Chicago Police DepartmentSpecial Order S07-01-06
Procedures in the Event of System Outage or Requirement for On-Scene Inventory
Issue Date:29 April 2014Effective Date:01 May 2014
Rescinds:
Index Category:Processing Property
I.Purpose
This directive outlines procedures for the using Property Inventory books (CPD-34.523) in the event of eTrack inventory system outage and for on-scene inventory.
II.General Procedures
  • A.eTrack Outages
    • 1.An eTrack outage is defined as any circumstances in which the functionality of the eTrack application fails or renders it unusable, or the network or application is downed.
    • 2.If an eTrack outage occurs, the Chief, Bureau of Patrol, will determine if Department members must use the Property Inventory book.
      NOTE:
      If the outage occurs between 2000 - 0600 hours, the On-Call Incident Commander assigned to the Office of the First Deputy Superintendent will determine if Department members must use the Property Inventory book.
    • 3.If the Chief, Bureau of Patrol or the On-Call Incident Commander assigned to the Office of the First Deputy Superintendent approves the use of Property Inventory books, Public Safety Information Technology (PSIT) will notify all affected units via an Administrative Message Center (AMC) message with information regarding the expected duration of the outage and the notification to inventory property pursuant to this directive.
  • B.On-Scene Inventory of Property
    • 1.If an event occurs that requires the on-scene preparation of an inventory (i.e., large scale arrests, disaster scenes), the Chief, Bureau of Patrol or the On-Call Incident Commander assigned to the Office of the First Deputy Superintendent may order Department members responding to the incident to use Property Inventory books.
    • 2.Department members will complete each inventory formset pursuant to the directions contained in the Property Inventory book.
    • 3.On-scene inventories will be entered into the eTrack system as required by the procedures in Item III-E of this directive.
  • C.Designated unit supervisors will be responsible for ensuring that a Property Inventory book is available. Replacement Property Inventory books can be requested from the Equipment and Supply Section.
  • D.Designated unit supervisors will maintain a supply of pre-printed Notice to Property Owner (CPD-34.523) forms to give to the owner of property inventoried during an eTrack outage.
    NOTE:
    The Notice to Property Owner (CPD-34.523) form is available via the Department Directives System.
  • E.Each unit will collect and maintain inventory paperwork created pursuant to an eTrack outage incident in the unit file.
III.Specific Procedures
  • A.If a member is unable to access the eTrack application, that member will notify the district station supervisor and telephone the Help Desk for assistance.
  • B.When a designated unit supervisor has determined or been notified that an eTrack outage affecting the unit has occurred, the supervisor will notify the Help Desk and CPIC.
  • C.If the use of the Property Inventory book has been approved, the supervisor will:
    • 1.provide Property Inventory book(s) for use by personnel to record inventories.
    • 2.ensure that Property Inventories are processed pursuant to this directive.
    • 3.note the incident on the Watch Incident Log.
    • 4.as soon as the eTrack system becomes operational, retrieve the Property Inventory book(s).
    • 5.ensure that ERPS and the Forensic Services Division are notified of the inventory numbers used during the outage or on-scene inventory.
    • 6.ensure that for inventories entered into eTrack by ERPS, the Copy 2 (buff) copies returned to the unit by ERPS are stapled to the corresponding inventory Copy 5 (yellow) in the Property Inventory book.
    • 7.inform the in-coming designated supervisor of the outage status of the eTrack system.
  • D.Members inventorying property using the Property Inventory Book during an eTrack outage will:
    • 1.complete the inventory formset pursuant to the directions contained in the Property Inventory book and obtain supervisory approval.
    • 2.record the phrase "eTrack outage" in the open space on the formset marked “Evidence & Recovered Property Section Use Only.”
    • 3.make a photocopy of the Copy 1 (white) of each inventory and place that copy in the unit file.
    • 4.give a pre-printed copy of the Notice to Property Owner (CPD-34.523) to the owner of the property.
  • E.Data Entry Responsibilities
    • 1.When the eTrack system becomes available, or for on-Scene inventory procedures, the unit of inventory supervisor will ensure that each paper inventory in the eTrack binder or Property book is entered into the eTrack system in the following manner:
      • a.An eTrack inventory will be generated by entering all of the information listed on the paper inventory into the corresponding eTrack data fields.
      • b.The Property Book inventory number must be entered in the Inventory No. field on Screen 1.
        NOTE:
        Failure to enter the Property Book inventory number in the eTrack Inventory No. field will create a new eTrack inventory number.
    • 2.Approvals and processing for eTrack inventories will follow the procedures in the Department directive entitled, "Processing Property Under Department Control" once the eTrack data entry task is completed.
    • 3.Both the original Copy 1 (white) of the Property Inventory book inventory and the printed Copy 1 of the eTrack inventory will be attached to the inventory package prior to transportation to ERPS or the Forensics Services Division.
    • 4.Inventorying units will retain Property Inventory book inventoried property for at least 24 hours prior to sending the paper inventoried property to ERPS or the Forensics Services Division. Units will make every effort to complete eTrack data entry prior to transporting property to ERPS or the Forensics Services Division.
    • 5.During extended system outages (longer than 24 hours), if property is transported to ERPS or the Forensics Services Division prior to eTrack data entry by affected units, the data entry task will be performed by ERPS and Forensics Services Division personnel.
  • F.ERPS and Forensics Services Division Responsibilities
    • 1.During extended system outages, upon receipt of property inventoried through the paper system and marked "eTrack outage", ERPS and/or Forensic Services Division personnel will enter the inventory information into the eTrack system.
    • 2.Upon receipt of the Property Inventory book property, ERPS and/or Forensic Services Division personnel will send the Copy 2 (buff) copy back to the unit of inventory. eTrack entered property will be processed without sending back Copy 2 (buff).
    • 3.The Commanders of ERPS and the Forensic Services Division, as appropriate, will ensure that all property inventoried by the Property Inventory book process during an eTrack outage have been entered into the eTrack system
    • 4.The Commander, ERPS, will ensure that a supply of complete, unused Property Inventory formset books are maintained in the ERPS facility.
      NOTE:
      In the event of an emergency additional books can be obtained by notification to CPIC (e.g. mass arrest, mass casualty).
IV.Special Procedures
  • A.Inventorying Money
    • 1.When money will be held in original form pursuant to the Department directive entitled "Inventorying Money," the inventorying officer will:
      • a.enter the words “Hold in Original Form - Do Not Deposit” on the last line of the Property Inventory and check the ”Hold for Investigation and/or Evidence” box .
      • b.prepare a To-From-Subject report, stating the reason this money is not to be deposited, obtain the station supervisor's approval, and forward the report to the Commander, ERPS.
    • 2.Supervisors will ensure that "Hold in Original Form - Do Not Deposit" requests conform with the provisions of the Department directive entitled "Inventorying Money" and this directive.
  • B.Bulk Currency Procedures
    • 1.Officers inventorying CIB bags will:
      • a.list only one CIB per line on the Property Inventory formset, if multiple CIBs were used for the recovery.
      • b.leave the "USC Only/Total Cash USC" boxes of the Property Inventory formset blank.
      • c.describe the property as "United States currency sealed in Currency Inventory Bag number _____" in the "Description of Property" section.
      • d.record the phrase "eTrack outage" and the AMC number that informs Department members of the eTrack outage in the open space on the formset marked "Evidence & Recovered Property Section Use Only."
      • e.make a photocopy of the original Copy 1(white) Property Inventory formset of each inventory and place that copy in the eTrack binder.
      • f.if it is determined that recovered currency has evidentiary value and a request for processing by Forensic Services Section personnel is required, document the reason for the request in a To-From-Subject report, have their supervisor sign approval to the report, and staple the report to the inventory bag with the eTrack inventory copy.
    • 2.Officers transporting the CIB bags will:
      • a.sign and provide the transport information requested on the back of Copy 5 (yellow) copy of the Property Inventory formset.
      • b.transport the CIB, the original Copy 1 (white), and Copy 2 (buff) of the Property Inventory formset to ERPS. Copy 2 will not be sent by police mail.
      • c.return the receipt portion of Copy 2 (buff) of the Property Inventory formset to the unit of inventory.
    • 3.The station supervisor or designated unit supervisor, upon receiving notification from ERPS that the CIBs have been received, will:
      • a.record the following information in the lower-right box of Copy 5 (yellow) of the inventory:
        • (1)ERPS personnel name and Employee number, and
        • (2)date and time of receipt.
      • b.collect the Copy 2 (buff) copy and attach it to the corresponding Copy 5 (yellow) copy of the inventory.
    • 4.ERPS personnel receiving the CIB inventory will:
      • a.notify the station supervisor or designated unit supervisor at the unit of inventory that the inventory has been received.
      • b.record the date, time of delivery, and time of notification made to the unit of recovery on:
        • (1)Copy 1 (white) of the Property Inventory formset.
        • (2)Copy 2 (buff) of the Property Inventory formset in box 6 on the receipt side.
        • (3)the Currency Inventory Bag in the Chain of Custody field.
      • c.upon notifying the station supervisor or designated unit supervisor at the unit of recovery that the inventory has been received and upon recording the information on the receipt side of Copy 2 (buff), relinquish the receipt portion of the buff copy to the transporting officer.
Garry F. McCarthy
Superintendent of Police
12-149 JAB