5-2 Case Tracking System For Station Crews/Station Crew Audit Procedures

NARCOTICS BUREAU

DETECTIVE DIVISION

LOS ANGELES COUNTY SHERIFF’S DEPARTMENT

 

 

 Bureau Order Number:   5-2

                           Subject:    -CASE TRACKING SYSTEM FOR CREWS

                                             -CREW AUDIT PROCEDURES

                                             -EVIDENCE HANDLING AUDIT

                                             -INVESTIGATOR BIOPSY REPORTS

 

Effective Date:	01/26/2009	Last Revised:	10/15/2019
Last Date Reviewed:	04/01/2021	Next Review Date:	04/01/2022

 

 

I.       CONCEPTS AND ISSUES

                                               

         A.     PURPOSE

 

This order establishes guidelines for the tracking of crew generated cases.  Additionally, the order contains case and evidence audits and case biopsy procedures.

                 

         B.     BACKGROUND

 

Good management principles dictate regular formal auditing of the work of Bureau personnel.  This task will be accomplished utilizing three methods:

 

                                    1.   The case tracking system

                                    2.   Crew audit procedures including an evidence handling audit                                 3.               Investigator biopsy reports

 

         C.     SCOPE

 

The policy provides direction for station and major violator crew sergeants in tracking cases in their sphere of responsibility.  The policy provides direction for Narcotics Bureau Lieutenants in conducting their mandated crew audits and case biopsies. This order does not apply to multi-agency task force crews.

 

        

 

 

 

D.     ACCOUNTABILITY

 

Narcotics Bureau supervisors are held accountable for auditing and/or tracking cases, crews, and investigators using the following tools:

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                                    1.  Crew Activity Log                                    (Attachment A)

                                    2.  Crew Audit Form                                     (Attachment B)

                                    3.  Investigator Biopsy Report                    (Attachment C)

                                    4.  “441" Control Log                                   (Attachment D)

 

NOTE:     The Major Violator Lieutenant may use Attachment A or approve an alternate activity log more suitable to Major Violator crew operations.

 

         E.     TRAINING

 

The Bureau Commander will ensure that all Bureau personnel are trained and familiar with this policy.

 

         F.      CONCLUSION

 

This policy will establish guidelines and time lines for Bureau supervisors to conduct audits as directed by the Unit Commander.

 

II.      POLICY

 

         A.     CREW ACTIVITY / CASE TRACKING SYSTEM

 

Beginning March 1, 1996, all station crew sergeants are to begin tracking all crew generated cases on the Crew Activity Log (Attachment A).  The purpose of this logging system is to allow for the auditing of cases being generated and investigated by each of the crews and to account for investigator case activity during audits.  (The Major Violator crews may use an alternate log approved by the MV Lieutenant.)

 

         B.     CREW AUDIT PROCEDURES

 

At least once each year, a Narcotics Bureau Lieutenant will conduct a crew audit.  The purpose of the audit is to verify policy compliance and to standardize procedures as much as possible between crews. The Crew Audit form (Attachment B) has been developed for this purpose and is to be submitted to Narcotics Bureau administration upon completion. 

                                                                                               

 

 

Auditing may occur more frequently should a change in command occur or other cause found justifying the need. The crew audit form includes provisions for review of evidence handling previously prescribed in rescinded Bureau Order 3-3.             

                                                                                               

NOTE:  Major Violator crews shall be similarly audited using the same audit forms and procedures. Portions on the audit form, which are not applicable to Major Violator crews due to non-patrol station types of operations, shall be noted on the audit form.

 

 

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                     C.     INVESTIGATOR BIOPSY REPORTS

 

On a yearly basis (or more frequently should a need arise), a Bureau Lieutenant will conduct a Biopsy of at least two cases investigated by each investigator.  These cases can be selected at random or be the two latest cases investigated.  The Biopsy Report (Attachment C) is the form that will be used.

 

            D.     “441" INVESTIGATIVE REPORTS CONTROL LOG

 

The Crew Sergeant is responsible for maintaining, on a daily basis, a “441" Control Log.  When a crew member opens a confidential investigation he/she generates an investigative first report and draws an URN from Headquarters (refer to Bureau Order #5-6). 

                                         

The Crew Sergeant is responsible to use the “441" log to monitor the status of open “441" investigations (i.e. 30 day supplemental reports to remain “active” and a 90 day limit to inactivate any opened “441" investigative reports).  The log must also reference disposition of the “441" investigative reports, e.g. case continued via a SH-R-49 Incident Report under a “181" statistical code or note other “disposition” of the case.     

                 

The “441" log allows the Crew Sergeant to monitor the progress of the multiple cases opened by the crew members.  The Lieutenant conducting crew audits should check the log for regular use by the Sergeant and verify the “441" investigations are inactivated in a timely manner.

 

 

ORIGINAL SIGNED

 

 

LOY L. MCBRIDE, CAPTAIN

NARCOTICS BUREAU

 

        

ATTACHMENT “B”

 

 

Date

Address

City

Lt.

Dog

Vehicle Seized

Firearm Seized

Money Seized

Drug Seized

Arrests

File Number

Investigator

Entry By

S/W, Assists, Buy/Bust, Etc

ATTACHMENT “B”

 

LOS ANGELES COUNTY SHERIFF’S DEPARTMENT

NARCOTICS BUREAU

CREW AND EVIDENCE HANDLING AUDIT

 

YEAR:                 CREW:

 

Audit completed by:                                                 Date:

 

Crew Sergeants Name:                                          Signature: 

 

 

1. CREW ACTIVITY LOG

Is the Crew Activity log being maintained on a daily basis? (B.O. #5-2)     ☐YES   ☐ NO

Is the “441 control log” being maintained on a daily basis? (B.O. #5-2)      ☐YES   ☐NO

 

2. REDBOOKS

Information to be included in the red books on a daily basis is time and location on duty and off duty; times and locations frequented; any pertinent information or contacts made during the work day.

Investigator’s Name                                                             Comments

                                                                                              ______                                    

                                                                                                                                                             

                                                                                                                                                           

                          _                                                                              _____________________

                                                                                                ____________                                                                                                                                                            

 

3. INVESTIGATOR CASE BIOPSIES

Have the case biopsies for each investigator been completed?                     ☐YES ☐NO

(Two yearly per investigator, B.O.# 5-2)

 

4. INFORMANT FILES (B.O. #5-4 and #5-5 and FOD 00-08)

Are the Confidential Informant Card files kept locked and secured?                        ☐YES ☐NO

Are “Active” and “Inactive” cards kept separate? (In same box)                       ☐YES ☐NO

Are the Informant Cards filed alphabetically?                                                    ☐YES ☐NO

Is the information on the cards complete i.e. the name, physical description,

DOB, photograph, current and prior addresses, phone number,

Informant Number, etc?                                                                                          ☐YES ☐NO

Is the back of the card (or an attached continuation activity log) used to

document the dates of informant activity, fees paid, type of activity, etc?     ☐YES ☐NO

Have the requisite number of informant audits & interviews mandated by

B. O. # 5-5 been completed? (These audits reconcile the information on the

crew’s informant cards with the HQ informant files e.g. payments etc.)        ☐YES ☐NO

 

 

 

ATTACHMENT “B”

 

5. REPORTS

Are investigative “441" reports filed sequentially and are inactive

files and maintained for a period of 3 years.                                                       ☐YES ☐NO

Are “441" reports inactivated according to policy? (i.e., 30-day updates,

90-day closure, etc. - refer to B.O. #5-6).                                                  ☐YES ☐NO

Do “441" files contain the required reports, expense claims, computer

printouts, investigator notes, lab reports, case log, etc.?                                  ☐YES ☐NO

Are all Incident reports (SH-R-49s) filed by sequence?                                   ☐YES ☐NO

Are crew Incident reports (SH-R-49s) distinctly marked or separated

from patrol reports?                                                                                      ☐YES ☐NO

Are “441" and “181" files inactivated by supplemental reports with

case dispositions reported?                                                                                   ☐YES ☐NO

Are there copies of the inactivation/disposition supplemental reports

in the file? (B.O. #5-6)                                                                                             ☐YES ☐NO

Are the dispositions of property and evidence for “441" and “181"

cases documented in supplemental reports? (Ordered destroyed,

returned to owner etc)                                                                                             ☐YES ☐NO

Do the supplement reports cover all of the evidence that was seized

pursuant to search warrants?                                                                                ☐YES ☐NO

 

6. EVIDENCE

Does the crew Sergeant manage and supervise the handling of evidence

and It’s timely disposition?                                                                                                 ☐YES ☐NO

Does the station narcotics unit and the station watch commander possess

the only keys to the narcotics depository (MPP 5-04/110.10)?                        ☐YES ☐NO

Is narcotics evidence accurately entered in the PRELIMS program

(MPP 5-04/110.00 through 5-04/110.70)?                                                      ☐YES ☐NO

Is a copy of the Lab Receipt (SH-CR-126) in the URN file?                            ☐YES ☐NO

Are tainted narcotics paraphernalia items stored in the narcotics depository and transferred to Central Property within a reasonable amount of time and

property documented?                                                                                            ☐YES ☐NO

Are evidence labels and narcotics bar code labels being placed on all

narcotics and tainted paraphernalia evidence items (MPP 5-04/040.50)?    ☐YES ☐NO

 

Randomly select 2 search warrant cases involving the seizure of firearms. Review

the files to ensure that the seized firearms are queried and entered into AFS and

in the master evidence ledger.

 

File # __________________ (Seized Firearm)

File # __________________ (Seized Firearm)

 

 

 

 

 

ATTACHMENT “B”

 

Randomly select 2 search warrant cases and review the file to ensure that non-narcotics evidence (e.g. cell phones, pagers, papers, etc.) seized pursuant to warrant have been documented in the appropriate evidence ledger.

File # _________________

File # _________________

 

MONEY EVIDENCE:

Is crew money evidence properly handled, i.e.:

Videotaped in place before seizure?                                                                   ☐YES ☐NO

Bagged, and sealed at the scene of seizure?                                                    ☐YES ☐NO

Sealed (counted or uncounted) and entered into safe per FOD 00-09?       ☐YES ☐NO

Receipts issued for money seized?                                                                     ☐YES ☐NO

Evidence bag serial numbers recorded in report and PRELIMS?                 ☐YES ☐NO

Amounts more than $10,000 handled by a Lieutenant?                                  ☐YES ☐NO

Seized money removed from stations safes within 5 days?                            ☐YES ☐NO

Crew sergeant familiar with money forfeiture procedures (B.O.# 3-3)?         ☐YES ☐NO

 

 

DESTRUCTION OF NARCOTICS EVIDENCE:

Does the Sergeant have a system in place (e.g., regular inquiry of PIMS,

TCIS, etc.) which facilitates the timely identification of evidence which

can be destroyed?                                                                                                   ☐YES ☐NO

Are there a significant number of cases, more than a year old, which

should have had the evidence dispositioned? (Obtain a list of

undispositioned cases of narcotics evidence items from Central Property

or the Analytical Unit)                                                                                             ☐YES ☐NO

Number of cases more than one year old with undispositioned evidence? # __

Does the crew sergeant confirm that cases have been adjudicated or

dismissed prior to evidence being ordered destroyed (B.O.# 3-3)?                ☐YES ☐NO

Does the crew sergeant review and approve a supplemental report

authorizing evidence disposal ( B.O.# 3-3)?                                                  ☐YES ☐NO

Are Narcotics Bureau “Orders for Disposal” (generated by the narcotics

evidence data base program) signed by the investigator and sergeant

and filed in the assigned URN file (B.O.# 5-6)?                                                             ☐YES ☐NO

Are proper procedures followed for the disposal of hypodermic

syringes ?                                                                                                              ☐YES ☐NO

Record 3 file numbers reviewed to validate answers to questions

regarding destruction of narcotics evidence

File # _________________

File # _________________

File # _________________

 

 

 

 

ATTACHMENT “B”

 

7. EQUIPMENT

Does the unit inventory reconcile with the inventory list maintained at the

Operations Desk at Headquarters? (Rectify discrepancies)                            ☐YES ☐NO

______________________________________________________________________

____________________________________________________________________________________________________________________________________________

 

8. VEHICLES

Are vehicles clean and maintained? (P. M. A, B, or C service current?)       ☐YES ☐NO

________________________________  _____________________________________      

 

Are the training records (check off lists) for newly assigned personnel complete?

☐YES ☐NO

 

Describe In-service training provided to crew during the period since the last audit?

______________________________________________________________________                                                                                             ______________________________________________________________________          

______________________________________________________________________

 

Describe training provided to station patrol personnel by the narcotics crew since the last audit.

______________________________________________________________________                                                                                                                     

______________________________________________________________________

 

10. EMPLOYEE DEVELOPMENT

Is the supervisor's comment book used and maintained by the crew

sergeant?                                                                                                                  ☐YES ☐NO

How many comments were noted in the comment book since the last audit? # __

Are personnel evaluations current? ☐YES ☐NO

Number and names of personnel with overdue evaluations? # __ ______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

 

11. STATION ADMINISTRATION

Give the general impression of the unit commander (or his designate) on the performance of the crew.

 

Are the "Quality of Life" issues being identified and responded to in a timely manner?

____________________________________________________________________________________________________________________________________________

 

ATTACHMENT “B”

 

12. OFFICE OF THE DISTRICT ATTORNEY

Give the general impression of the Office of the District Attorney on the performance of the crew. Filing packages? Case quality? Responsiveness? Etc.?

____________________________________________________________________________________________________________________________________________

 

13. CITIZEN CONTACT

Ascertain community opinion of the crew's performance. (E.g., contacts with the Supervisors Field Deputy, citizen informants, City officials, etc.)

____________________________________________________________________________________________________________________________________________

 

14. L.A. CLEARINGHOUSE

Contact the Narcotics Bureau representative at the Clearinghouse and determine if each of the operations conducted by the crew during the audited month (using the Crew Activity Log) were appropriately submitted for “War Room” posting?

____________________________________________________________________________________________________________________________________________

 

15. PRIOR DISCREPANCIES:

Have discrepancies identified in the previous Bureau or Department

audit been rectified?                                                                                               ☐YES ☐NO             ______________________________________________________________________

____________________________________________________________________________________________________________________________________________

______________________________________________________________________

 

16. CREW SPECIAL APPROPRIATIONS FUND (B.O. #4-5)

Is the SAF fund ledger current, i.e. all debits and credits posted?                  ☐YES ☐NO

Does the “bank” balance?                                                                                      ☐YES ☐NO

Are the SAF monies kept in a secure / locked place?                                       ☐YES ☐NO