Upon breach of security.
A written request must be initiated by the appropriate supervisor to the appropriate commander to appoint a
disinterested officer to conduct quarterly inventories. The appointing authority will select an officer who is not a
current member of USACIDC or assigned to military police activities. The appointing authority will also furnish
the supervisor a copy of the appointing document.
The evidence custodian and the disinterested officer appointed must conduct the quarterly inventory.
Quarterly inventories must account for all evidence on hand by comparing evidence with the custody document
and with corresponding ledger entries. The check is for similarity of descriptions of evidence in the description
section of DA Form 4137 and the description column of the ledger.
Account for all evidence on temporary release by checking the suspense file to ensure evidence on temporary
release is properly receipted or assigned the appropriate registered mail number.
In conducting the inventory, a list of the document numbers should be maintained and cross-checked with the
ledger. This will ensure that all open entries in the ledger are accounted for. Evidence such as marijuana and
drugs need not be subject to weighing for verification unless there appears to be a significant difference between
the actual item and the description and laboratory weight or account.
The inventory officer must not handle sensitive or fragile evidence if such handling will affect the validity of the
evidence (such as items being held for fingerprinting). In the event such evidence cannot be properly inventoried
without the officer physically handling it, the supervisor must be contacted for resolution. At the conclusion of
the inventory, all ledger entries not reflecting final disposition should be accounted for.
An inventory certificate must be written in the evidence ledger. Any deficiency regarding the accountability of
evidence must be reflected in this certificate. Any administrative or security weaknesses, deficiencies, or
recommendations not involving the accountability of evidence must be brought to the immediate attention of the
evidence custodian and the appropriate commander. The written record of inventory in the evidence ledger is as