west virginia state police evidence rooms - West Virginia Legislature

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Finding 4Condition:Internal Audits of Evidence RoomsWe noted the fourth quarter 2008 Detachment Inventory Affidavitswere completed for all five detachments (i.e., Hinton, Richwood,Princeton, and Jesse Detachments and BCI Headquarters) and weresigned by the Detachment Commander and the District Commander,but lacked the Troop Executive Officer’s signature.Additionally, we were told as part of the audit of evidence rooms byWVSP personnel, random CI reports were reviewed periodically and thedisposition of evidence listed was audited. The WVSP, however, wereunable to provide documentation to support this review took place atthe five evidence rooms included in our audit.Criteria:Section 1.10 of the West Virginia State Police Evidence Maintenance &Security policy states in part:“…The Detachment and District Commanders and Troop ExecutiveOfficers shall be responsible for auditing the evidence room on a regularbasis…”Section 1.38 of the West Virginia State Police Evidence Maintenance &Security policy states in part:“…Additional inventories shall be performed by the DetachmentCommander in concert with the District Commander during the secondquarter and the Troop Executive Officer during the fourth quarter ofeach calendar year….”Cause:The WVSP Director of Professional Standards told us the WVSP’spractice is to maintain the original documentation at the detachmentand forward a copy to the Troop Commander for review. He furthertold us the copy sent to the Troop Commander is not required to bereturned to the detachment or maintained on the Troop level. Also, hecould not confirm the officers were present at all the inspections basedon the records, and the Executive Officer over Troop 6 retired and someof the detachment commanders have changed since that time.Additionally, the WVSP Director of Professional Standards informed usthe inventory form does not require the CI reports to be reviewed andthe review of CI reports is usually not documented.Effect:We were unable to verify the Troop Executive Officer was presentduring the fourth quarter 2008 inventories of the evidence room inconcert with the Detachment Commander. Lastly, we were unable todetermine CI reports were being utilized during all internal evidence- 19 -
oom audits to significantly decrease the risk of misappropriation afterevidence is initially seized and remanded to the WVSP evidence rooms.Recommendation:Spending Unit’s Response:We recommend the WVSP follow their own policy by ensuringinventories are performed by the Detachment Commander in concertwith the Troop Executive Officer during the fourth quarter of eachcalendar year. This should be documented with the proper signaturesbeing affixed to the appropriate Detachment Inventory Affidavit. Wealso recommend the WVSP implement additional procedures andupdate the appropriate forms to ensure evidence is audited using theentire audit trail available, including auditing from the CI reports to thephysical evidence.No response from the spending unit.- 20 -
Page 1 and 2: SPECIAL REPORTWEST VIRGINIA STATE P
Page 4 and 5: SPECIAL REPORT OFWEST VIRGINIA STAT
Page 6 and 7: Our consideration of internal contr
Page 8 and 9: Finding 3Incomplete or Contradictor
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Page 17 and 18: according to reasonably accepted pr
Page 19 and 20: evidence will be sealed in tamper-p
Page 21: Effect:Recommendation:Spending Unit
Page 25: STATE OF WEST VIRGINIAOFFICE OF THE

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