7.010 – Converting Property/Evidence for Department Use
Effective Date: 9/19/2012
1. The Seattle Police Department May Convert Property in Specific Circumstances
The item is not needed in a judicial proceeding
Where there is no owner known
The item has been forfeited
The item shall be for Department use as provided by RCW Chapter 63.32 and SMC 3.28.010
2. Property Will Only Be Converted for Use After a Thorough, Documented Investigation and Approval Process has Taken Place
See 7.010–PRO-1 Converting Property/Evidence for Department Use
3. Items That Will Not Be Converted
Picture tube televisions
7.010-PRO-1 Converting Property/Evidence for Department Use
1. Searches Versaterm for the desired property. See 7.010-TSK-1
2. When a desired item is found, fills out Property Authorization (form 1.17) and emails a copy to the Evidence Sergeant requesting verification of availability.
3. Verifies requested item is available for conversion.
4. Emails the requestor verification of the item and availability status, and a copy of the Property Authorization Form 1.17.
5. Emails their sergeant or non-sworn supervisor with a detailed description of:
• The desired item,
• The intended use for the item, and
• How the item will benefit the Seattle Police Department.
Sergeant or non-sworn Supervisor
6. Sends an email to the requestor with their approval or denial of the request, and forwards the email to the Sergeant or non-sworn Supervisor’s immediate chain of command for their information.
7. Conducts and documents the investigation on the Property Conversion Form 12.3 to:
a. Verifies whether an item is needed for judicial proceeding, and
b. Verifies it is not listed as a missing or stolen item, and
c. Verifies the item does not have a known owner who has a legal right to have the property returned to them. (If the item is a firearm, the requestor contacts the range.)
8. Contacts the follow-up detective (found in the GO Report) to determine if the item is needed for judicial proceedings and gather any other relevant information.
9. Attaches and emails copies of the following items to their sergeant or non-sworn supervisor:
• Property Conversion Form 12.3
• General Offense (GO) Report from which the item came into SPD possession
• Property Disposition Authorization Form 1.17 for item requested
• NCIC history
• DOL record
• RMS record showing the case has been disposed or not assigned
• WACIC history (if applicable)
• A supplemental explaining how the investigation was completed and owner contacted
• Any other paperwork showing the item is able to be converted
Sergeant or non-sworn Supervisor
10. Reviews the email including the completed packet and determines whether conversion is justified and the investigation has been completed.
11. Emails the completed packet thru their chain of command to the Deputy Chief of Administration.
Deputy Chief of Administration
12. Approves and emails the Deputy Chief of Administration with the attached documents.
Logs the item and attaches the Retained Property Tag to the packet.
14. Notes the Retained Property Tag number on the Property Conversion Form (12.3)
15. Hand delivers the documents to the Evidence Sergeant.
16. Ensures the Retained Property Tag is affixed to the item.
Exception: If the item is a firearm or item for which a label would be impractical, the receiving unit maintains a control card for the item in lieu of affixing a Retained Property Tag.
17. Notifies the requestor the item is available for pickup.
18. Takes possession of the item within 60 days or the item will be returned to director for disposal.
19. Returns completed converted packet to the Quartermaster.
20. Enters the item’s information into the SPD tracking system.
21. Forwards the packet to the Chief Administrative Officer.
Chief Administrative Officer
22. Enters the converted property number, description, unit, and estimated value in the Summit Fixed Asset System (FAS). The FAS assigns its own unique asset identification number for each item entered.
23. Retains the completed packet for 5 years plus the current year of all items except for firearms. The paperwork for converted firearms will be permanently retained.
24. Submits an annual report of all converted/retained property to the Mayor’s Office.
25. Sends a copy of the completed packet to the Unit Captain.
7.010-TSK-1 Searching Versaterm for a Desired Property Item
An employee who wishes to search Versaterm for an item he or she wishes to convert to Department use:
1. Logs in to Versadex RMS
2. Clicks the Property tab
3. Clicks Items
4. Clicks the appropriate tab
5. Fills in information to find your desired item. (Less information will yield more results.)
6. Under Property Storage Control clicks WH for Location
7. Under Property Storage Control clicks No for Disposed
8. Under Property Storage Control clicks X for Method
9. Searches for desired item