present and properly stored
  • Packaging intact
  • Documentation complete
  • Storage conditions appropriate
  • Discrepancies noted and resolved

Training Requirements

• Initial evidence handling certification
• Annual refresher training
• Discipline-specific protocols (DNA, digital, etc.)
• Documentation requirements
• Legal updates and court decisions
• Cross-training for emergency situations

Accreditation Standards

• International Organization for Standardization (ISO 17025, 17020)
• American Society of Crime Laboratory Directors/Laboratory Accreditation Board (ASCLD/LAB)
• International Association for Property and Evidence (IAPE)
• ANSI National Accreditation Board (ANAB)

Common Evidence Handling Mistakes to Avoid

• Failing to wear appropriate PPE
• Incomplete or illegible documentation
• Improper packaging for evidence type
• Failure to document damaged seals
• Neglecting to obtain signatures during transfers
• Inadequate photographic documentation
• Storing incompatible items together
• Using incorrect storage conditions
• Failing to document temporary access
• Using improper evidence destruction methods

Best Practices and Professional Tips

• Documentation Excellence

  • Document even temporary possession
  • Use precise descriptions
  • Record condition at each transfer
  • Photograph evidence with scale and case identifier

• Efficiency Strategies

  • Pre-printed labels and forms
  • Evidence collection kits by type
  • Digital photography with automatic metadata
  • Regular purging of eligible items

• Risk Mitigation

  • Two-person verification for high-value items
  • Video recording of critical evidence processing
  • Regular procedure reviews
  • Mock court challenges

• Professional Development

  • Stay current with legal decisions
  • Participate in evidence handling certifications
  • Network with evidence professionals
  • Regular procedure updates based on best practices

Resources for Further Learning

Professional Organizations

• International Association for Property and Evidence (IAPE)
• American Society of Crime Laboratory Directors (ASCLD)
• International Association of Computer Investigative Specialists (IACIS)
• Association of Forensic Quality Assurance Managers (AFQAM)

Training Resources

• National Institute of Justice (NIJ) Evidence Management Resources
• Federal Law Enforcement Training Centers (FLETC) Evidence Handling Courses
• IAPE Professional Certification Programs
• Laboratory Evidence Handling Certifications

Publications and Guidelines

• “Biological Evidence Preservation Handbook” (NIST)
• “Crime Scene Investigation: A Guide for Law Enforcement” (NIJ)
• “Electronic Crime Scene Investigation: A Guide for First Responders” (NIJ)
• “ASTM Standards for Property and Evidence Management”
• “Scientific Working Group on Digital Evidence (SWGDE) Best Practices”