News

They Said Yes!

Your department is preparing to move into a new building soon, and while that’s exciting, relocating the evidence room might just be one of the biggest challenges you'll face. If you're in the same situation or see it coming down the road, here are a few key things to think about before the first box gets touched.

Consider changing everything?

You're moving into a new building with fresh walls, fresh workflows, fresh opportunities. Time to ask yourself:

• What do you like about your current system?
• What frustrates you?
• What would you do differently if you could start from scratch?

Is this a good time to consider changing your evidence management system?

You’re going to have to touch every item anyway. Why not make sure you’re not moving things just for the sake of moving them? Take advantage of this moment. This is your chance to PURGE what’s outdated both in evidence storage and with your process.

Start With a Thorough Audit

Before moving anything, conduct a full inventory and reconciliation. This is your chance to find discrepancies, clean up records, and dispose of anything that is legally eligible for purging. You don’t want to move more than necessary, and you don’t want to move anything you can’t fully account for.

Ask Yourself: Is Now the Time to Upgrade?

If you’re still using barcodes, paper logs, or spreadsheets, this might be the time to upgrade. Evidence management systems that use RFID offer features like real-time location tracking, automatic logging, and chain-of-custody alerts. Platforms like PADtrax RDID evidence and others have made audits faster, errors rarer, and reporting easier. The cost of not upgrading could be measured in terms of hours lost, mistakes made, or, worse case, integrity is compromised.

Consider temporary tracking checkpoints using RFID read zones or simple scan logs. Document every movement.

Preserve the Chain of Custody

Just because you're moving doesn’t mean the chain of custody gets a break. Every item must be documented and secured at all times. Use logs, barcodes, or RFID. Assign clear responsibilities and make sure only authorized personnel handle evidence. If you're transporting items by vehicle, GPS-tagged containers can provide extra peace of mind.

Don’t Rush It—Plan to Move in Phases

Move in logical stages. Start with closed cases or items that don’t need to be accessed immediately. This gives your team time to identify issues and reduce disruption. Consider temporary tracking checkpoints using RFID read zones or simple scan logs. Document every movement.

Get the New Space Ready First

Don’t bring a single box over until your new space is prepped. That includes:

• Secure access controls
• Climate protection (think humidity, pests, or flood risks)
• Lockable storage and shelving - Surveillance and logging systems
• This is your chance to design a space that works for your future, not just your past.

Involve Your Team Early

Make sure everyone involved with evidence custodians, records staff, and officers knows the plan. A simple walkthrough or Q&A session can prevent confusion and keep things smooth.

Final Thought: It’s More Than Just a Move

Relocating evidence is not just a logistical task. It’s a mission-critical operation that needs careful planning, smart tools, and the right mindset. Use the move as a launchpad to improve, not just relocate. Whether it's an upgrade in software, a new process, or team training, this is your moment to build a stronger, more secure system. Have you been through a move like this? Got a process that worked well for your department? I’d love to hear your take. Let’s learn from each other because the stronger our processes, the stronger our justice system becomes.

James Snyder

Jamesnydersales@gmail.com

References

Department of Homeland Security. (2013). RFID Evidence Management TechNote. System Assessment and Validation for Emergency Responders (SAVER). https://www.rkb.us/saver

Department of Homeland Security. (2022). SAVER TechNote: RFID Evidence Management. National Urban Security Technology Laboratory. https://www.dhs.gov/science-and-technology/saver-documents-library

Department of Homeland Security. (2023). Radio Frequency Identification for Evidence Management: Market Survey Report. System Assessment and Validation for Emergency Responders (SAVER). https://www.dhs.gov/science-and-technology/saver-documents-library

Police1. (2021). How to Buy Guide: Evidence Management. https://www.police1.com/police-products/investigation/evidence-management/

Snyder, J. (2025). Purchasing an evidence management system. LinkedIn. https://www.linkedin.com/pulse/purchasing-evidence-management-system-james-snyder-d26yc