Property actions

Property actions allow users to manage property items and containers as they move through intake, storage, release, and disposition. From checking items in or out to printing labels to updating responsible officers and managing chain of custody, these actions help ensure property is accurately tracked and documented at every stage.

The following additional property actions are documented separately:

Intake

Once an item or container is submitted to the Property Department from an incident report, it moves into Pre-check status. Submission may occur when a user submits a standard property item or container from the report, or when a vehicle is submitted as property from within the vehicle section of a report. Property Technicians can then perform an intake to move the item or container from Pre-check to In Storage. Once in storage, additional actions can be taken, including check in/out, print labels, release, etc.

Property Technicians can open items or containers that are in Pre-check status and assign the intake to other users or perform intake themselves.

Perform intake for property items that have been submitted to the Property department by selecting Actions > Intake in the following locations. Select the checkboxes beside one or more items to intake multiple items at the same time.

The image shows the Property Search page. The main section displays search results. The Actions menu, highlighted in yellow, lists various options with the Intake option highlighted.

After selecting Actions > Intake, a window opens where you can:

  • Select the Incident / Report ID link to view the report that contains the item.
  • Select the Container ID to view the full container profile.
  • Open the full property profile by selecting View Profile or the Property ID.
  • View basic property information, including type, description, etc..
  • Enter or scan a location to check the item into.
  • Select a signature method, as required by your organization.
  • Add reason/notes to the intake.

The image shows the Single Property Intake interface for checking in one item. A View Profile button is available for additional details. The Property Information section lists the item type and value. Users are prompted to select a drop-off location by entering the location name or scanning a location barcode. The Signature Method section offers options for Electronic Signature, Paper Signature, or No Signature Required. A text box is available for entering reason/notes, and buttons for Cancel and Check In are at the bottom.

Intake assignment

Assign items and containers to other users to perform intake by selecting Actions > Assign in Property search. Select the checkboxes beside one or more items to assign multiple units at the same time. After selecting Actions > Assign, a window opens where you can enter a user's name to assign the items to them.
The image shows the Property Search page. The main section displays search results. The Actions menu, highlighted in yellow, lists various options with the Assign option highlighted.

Once assigned to a user, their name appears on the search result preview. The Pre check assignment > Assigned to filter can then be used to quickly find items assigned to a specific user.
The image shows the Property Search page with the Pre Check Assignment filters highlighted. The main section shows one result with the Assigned section highlighted.

Print property labels

Property items can be configured for individual organizations, but generally, labels include the following information:

  • Incident ID
  • Property type
  • Barcode and Property ID
  • Role
  • Description
  • Submitting officer

Print property labels by selecting Actions > Print property labels in the following locations. Select the checkboxes beside one or more items to print labels for multiple items at the same time.

The image shows the Property Search page. The main section displays search results. The Actions menu, highlighted in yellow, lists various options with the Print Label option highlighted.

Note

Property labels can only be printed for items that have been submitted to property. If you do not see a Print label option on a property item, this indicates that the item is not in police custody.

After selecting Actions > Print, a new browser tab opens where you can view and print the label. If you are printing multiple items, each item has a separate label, with one label per page.
The image shows a browser tab open to a PDF document that contains two property labels. Each lable includes a Property ID, barcode, and additional details about the property item, including role and collection information.

You can also print labels from the report containing the property item. To print all labels for a report, open the More actions [...] menu in the top header and select Print property labels.

If your organization follows the individual property management workflow, print a label for a single property item by taking these steps:

  1. Open the report to that item's section.
  2. Scroll down to the bottom.
  3. Select Print label.
    The image shows two layered screenshots of the Report Writer interface, both showing a property item. The top image shows the More Actions menu highlighted in the report header. The Print Property Labels option is highlighted. The bottom screenshot shows the report open to a specific property item. The Print label option in the central pane of the screen is highlighted.

If your organization follows the container property management workflow, print a label for a single property item or container by taking these steps:

  1. Open the report to that item's section.
  2. Scroll down to the bottom.
  3. Select Manage property submission > Print label.
    • If the item belongs to a container, a label for the container prints.
    • If the item is not in a container, a label prints for that individual item.
      Screenshot showing the Property Container pane open with Print Label highlighted at the bottom.

Check in/out

Check in or check out property items or containers by selecting Actions > Check in/out in the following locations. Select the checkboxes beside one or more items to check in or out multiple items at the same time.

The image shows the Property Search page. The main section displays search results. The Actions menu, highlighted in yellow, lists various options with the Check In and Check Out options highlighted.

After selecting Actions > Check in/out, a window opens where you can enter:

  • Who the item is being checked in from / out to
  • The location the item is being checked in to (check in only)
  • Signature method
  • Reason/Notes

The image shows the Check-in window for managing property. The Check-in From field is set to Officer, and users are prompted to choose a location by either entering the location name or scanning a location barcode. The Check-in To field provides a dropdown to search for a location. Below, the Signature Method section offers options for Electronic Signature, Paper Signature, or No Signature Required. A text box is available for entering reasons or notes. At the bottom, there are Cancel and Capture Signature buttons.

Move property location

Move property items and containers between locations by selecting Actions > Move to in the following places. Select the checkboxes beside one or more items to move multiple items at the same time.

The image shows two layered screenshots. In the top image, the Property Search page is shown. The main section displays search results. The Actions menu, highlighted in yellow, lists various options with the Move to option highlighted. The bottom image shows a property profile for Computer Hardware/Software Comapct Discs. The Scan or pick a location field is highlighted in yellow.

After selecting Actions > Move to, a window opens where you can either enter a Location ID or scan a location barcode. If your organization requires signatures, the Signature method options also appear. Select Save to save your changes.
The image shows the Move to interface for transferring property to a new location. Users can choose to enter the location name or scan the location barcode, with a dropdown field provided for location selection. The Signature Method section offers options for Electronic Signature, Paper Signature, or No Signature Required. At the bottom, there are Cancel and Capture Signature buttons.

Note

The organization's list of property locations can be managed from the Property Management tool in the Administrator Console.

Release property

Release property items by selecting Actions > Release in the following locations. Select the checkboxes beside one or more items to release multiple items at the same time.

The image shows the Property Search page. The main section displays search results. The Actions menu, highlighted in yellow, lists various options with the Release option highlighted.

After selecting Actions > Release, a window opens where you can enter:

  • Who the item is being released to, including name and contact information
  • Reason for the release
  • Item special characteristics (firearm, biohazard, etc.)
  • Signature
  • Notes
  • File

The image shows the Property Release interface for processing the release of three items. The Release To field is set to Owner, with required fields for Name, Date of Birth, Phone Number, and Address. Below, the Signature Method section offers options for Electronic Signature, Paper Signature, or No Signature Required. At the bottom, there are Cancel and Capture Signature buttons.

Create a release notice letter

In Axon Records, you can create a release notice that can be mailed to a property owner notifying them that their property is ready to be picked up. The notice contains information about how to pick up the property, as well as a list of the property items that are ready to be picked up. This list includes the property description, ID, and barcode.

The notice template can be configured by administrators from the Property Management tool in the Administrator Console. This template can be configured to include multiple languages.

Release notices can be printed by selecting Actions > Create release notice in the following locations. Select the checkboxes beside one or more items to release multiple items at the same time.

The image shows the Property Search page. The main section displays search results. The Actions menu, highlighted in yellow, lists various options with the Create Release Notice option highlighted.

If you are creating a release notice for a container, after selecting Actions > Create release notice you can select one or all property items to be included in the release notice.

Enter the details of the person the letter will be sent to, including first name, last name, and address. If this contact information was added during an authorized disposition update, it will automatically appear in these fields.

If you are creating release notices for multiple property items, you can chose to group property items into one or more notices by using one of the two options:

  • Smart grouping: When available, the recipient's address information is copied from authorized disposition updates. If the recipient details match (first name, last name, and address) for multiple property items, a single release notice will be generated for those items.
    • If the items are being released to multiple people, you can enter information for each person. Multiple letters will be created, each containing the property item(s) associated with the indicated person and their contact information.
  • Single notice: A single release notice is generated for all items. Enter recipient information manually.
    • Like the Smart Grouping, if contact information was added during an authorized disposition update for at least one of the items, it will automatically appear in these fields.

Shows the two ways release notices can be generated for multiple property items.

When a release notice is created, it is added to the Media section in the property profile of each property item referenced in the letter. Selecting the release notice name opens Axon Evidence in a new tab where you can view and download the full letter at any time.

Notary stamp

Some agencies are configured to allow administrators to upload an image of a notary stamp to a user's profile. If that user releases property, instead of seeing Accept signature, they will see Accept and apply notary stamp. When this button is selected, the stamp is added to the release affidavit.
The image shows the Capture Signature interface for a Property Release Affidavit. Details include property and owner information, user performing the release, and release date and time.The bottom of the form includes signature fields for both the owner and the releasing party. Highlighted at the bottom right is the button labeled Accept and Apply Notary Stamp. Other options include Cancel and Recall from Tablet.

Manage property authorized disposition and disposition/status

An item's authorized disposition is managed by the user who is assigned as the item's responsible officer and indicates how an item should be managed by the Property Department (if it should be held, released, or destroyed). Based on this authorized disposition, property technicians can update the item's actual disposition/status and manage the item appropriately.

For example, if the primary officer on the incident updates the item's authorized disposition to Destroy, the property technicians can update the disposition/status to Ready to Destroy or Destroyed, as appropriate.

A property items' authorized disposition and disposition/status are displayed on search results and on the property profile:
The image shows tow layered screenshots. The top image displays the Property Search interface with one result. In the search resultpreview, the item's status is shown as In Storage, and its authorized disposition is highlighted as Release since 12/06/2024. The bottom screenshot shows the property item's profile. The In Storage status and Authorized Disposition fields are highlighted.

Update authorized disposition

The responsible officer or users with additional privileges can update the authorized disposition for property items by selecting Actions > Update authorized disposition from the following locations. Select the checkboxes beside one or more items to update multiple items at the same time.

The image shows the Property Search page. The main section displays search results. The Actions menu, highlighted in yellow, lists various options with the Update Authorized Disposition option highlighted.

After selecting Actions > Update authorized disposition, a window opens where you can select from three options:

Hold

When updating the authorized disposition to Hold, you can adjust the authorizing person, hold reason, and person/organization the item is being held for. You can keep the current retention date or set a new one using one of the preset durations (90, 120, or 180 days) or users with additional privileges can set a date manually.

After updating the hold information and adding notes as needed, select Update disposition to save your changes.
Shows the fields that appear when updating the authorized disposition to Hold.

Release

When updating the authorized disposition to Release, you can adjust the authorizing person, release reason, and add contact information for the person the item is being released to in one of two ways:

  • Manually add contact information.
  • Choose a name from the Release contact information section, then select Import.
    • Only the names of people who are added to the report will appear. The contact information from the person's profile will automatically populate the release form fields. You can then fill in any missing information required for the release.
    • If their name does not appear in this section, select Enter contact information to manually add their contact information.

After updating the release information and adding notes as needed, select Update disposition to save your changes

Note

Changes made to contact information after importing only apply for this specific release and will not update the person's profile. To update the person's actual profile information, edit their information in the Names section of the report.

Destroy

When updating the authorized disposition to Destroy, you can adjust the authorizing person and destroy reason.

After updating the destroy information and adding notes as needed, select Update disposition to save your changes.
Shows the fields that appear when updating the authorized disposition to Destroy.

Update disposition/status

You can update the disposition/status for property items by selecting Actions > Update disposition/status from the following locations. Select the checkboxes beside one or more items to update multiple items at the same time.

The image shows two layered screenshots. In the top image, the Property Search page is shown. The main section displays search results. The Actions menu, highlighted in yellow, lists various options with the Update Disposition/Status option highlighted. The bottom image shows a property profile for Computer Hardware/Software Comapct Discs. The Edit button in the Manage section is highlighted in yellow.

Once you select Actions > Update disposition/status or Edit, a window opens where you can enter the new disposition/status and notes. If your organization requires signatures, the signature method options also appear. Select Save to save your changes.
The image shows the Manage interface for updating the disposition or status of a property item. A dropdown field is available for selecting the disposition or status. The Signature Method section offers options for Electronic Signature, Paper Signature, or No Signature Required. A text box is provided for entering reasons or notes. At the bottom, there are Cancel and Capture Signature buttons to confirm or cancel the action.

Manage responsible officer

A responsible officer is the person responsible for keeping the authorized disposition of a property item up to date. This is the only user who can update an item's authorized disposition, unless additional privileges are granted.

The responsible officer receives one email notification each day notifying them if the retention periods for any items they are responsible for are expiring in the next seven days or if the period has already expired. They can then update the retention period for these items as needed.

When an item is submitted to the Property department, the user who submitted it is assigned as the responsible officer. If a case is created for the incident, the responsible officer is re-assigned to the case’s lead detective. If the case is ever transferred or reassigned, the responsible officer is also reassigned.

The user assigned as a property item's responsible officer appears on the property profile, as well as on search result previews.

The following actions can be taken to manage the responsible officer for a property item:

  • Update the responsible officer of a property item
  • Search for all property items assigned to a responsible officer

Update responsible officer

Users can update the responsible officer for property items by selecting Actions > Update responsible officer from the following locations. Select the checkboxes beside one or more items to update multiple items at the same time.

A window opens where you can enter a user's name to assign the items to them.
The image shows the Property Search page. The main section displays search results. The Actions menu, highlighted in yellow, lists various options with the Update Responsible Officer option highlighted.

Responsible officer search

To find all properties assigned to a specific user, open Property Search and use the Responsible officer filter in Property search. You can then use the checkboxes and the options in the Actions menu to take actions on those items.
The image shows the Property Search page. The search results display two items. Both items list the same user as the responsible officer. The Responsible Officer filter on the left is highlighted. An arrow points from the filtered user's name to where it appears on the search result previews.

Upload attachments

Add files to a property item or container by selecting Actions > Upload attachment in the following locations. Select the checkboxes beside one or more items to add attachments to multiple items at the same time.

The image shows the Property Search page. The main section displays search results. The Actions menu, highlighted in yellow, lists various options with the Upload Attachment option highlighted.

After selecting Actions > Upload attachment, a pane opens where you can select the file from your computer and optionally add a description.
Shows how to upload a file to a property item's profile.

Uploaded files appear in the Media section of the property item or container profile. Selecting the file name opens Axon Evidence in a new tab.
Shows how uploaded files appear in the Media section of a property profile.

Select More actions [...] to take action on the item:

  • Detach: Removes the association between the file and the property item or container, which removes the file from the property profile page. To delete the file, open it in Axon Evidence.
  • Edit: Opens a pane where you can change the file name and description.

Shows how to update a file that has been added to a property profile.

Manage chain of custody

To view the chain of custody for an item, open the item profile and select Actions > View chain of custody. For a container, open the container profile then navigate to the Chain of custody tab.

Select Add activity to add an activity to the chain of custody log. You can later delete such manually added activities from the log by selecting More Actions [...] > Delete.

Note

You can only delete manually-created actions (actions created by selecting Add activity).

If an electronic signature was captured for an action, select View affidavit to open the file in a new Axon Evidence tab.

Select Print to open a PDF of the chain of custody in a new browser tab. This file includes all information about the property—such as type, value, and description—and all custody actions taken on the item. You can optionally select the Affidavits checkbox to include any signed affidavits in the file.

The image displays the profile for a property item labeled Computer Hardware/Software, Compact Discs. The Actions menu is highlighted, with the View Chain of Custody option also highlighted. The Chain of Custody window shows six activities. A View Affidavit link, highlighted in yellow, is available for certain entries. Buttons for Print and Add Activity are also highlighted.

To print the chain of custody for multiple items, take these steps:

  1. Use Property search or Scan to find the items.
  2. Select the checkboxes for the items you want to print a chain of custody for.
    • You can only print a chain of custody for items that have been submitted to Property and have an associated chain of custody.
  3. Select Actions > Print chain of custody or select Print from the Chain of custody tab for a container.
    • Optionally select the Affidavits checkbox to include any signed affidavits in the printout for an item.
  4. The chain of custody opens in a new tab, with each item appearing on a separate page.
    The image shows the Property Search page. The main section displays search results. The Actions menu, highlighted in yellow, lists various options with the Print chain of custody option highlighted.

View property history

When viewing a property profile, select Actions > Show property history to see information about that item that has changed. When you select this option, any "old" information about the property appears below the current information. The date that information was added appears in brackets. Property information changes when the property is added to a report, its information is changed, and the report is finalized.

To instead view information about the item's chain of custody (check in/out history, release history, etc.), select View chain of custody from the Actions menu.
Shows how to view an item's description history.

Capture property signatures

Signatures can be captured during any action taken on a property item or container (e.g., release, check in/out, etc.). These signatures can be captured electronically or on paper.

Electronic signatures

Currently, Axon Records supports the Topaz GemView signature pad for capturing electronic signatures. Once this pad has been set up, you can capture a signature electronically, by taking these steps:

  1. When releasing a property item or container or while checking it in or out, select Electronic signature in the Signature Method section.
    • The Released by and Released to fields are automatically updated with the name of the user performing the release and the name entered in the release fields above.
  2. Select Capture signature.
    The image displays the Property Release interface for releasing three items. The release is set to Owner. The Signature Method section, highlighted in yellow, shows Electronic Signature selected. Below, options for Paper Signature or No Signature Required are available. The Capture Signature button is highlighted at the bottom, alongside a Cancel button.
  3. Review the signature preview page then select Send to signature tablet.
    The image displays the preview signature page, which includes details for the items being released. There are two signature boxes available. The Send to Signature Tablet at the bottom of the screen is highlighted.
  4. Request that the person you are releasing or checking the property in/out to sign using the signature tablet and select Submit when they are finished.
    • While the person is signing, you can view what they see on their signature pad (as signified by the Live label at the top of the screen. If you need to "pull back" the affidavit from the signature pad, select Recall from tablet.
  5. After the document is signed, select Accept signature.
    • If your agency is configured to apply a notary stamp file to the signature during property release, you will instead see Accept and apply notary stamp.
      The image displays the signature page, which includes details for the items being released. At the top, a purple Live label is highlighted. At the bottom of the screen, three buttons are highlighted, inlcuding Cancel, Recall from Tablet, and Accept and Apply Notary Stamp.
  6. When the signature preview window closes, you can print a receipt then complete the release or check in/out process.

Tablet setup

To set up the Topaz GemView signature tablet, take these steps:

  1. Install the software.
  2. Install the browser extension.
  3. Connect the tablet.
  4. Verify the connection.

Install software

Use the links below to download and install the necessary software and drivers:

After you have finished installation, restart your computer.

Install browser extension

In addition to the software and drivers, you should also install the Topaz SigPlusExtLite Google Chrome browser extension. After installing the extension, restart your browser.

Supported browsers and operating systems

Topaz SigPlusExtLite is supported on the Google Chrome 77 browser, and later, as installed on machines using Windows 7 and later (32-bit and 64-bit operating systems).

You must have .NET Framework 4.7.1 or higher available on your computer. To verify this:

  1. Open Command Line Prompt by pressing Windows + R then entering "cmd:.
  2. Run the following command:
    3. Copy 
    reg query "HKLM\SOFTWARE\Microsoft\Net Framework Setup\NDP" /s

Connect tablet

After all software is installed, you can connect the tablet to your computer using these steps:

  1. Connect the tablet to your computer using the two USB connections.
  2. On your computer, right-click on the desktop and select Display settings.
  3. Set the Multiple display setting to Extend these displays.
  4. Check the Make this my main display checkbox on the desktop display.
    Shows how to connect a tablet to a computer and set its display properties.

Verify Connection

Follow these steps to ensure the Topaz GemView tablet was installed correctly:

  1. In a browser, go to Topaz SigPlusExtLite Demo.
  2. Select Push tab to GemView screen.
    Shows how to demo the GemView and ensure a connection has been made.
  3. Verify that the demo page appears on the Topaz GemView Tablet and select Sign to bring up the signing window.
  4. Sign on your signature pad.
    • To accept the signature, select the green checkmark icon.
    • To clear the signing window and re-sign, select the eraser icon.
    • To cancel, click the red cancel icon.
      Shows how to manage a signature on the GemView tablet.

Paper signatures

To capture a signature on paper, take these steps:

  1. While releasing a property item or container or checking an item in or out, select Paper signature in the Signature Method section.
    • The Released by and Released to fields are automatically updated with the name of the user performing the release and the name entered in the release fields above.
  2. Select Print affidavit to open the affidavit in a new tab. The affidavit can then be printed and signed.
  3. After capturing the paper signature, complete the release or check in/out process.
    The image displays the Property Release interface for releasing three items. The release is set to Owner. The Signature Method section, highlighted in yellow, shows Paper Signature selected. Options for Eletronic Signature or No Signature Required are available. The Print Affidavit and Release buttons are highlighted at the bottom, alongside a Cancel button.