Conversely, a small office may use only a few pages per year; therefore, the same
ledger should be used for several years.
The evidence ledger is prepared with six columns that span two facing pages when
the book is opened. Each page need not show the column headings. As a minimum,
though, the first page of the ledger and the first page beginning a new calendar
year should show the headings.
Both vertical and horizontal lines are used to
separate the entries. Blue or black ink should be used to make the entries. The
lines separating the entries may be in a different color ink.
The columns and
directions for completing them are detailed below:
Document Number and Date Received. This column contains the document number
-assigned to the evidence custody document.
The date the DA Form 4137 was
received in the evidence room is entered below this number.
CID Control Number or MPR Number. The number assigned to the investigation
which the evidence pertains to is entered in this column. CID units may use
prepare an MPR on the same investigation.
Brief Description of Evidence.
A brief description of the evidence is
entered in this column.
The item number from the DA Form 4137 is entered
here for added cross-reference purposes.
Fungible evidence sealed in a
container will be briefly described from the data on the DA Form 4137. This
entry does not imply that the evidence custodian has inventoried the items.
Date of Final Disposition. The date the evidence was disposed of, as shown
column. When a DA Form 4137 contains several items and they are not disposed
of on the same date, the date of disposition for each item should be shown
opposite its description. When all the items in the entry are disposed of on
the same date, only one date is entered followed by the words "all items"
(for example, 25 Jan 86--all items).
Final Disposition. A brief note on the means of final disposition is entered
in this column opposite the item's description. When all items in the entry
have been disposed of in the same manner, the means of disposal may be listed
once preceded by the words "all items" (for example, all items burned).
This column may be used to record any information the evidence
custodian thinks is necessary.
This may include cross-reference to another
DA Form 4137 that contains evidence from the same investigation; names of
owners, subjects, and investigators; notations to show the presence of .0015
funds; or the results of laboratory examinations. When fungible evidence is
received in a sealed container and is not inventoried, the notation "SCRCNI"
will be made.
Whenever entries with signatures are required in
the evidence ledger, the
entry will extend across both pages of the ledger.
This will be accomplished