If the primary custodian discovers the alternate has made an incorrect entry during his or her temporary
tenure, it must be immediately brought to the attention of the CID supervisor or PM. The primary
custodian must also prepare a certificate outlining the error and what action was taken to correct the
discrepancy. The original of this certificate must be filed with the applicable DA Form 4137. It may be
filed in a file folder under number 195-5a if the error does not apply to DA Form 4137.
The evidence ledger is the log that shows accountability of items of evidence. Try to fill the ledger before starting
a new one. If there are only a few pages left blank, they need not be used for the following year. A busy MPI
section may fill more than one ledger per year. Conversely, a section with few entries per year could use the same
ledger for several years. Look at Figure 2-18 for a sample evidence ledger.
Figure 2-18. Evidence Ledger.
Notice there are six columns. They will span two facing pages when the book is opened. Both vertical and
horizontal lines should be used to separate entries. All entries should be in black or blue ink.
The six columns should be completed as follows:
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 sequence number or MPR number. The number assigned to the investigation the evidence pertains
to is entered in this column. CID