a memorandum of record outlining the error and what was done to
The original will be filed with the proper DA Form 4137.
filed in a file folder under number 195-5a if the error was not on a
A copy of the memorandum will be placed in the proper case
Monthly inspections must be conducted by the commander, SAC, or PM in charge of
supervising the evidence custodian.
This inspection consists of a check of
orderliness and cleanliness of the depository.
Structural and security
requirements are also checked.
It is the commander's job to ensure evidence is
received, processed, safeguarded, and disposed of in accordance with existing
Upon completion of the monthly inspection, a confirming statement must be entered
in the evidence ledger. This entry is made immediately below the last entry. The
signature of the commander, special agent in charge, or provost marshal must
accompany the entry. The statement reads as follows:
, certify that on
, per AR 195-5, I
inspected the evidence room.
Evidence is being processed per AR 195-5 (with no
exceptions or the following exceptions)."
Once during each calendar quarter.
Upon loss of evidence while stored in the evidence room.
Upon breach of security of the evidence room.
Appointments of the Inventory Officer. A written request for the inventory must be
made by the appropriate supervisor.
The request is made to the appropriate
commander to appoint a disinterested officer.
He is to conduct quarterly
inventories. A disinterested officer is an officer who is not a current member of
disinterested officer appointed must conduct the quarterly inventory. Prior to the
inventory, the disinterested officer must be thoroughly briefed in all custodial
functions and depository procedures.
This is done by comparing evidence with the custody document and with
corresponding ledger entries.
The evidence custodian and a disinterested
officer will make a joint quarterly inventory of the evidence stored in
the evidence room.
A written request to appoint a disinterested commissioned
or warrant officer will be sent by the commander, SAC, or PM to the proper