S07-01 Processing Property Under Department Control

Question 1

What is eTrack and what key rule governs who may inventory property into it?

Answer 1

eTrack is CPD’s real‑time, web‑based inventory system for evidence and property, used for all non‑arrestee‑property inventories. Only Chicago Police Department personnel are authorized to inventory property into eTrack.

Question 2

What packaging rule applies to most property taken into Department control and what is the basic unit of inventory in eTrack?

Answer 2

eTrack is package‑driven, so one inventory unit is whatever items are grouped in a single package. With limited exceptions, all property must be sent in a sealed heat‑sealed or self‑sealing plastic bag.

Question 3

When may the Property Inventory book formset CPD‑34.523 be used instead of eTrack?

Answer 3

The Property Inventory book formset may only be used during an eTrack outage or other exception described in the System Outage/On‑Scene Inventory directive. Otherwise, all inventories must be recorded in eTrack.

Question 4

What are the consequences if an inventory package is improperly packaged or lacks a validated incident number?

Answer 4

Couriers will not accept improperly packaged inventories, and any inventory lacking a validated incident number cannot be manifested or transported from the unit of inventory until corrected.

Question 5

Which types of property have specialized inventory directives that must be followed in addition to this property directive?

Answer 5

Special directives govern arrestee personal property, money (including bulk), narcotics (including bulk), jewelry, firearms, certain U.S. Secret Service‑related items, and property sent to/from the Medical Examiner’s Office.

Question 6

When must the classification action “Pickup Pursuant to Notice of Return Policy” be used, and what notice is required?

Answer 6

It must be used for property with an identified owner that is not evidence, not contraband, not subject to forfeiture. The inventorying officer must print and provide a Notice to Property Owner with Copy 4 (Citizen Copy) of the inventory.

Question 7

What are the inventorying officer’s obligations when identifying ownership of recovered property with identifiers such as serial numbers or IDs?

Answer 7

The officer must check for identifying marks and, if present, run queries (CLEAR, Hot Desk, CHRIS, or call Field Services) to determine the owner, then contact the owner as soon as feasible or mail the Citizen Copy and Notice to the owner if contact attempts fail, documenting all attempts in eTrack comments.

Question 8

How must property be sorted and separated before packaging, and which categories require separate inventories?

Answer 8

Property must be separated by time/place of recovery, evidence vs non‑evidence, destination (ERPS/Forensics), manner obtained, and owner/possessor. Narcotics, money, jewelry, and firearms each require separate inventories, and only one bicycle is allowed per inventory.

Question 9

How should liquid evidentiary substances of no monetary value be handled when containers are inadequate, and what must be documented?

Answer 9

A sample goes into an evidence vial that is labeled, tubed, sealed, and attached to the original container or box; the rest of the liquid (not the container) is discarded. eTrack must include a description and approximate quantity originally found (e.g., one quart bottle, half full).

Question 10

What special packaging rules apply to fireworks, suspected controlled substances in liquid form, and perishable items?

Answer 10

Fireworks go in paper or plastic bags sealed with tape (never heat‑sealed) and are later taken by Bomb Squad. Liquid controlled substances stay in their original container and are hand‑carried to Forensics. Perishable items are inventoried, approved, then disposed; details and destruction are recorded and faxed/mailed to ERPS.

Question 11

What is the required priority order for selecting an incident number in eTrack, and why is accuracy critical in narcotics cases?

Answer 11

Priority order is: RD, CB, ANOV, traffic citation, then OCDI number. Wrong incident numbers can delay ISP lab submission of narcotics evidence and may prevent obtaining lab results before preliminary hearing, requiring re‑inventory at Forensics.

Question 12

What steps must the inventorying officer follow after entering property in eTrack to get supervisory approval and finalize packaging?

Answer 12

The officer must submit the inventory for approval before end of tour, bring the unsealed package to a supervisor, then, once approved, sign and seal the package in the supervisor’s presence and attach Copy 1 with bar code in the upper‑left corner. The package cannot leave the unit without a manifest.

Question 13

Under what condition may an inventory be voided, and what documentation is required?

Answer 13

An inventory may only be voided when duplicate inventories have both been approved. The officer must prepare a To‑From‑Subject report to the ERPS commander listing both inventory numbers and requesting voiding, obtain supervisor and unit‑commander approvals, and fax and forward the report to ERPS.

Question 14

When can designated supervisors reassign an inventory, and how is that done in eTrack?

Answer 14

Supervisors may reassign inventories still in preliminary status when the originator cannot complete them by using the Inventory Entry Reassignment function, entering the new officer’s star/name, and notifying the original officer of the reassignment.

Question 15

What condition must be met before any inventory can be moved from the unit of inventory, and what status change occurs when it is placed on a manifest?

Answer 15

Only approved inventories with validated incident numbers and proper packaging may be placed on a manifest. Once added to a manifest, the inventory’s status changes to “In Transit.”

Question 16

What is required when checking out property from ERPS for court, and how long does the member have to return documentation if the property is turned over to the State’s Attorney?

Answer 16

The member must show a court notice or subpoena, log into eTrack at ERPS to confirm receipt, and get Copy 2 (Check‑out Copy). If property is given to the State’s Attorney, the signed Copy 2 must be returned to ERPS within two business days or the property remains shown as in the member’s custody in eTrack.

Question 17

Which categories of property must be returned to owners without undue delay, and which categories must never be returned?

Answer 17

Prisoner property, non‑evidence, court‑released evidence, and seized property not subject to forfeiture must be returned promptly. Contraband, active evidence, court‑ordered confiscated/destroyed items, and property seized for forfeiture must not be returned.

Question 18

Who is responsible for releasing investigative holds in eTrack, and how are hold releases approved?

Answer 18

Recovering or investigating officers must release holds once property is no longer needed, using the Release Hold function. A supervisor must then approve or decline the release; Asset Forfeiture/ERPS holds cannot be approved by station supervisors.

Question 19

What are the three required steps of a field turnover, and what happens if “Complete Turnover” is not done?

Answer 19

Field turnover steps are Create, Approve, and Complete. If Complete Turnover is not performed in eTrack, the inventory continues to appear as present at the unit in Approved status, even if property was physically returned.

Question 20

How are animals inventoried at district stations and what form is used?

Answer 20

Arrestee‑property animals, biters, and strays kept at districts are inventoried on the Cook County Animal Inventory form ACC‑3230‑3, with copies distributed to Animal Control, the owner/citizen, and district records. The releasing member, owner, and Animal Control rep must sign the disposition section.