commander.
The appointing authority will give the requesting activity a copy of
the appointing document (letter or memorandum).
This will be retained by the
evidence custodian until the inventory is complete.
Disinterested officers will
use the following guidelines to conduct quarterly inventories:
o
Become familiar with provisions of AR 195-5.
o
Make a physical count of evidence. Verify that evidence in the evidence room
corresponds with that shown on DA Forms 4137.
o
Cross-reference all DA Form 4137 (including those in suspense files). Forms
are compared to entries in the evidence ledger to ensure accountability of
all evidence.
o
Ensure that copies of DA Form 4137 in the suspense
files
are
properly
annotated. They should show the following information:
-
Registered mail number if sent to USACIL or other agency.
-
Proper signature if released for court-martial,
investigation
under
Article 32, UCMJ, or other official purposes.
o
Do not ask the evidence custodian to verify the weight of drug evidence or of
controlled substances for inspection.
o
Provide the evidence custodian a copy of the appointing document.
Recording Inventories.
An inventory certificate must be written in the evidence
ledger.
Any deficiencies found during the inventory will be recorded on this
certificate.
Deficiencies must be immediately reported to the evidence custodian
and the appropriate commander. The written record of inventory as entered in the
evidence ledger reads as follows:
"We, the undersigned, certify that on
(date) , per AR 195-5, a joint inventory
was made of the evidence room.
All evidence was properly accounted for (with no
exceptions or the following exceptions)."
(Signature of Officer)
(Signature of Evidence Custodian)
(Printed Name, Grade, Unit)
(Letter or DF, Date, Issuing Headquarters (HQ))
Joint
Inventories.
When
the
evidence
custodian
is
changed,
a
joint
physical inventory of all evidence in the evidence room will be made. Inventories
are conducted by the incoming and outgoing primary custodians.
Joint inventories
may be made along with quarterly inventories by disinterested officers.
However, each type of inventory will be recorded separately.
All evidence
records
will
be
carefully
checked
to
ensure
proper
documentation
and
MP2004
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