Key Responsibilities and Required Skills for an Evidence Custodian

🎯 Role Definition

As our Evidence Custodian, you will be the gatekeeper of all items collected during investigations and found within the jurisdiction. You will be entrusted with the critical responsibility of receiving, processing, securing, and tracking every piece of property and evidence, from firearms and narcotics to digital media and personal effects. Your work is fundamental to ensuring the admissibility of evidence in court and upholding the integrity of the justice system. This position requires unwavering ethical standards, exceptional organizational skills, and the ability to operate with precision under established legal and departmental protocols. You are the crucial link ensuring that the physical and digital artifacts of an investigation are preserved and accounted for from collection to final disposition.

📈 Career Progression

Typical Career Path

Entry Point From:

Police Cadet / Community Service Officer
Records Clerk (Law Enforcement)
Administrative Assistant (Legal or Government)
Security Officer or Asset Protection Specialist

Advancement To:

Senior Evidence Custodian / Evidence Technician II
Evidence Room Supervisor or Manager
Forensic Technician (with additional training)
Crime Scene Investigator (with additional training and education)

Lateral Moves:

Records Supervisor
Paralegal (specializing in evidence management)
Government Asset Manager

Core Responsibilities

Primary Functions

Receive, identify, and securely package a wide range of property and evidence, including firearms, currency, narcotics, biohazards, and general property, ensuring proper handling procedures are followed for each specific category.
Meticulously maintain the absolute integrity of the chain-of-custody for all items from initial receipt through to final disposition, meticulously documenting every transfer, movement, and access event.
Utilize specialized evidence management software (e.g., BEAST, QueTel, or similar RMS/LIMS) to accurately enter, update, and track data for all property and evidence items, including detailed descriptions, case numbers, and precise storage locations.
Securely store all items in the designated property and evidence facility, organizing them systematically for efficient retrieval and space optimization while adhering to stringent safety and security protocols.
Conduct regular, comprehensive inventories and audits of the evidence vault, temporary lockers, and other storage areas to ensure 100% accountability, verify records, and promptly identify and resolve any discrepancies.
Prepare and transport evidence to and from various locations, such as state and federal crime laboratories for forensic analysis, and courts for legal proceedings, ensuring all transfer documentation is complete and accurate.
Professionally testify in court proceedings regarding the chain of custody, handling procedures, and integrity of evidence managed, presenting factual information clearly and confidently under examination.
Diligently research case statuses by communicating with officers, detectives, and prosecutors to determine the appropriate and lawful disposition of evidence and property.
Coordinate the safe and legal destruction of contraband, such as narcotics and illegal weapons, in strict accordance with state laws, federal regulations, and departmental policies.
Process and respond to requests for evidence viewing or release from detectives, attorneys, and other authorized personnel, verifying credentials and ensuring all procedures are strictly followed and documented.
Maintain the cleanliness, organization, and security of the property room, evidence processing areas, and storage facilities to prevent cross-contamination and ensure a safe, efficient working environment.
Handle hazardous materials and biological evidence, including sharps and bodily fluids, using appropriate personal protective equipment (PPE) and adhering to all OSHA and departmental safety guidelines.
Photograph and digitally document incoming evidence and property when necessary, ensuring high-quality images are captured and linked to the corresponding case file in the evidence management system.
Manage the intake and release of found property, making diligent efforts to locate and contact owners and processing unclaimed items according to established timelines and state statutes.
Prepare detailed and accurate reports on evidence inventory levels, disposition activities, and audit findings for departmental supervisors, command staff, and external auditors.
Assist law enforcement officers and detectives with proper packaging and submission of evidence to ensure compliance with laboratory and departmental standards from the point of collection.
Operate and maintain specialized equipment for evidence management, which may include barcode scanners, heat sealers, industrial scales, and secure vehicles for transport.
Stay current with changes in legislation, case law, and industry best practices related to evidence handling, storage, and chain of custody to ensure continuous compliance and procedural improvement.
Manage the digital evidence lifecycle, including the intake, hashing, duplication, secure storage, and disposition of data from body-worn cameras, surveillance systems, and other electronic devices.
Respond to subpoenas and court orders for evidence, ensuring timely and accurate compliance while safeguarding the integrity and chain of custody of the requested items.
Maintain and monitor logs and records for access to secure areas, ensuring only authorized personnel enter the property and evidence facilities and that all entries are justified and recorded.
Process and account for seized currency, preparing it for deposit or forfeiture in accordance with departmental financial procedures and legal requirements.

Secondary Functions

Assist with training new officers, cadets, or civilian personnel on proper evidence submission procedures and departmental protocols.
Contribute to the periodic review and updating of the department's property and evidence policy and procedure manual to reflect best practices.
Manage the inventory and ordering of all necessary supplies for the property room, such as packaging materials, labels, chemicals, and personal protective equipment.
Perform routine maintenance checks and coordinate service for property room equipment, including refrigeration units, security cameras, and alarm systems.

Required Skills & Competencies

Hard Skills (Technical)

Evidence Management Software: High proficiency with one or more evidence tracking systems (e.g., BEAST, QueTel, Porter Lee, EvidenceOnQ, or proprietary RMS modules).
Data Entry & Accuracy: Exceptional data entry skills with a high degree of accuracy and attention to detail.
Law Enforcement Procedures: Strong working knowledge of law enforcement terminology, criminal justice processes, and police operations.
Chain of Custody Principles: A deep and practical understanding of legal principles concerning chain of custody, evidence admissibility, and property law.
Inventory & Asset Management: Proven skills in inventory control, auditing, and asset management in a secure environment.
Barcode & RFID Technology: Experience using barcode scanning systems and labeling technologies for tracking and inventory.
Hazardous Materials Handling: Knowledge of and certification for safe handling procedures for firearms, narcotics, currency, and biohazardous materials (bloodborne pathogens).
Microsoft Office Suite: Proficiency in Microsoft Word, Excel, and Outlook for creating reports, spreadsheets, and professional communication.
-Digital Evidence Handling: Familiarity with procedures for handling digital media, including hashing (MD5/SHA) and secure storage.
Legal & Regulatory Knowledge: Knowledge of federal, state, and local laws governing the retention, security, and disposition of property and evidence.

Soft Skills

Unquestionable Integrity: Impeccable honesty, ethics, and the ability to pass an extensive background investigation.
Meticulous Attention to Detail: An exceptional ability to notice and manage minute details to ensure flawless record-keeping.
Independent & Proactive: The ability to work independently with minimal supervision and take initiative to solve problems.
Clear Communication: Strong written and verbal communication skills, including the ability to articulate procedures and testify clearly in court.
Discretion & Confidentiality: The ability to maintain strict confidentiality and handle highly sensitive information with discretion.
Organizational Prowess: Superior organizational and time-management skills to handle a high volume of items and tasks simultaneously.
Interpersonal Skills: The capacity to interact professionally and effectively with sworn officers, legal professionals, and the general public.
Problem-Solving: Strong analytical and critical-thinking abilities to resolve discrepancies and improve processes.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent, supplemented by some relevant college coursework or vocational training.

Preferred Education:

Associate's or Bachelor's degree from an accredited college or university.

Relevant Fields of Study:

Criminal Justice
Criminology
Forensic Science
Public Administration
Business Administration

Experience Requirements

Typical Experience Range:

2-5 years of experience in a related field requiring strict inventory control and record-keeping.

Preferred:

Prior experience working directly in a law enforcement property and evidence room, military supply/logistics, or a similar secure inventory control environment is highly desirable. Certification from a recognized property and evidence association, such as the International Association for Property and Evidence (IAPE), is a significant plus.