Evidence Tracking: how to use

KB article ID: 409-2 (permalink)

PC JIMS Evidence Tracking is used to track the evidence on a case, including the organizations and individuals (participants) that take possession of evidence. 
The following instructions explain how to use the program, once you've setup the parties involved in this process.

Open a case

  1. Go to the Case Evidence menu, and select Open Case. The Case/Litigant Search Screen will open.
  2. Search for case by Case Number, or use the Name tab.
    1. Enter the information and Search.
  3. The search will yield the matching information.
  4. Double-click the appropriate Case Number/Name to open a case.

Enter new evidence

  1. Open the appropriate case.
  2. Go to the Case Evidence menu, and select New Evidence Item. The New Evidence Item screen will open.
  3. Enter information in available fields:
    1. Summary --provide a brief summary of the item
    2. Exhibit ID --apply whatever numbers/letters ID you customarily use to track evidence
    3. Type --use the drop-down to select Money, Drug, Gun or Other
    4. Monetary Value --enter the monetary value
    5. Side --indicate to whom the evidence belongs (who entered the evidence).
    6. Description --describe the item
  4. Under Initial Event, click Set... This will open the Event screen.
  5. Enter information in the available fields
    1. Type -- indicate whether the evidence is being Admitted, Refused, or Labeled
    2. Date --the date the item was entered
    3. Evidence ---the item summary (from the previous screen)
    4. From Participant --the participant that is physically providing the item to you (important for receipt)
    5. To Participant --automatically defaults to the User entering the evidence
    6. Storage Location --the location where you will be storing the item
    7. Comments on Condition of Evidence -add additional comments on the item's condition here (this can be important when there is a transfer of custody)
    8. Select Print to print an evidence receipt for the indicated participants to sign.
      1. When prompted, click Yes to save your info before printing.
      2. Print.
  6. A unique numeric Evidence ID is issued to each evidence item that is entered into the system. This ID appears to the left of each line item on evidence receipts, and can be set to display in Evidence Tracking by selecting Show ID Column from the View menu.

Add batch evidence items

  1. Open the appropriate case.
  2. To add/enter multiple evidence items to the same case
    1. Go to the Case Evidence menu, and select Add Batch Evidence Items
    2. Enter the information, same as simply adding an item
      1. Press Add
    3. Overwrite the data fields with the info for the next item
      1. Press Add
    4. Repeat for each evidence item being added
    5. The added items will appear in Added Evidence box at bottom of screen
    6. Save when all items have been entered.
    7. To record the same Initial Event for the items just added
      1. Initial Event can be set for multiple items in a row by holding down the Shift key and selecting the first and last items; everything in between will be selected.
      2. Initial Event can be set for multiple items that are not in a row by holding down the Control key and selecting each item.
    8. Right-click the highlighted item/items and select Change Item(s) Initial State from the menu. This will open the Event screen. The selected items will be listed.
    9. Enter information in the available fields.
    10. Select Print to print an evidence receipt for the indicated participants to sign.
      1. When prompted, click Yes to save your info before printing.
      2. Print.
View evidence on a case
  1. Open the appropriate case.
  2. The Evidence on Case screen will open, listing the evidence that has already been entered.
  3. To edit an item, right-click on it and select Edit Item
  • You can edit the info under the first 2 of 3 tabs
    • Information --view/edit details about the evidence item
    • Events --view/edit the chain of possession and events for the evidence item
    • Case Listing --view the case numbers that the evidence is filed under

Chain of possession --transfer/checkout items

  1. Events are created to track the chain of possession. New events are created to maintain that chain.
  2. Open the appropriate case.
  3. The Evidence on Case screen will open, listing the evidence that has already been entered.
  4. Transfer/checkout an item
    1. Click on the evidence item to highlight it, then right-click on it and select Transfer/Checkout Item(s) from the menu. The Event screen will open.
    2. The Type will automatically read Changed Possession.
    3. From Participant will automatically display the User's name if the evidence is in the possession of the Clerk's office.
    4. Select the To Participant from the drop down menu.
    5. Storage Location may not be available, unless the person checking out the evidence is in your organization.
    6. Select Print to print an evidence receipt for the indicated participants to sign.
      1. When prompted, click Yes to save your info before printing.
      2. Print.
  5. Transferring in evidence that has been checked out will be handled the same way, but the From and To Participant fields will be reversed.

Final evidence state or withdraw evidence

  1. At the conclusion of a case, or to withdraw evidence, right-click the evidence item and select Change Item(s) Final State. The Event Screen will open.
  2. Choose Type:
  3. Destruction
    Permanent Checkout
    Withdrawal
  4. The 'From Participant' field will automatically display the User's name.
  5. Use the drop down to select To Participant if the evidence is to be released to a person.
  6. Indicate Comments on Condition of Evidence.
  7. Select Print to print an evidence receipt for the indicated participants to sign.
    1. When prompted, click Yes to save your info before printing.
    2. Print.

Search for an evidence item

  1. To search for an item, select Find Item from the Case Evidence menu. The Evidence Item Search screen will open.
  2. Enter the item Evidence ID, and select Search. The case numbers to which the evidence is attached will display under Cases.
  3. Double-click one of the cases to view all the evidence on that case.
  4. Double-click the appropriate Evidence ID from the list to open that Evidence Item.

Copy/move selected item(s)

  1. Evidence can be applied to more than one case. An evidence item can also be moved without deleting it, if entered on the wrong case.
    1. Right-click an item to move or copy it to another case. Select Case Actions, and Copy/Move Selected Item(s). The Case/Litigant Search screen will open.
    2. Search for the case by Name or Case Number to which the evidence should be moved or copied. 
    3. Click Select when found. The "Verify transfer of evidence to ..." screen will open.
    4. Select either Copy or Move.
    5. Save

Edit an item

  1. Right-click an item, and select Edit Item from menu.
  2. Make changes.
  3. Save.

Delete an item

  1. Highlight the item to delete, right-click and select Delete Item(s) from menu.
  2. Click Yes to confirm.

Print item(s) history

  1. Print an items Chain of Command history.
    1. Highlight the item, right-click and select Print Item(s) History.
    2. The Evidence History Log screen will open.
    3. Print the report.

Print selected item(s)

  1. Print the info on an item
    1. Highlight the item, right-click and select Print Selected Item(s).
    2. The Item List Report screen will open.
    3. Print the report.

Change storage information

  1. To change the information on a storage location
    1. Highlight the evidence item, right-click on it and select Change Storage Information from the menu
    2. Select a different location from the drop down menu in the Current Location field.
      1. Or edit the location Details
    3. Save.
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