swifs controlled substances procedures manual v2.2 (08.09.2008) 149 pages.pdf

8/6/2019 SWIFS Controlled Substances Procedures Manual v2.2 (08.09.2008) 149 pages.pdf

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Dallas County Southwestern Institute of Forensic Sciences

CONTROLLED SUBSTANCES

PROCEDURE MANUAL Version 2.2

Authorized by: Elizabeth Todd, Ph.D., Chief Forensic Chemistry

Monica Lopez, Supervisor Controlled Substances Laboratory

Chris Heartsill, Acting Quality Manager

Effective date: August 9, 2008


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Dallas County Institute of Forensic Sciences

Controlled Substances Procedure Manual

Summary of Changes from Previous Manual Version

Previous Version: Controlled Substances Procedure Manual, version 1.0Current Version: Controlled Substances Procedure Manual, version 2.x

1. All procedure versions were changed consistent with the move to electronic format andtypographical corrections were made where applicable.

2. No other substantive changes were made to the following sections: Purpose, Drug LIMS,and Testimony.

3. Evidence Management A section has been added regarding evidence security andprocess was clarified as needed.

4. Analysis and Reporting of Casework Previous changes by memo were incorporatedinto the procedure, a summary regarding analyst handling of evidence was added, and

process was clarified as applicable.5. Quality Management This section was expanded to address additional quality issuesincluding establishment of a Quality Committee, critical reagents, housekeeping, and

case review.

6. The Abbreviations and Drug and Procedure Cross Reference administrative sections arenew to this manual.

7. The following procedures have been reorganized to improve utilization with minorupdates as needed: Acetylated Derivatives, Acidic Drug Analysis, Alkaline DrugAnalysis, Cocaine Direct Dilution, Direct Dilution, IR Procedure, LSD, Marihuana, and

Weak Alkaline Drug Analysis.8. Color Testing A quality control documentation section was added, minor updates and

reorganization were performed.

9. Miscellaneous Materials More specific information regarding testing of GHB andmushrooms is provided, the section on clandestine laboratories has been moved to the

Alkaline Drug Analysis procedure, and Morphine Syrup was moved to a standalone

procedure and upgraded.10.Offsite Sampling, Pharmaceutical Analysis, and Unknown Sample Screening are newly

created procedures detailing current process covered in other procedures or practices.

11.Cocaine Free Base procedure was removed; it is covered in the Cocaine Direct Dilutionprocedure.

Dallas County Institute of Forensic Sciences 1 Changes from Previous Version

Controlled Substances Laboratory Version 2.0

This is a non-controlled copy of a controlled document


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Controlled Substances Procedure Manual Version 2.x

Revisions and Corrections

Effective

Date

Description Authorized

by

2/28/08 Quality Management, addition of Section VI. Use of Positive andNegative Controls

ELT

4/9/08 Revision of Quality Management, Section VI. Use of Positive and

Negative Controls to improve instruction.

ELT

Dallas County Institute of Forensic Sciences 1 Revisions and Corrections



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Dallas County Institute of Forensic Sciences Statement of Purpose


STATEMENT OF PURPOSE

The Dallas County Forensic Laboratory is a division of the Dallas County Southwestern Institute

of Forensic Sciences. It is an independent laboratory established through joint agreement of the

Dallas County Commissioners Court and UT-Southwestern Medical School. The Laboratory is

not a part of any police agency, the Dallas County District Attorneys Office, nor the Dallas

County Sheriffs Office. The Laboratory operates on a fee-for-services basis, and its services are

available to anyone paying the fees prescribed by the Dallas County Commissioners Courtwithin the policies and procedures established by the Commissioners Court and the Director of

the Institute.

The purpose of the Drug Analysis Section of the Dallas County Institute of Forensic Sciences is

as follows:

1. To analyze materials controlled by the Texas Drug Laws - including but not limited tothe Texas Controlled Substances Act, Simulated Controlled Substances, Dangerous

Drugs, Volatile Chemicals, Abused Glues, and Aerosol Paints (Chapters 481 - 485 of

the Texas Health and Safety Code) - and the Federal Controlled Substances Act;

2. To testify in court proceedings regarding testing results, methods of analysis, and thegeneral effects of material submitted to the laboratory;

3. To assist submitters in the identification of drug substances, raw materials, andprecursors in the manufacture of these substances and adulterants and dilutants which

may be present in the final product.

The purpose of this manual is to outline the activities conducted by this Laboratory and to

provide an overview of sample analysis strategy. Because of the unique nature of many of the

samples submitted to this Laboratory, exact analytical procedures cannot be prescribed for every

case. Therefore, analytical techniques described in this manual are given as guidance, and the

actual choice of analytical methodologies will be left to the discretion of the Drug Analyst,

Supervisor, and/or Section Chief. All variances from these procedures, however, will be

described in the case record. It is the goal of this laboratory to perform analyses conforming to

accepted standards of laboratory practice.

OVERVIEW OF LABORATORY ACTIVITIES

Samples are usually received into the laboratory by the Evidence Registrar. A unique laboratory

number is assigned to each case. Evidence is stored in a sealed condition until it is opened by an

analyst. During analysis evidence is stored in the evidence vault, in the personal possession of

the analyst, or in the analysts personal locked storage area. The analytical process includes

description, weighing, analysis, and reporting of evidence. Cases are reviewed by a supervisor,

and a report sent to the submitting agency. Evidence is resealed and stored in a secure area until

it is returned to the submitting agency. Testimony regarding work performed and general drug

toxicology is provided as applicable.



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Drug Analysis Laboratory

EVIDENCE MANAGEMENT:

Evidence Security; Receipt and Release of Drug Evidence; Records Management

I.

Evidence SecurityA. Because of the inherent value of drug evidence and criminal penalties related topossession of controlled substances, all Drug Laboratory staff must at all times be

vigilant about protecting drug substances in the custody of the Institute.

B. Staff must remain actively engaged during the processing and handling of drugmaterials and maintain a critical perspective about their own actions, the actions ofcoworkers, and the actions of others in the Laboratory or at the Institute as it relates to

protecting controlled substances, processing intermediates, and analytical residues.C. It is the responsibility of all staff to immediately advise a supervisor of suspected

misuse or loss of suspected or known controlled substances or breaches in security or

procedures that may lead to misuse or loss of suspected or known controlled

substances.D. Staff actions that compromise the security of controlled substances in the possessionof this Laboratory will be investigated internally and externally by law enforcement

agencies as appropriate.

E. Staff is subject to disciplinary action up to and including termination1. for failure to maintain care, custody, and control of known or suspected

controlled substances in their possession

2. for misuse or loss of a known or suspected controlled substances3. for failing to advise a supervisor of known or suspected loss or misuse of

known or suspected controlled substances or breaches in security or procedurethat may lead to their loss or misuse

4. for failing to cooperate with investigationsF. As provided for by law, staff is also subject to criminal investigation and prosecution

in regard to mis-handling of controlled substances.

G. Drug Laboratory Security1. Drug Vault Routine access to the drug vault is limited by access card

authorization to the Drug Evidence Registrars and the Drug Laboratory

Supervisor.2. Drug Laboratory Routine access to other Drug Lab areas is limited by

access card to authorized staff only: Drug Evidence Registrars, Drug ChemistsII and III, Drug Lab Supervisor, and Section Chief.

3. Only authorized staff has unescorted access to the Drug Lab areas.a) Other visitors including cleaning crews, instrument vendors, Institute

staff from other labs, etc. - must be escorted at all times. (1)The person allowing entrance to a visitor is responsible for

visually monitoring the activity of the visitor until the visitor ishanded over to another authorized staff member or escorted out

of the secure area.

4. Drug Lab areas are controlled by intrusion alarms, access cards, and keylocks.

Dallas County Institute of Forensic Sciences 1 Evidence Registration




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a) The last person out of a Drug Lab area is responsible for key-lockingthe door at any time of the day.

b) The last person out of a Drug Lab area at the close of business isresponsible for setting the security alarm.

c) All staff are responsible for using the security check list located ineach Drug Lab area to monitor the status of security and evidence inthe area.

H. Evidence Security1. Drug evidence should routinely be in the personal possession of authorized

personnel, a locked storage locker, or vault.

a) Large or bulky evidence may be left in the secure laboratory duringanalysis if a locked storage area is not available or practical.

2. Staff should work in a manner to ensure that evidence remains within theircustody while in their possession and is not lost or contaminated.

a) Trash cans should not be placed directly under a work area. 3. Personal storage areas should be kept neat and orderly; evidence should be

returned to Evidence Registration in a timely manner.a) Staff must advise a supervisor if evidence remains in their personalstorage area for more than one month.

I. Evidence Accountability1. Accountability: Staff is accountable for evidence, processing intermediates,

analytical residues, and standards for the entire time that these items remain

the responsibility of the Institute.

a) Evidence may leave the Institute only by approved processes:(1)Evidence is generally released to the submitter (chain of

custody required)(2)With the permission of the submitter, evidence may be released

to destruction using a method approved by Institute

Administration (chain of custody required)(3)Medical Examiner pharmaceuticals are released to destruction

(chain of custody required)(4)Proficiency test materials, old training materials, unused

standards, and other drug materials of a useable quantity must

be released to destruction using a method approved by Institute

Administration (chain of custody required)

(5) De minimus quantities of processing intermediates andanalytical residues may be disposed

(a) in biohazard waste(b)as a residue in glass waste

(6)Evidence may be released upon direction of the submitter or inresponse to court order, subpoena, or other legal direction.

b) Use of drug materials, processing intermediates, or analytical residuesoutside standard operating procedure requires supervisory approval

with transfer using chain of custody and tracking of use by a

supervisor.2. Use of evidence material for training or testing purposes:





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a) With the permission of a submitting agency, drug evidence may beretained for training and testing purposes.

(1)A description of retained items must be placed into the case fileand signed by the analyst and a supervisor.

(2)Items retained must be stored in the Drug Vault andinventoried by the Drug Lab Supervisor.II. Receipt and Release of Drug Evidence

A. General Information1. General management of evidence is described in the Evidence Handling

section of the Quality Management Program.

a) Additional information specific to the Drug Analysis Laboratory isdescribed in this section.

2. Duties described in this section will usually be performed by a DrugLaboratory Evidence Registrar or the Drug Lab Supervisor but may beperformed by other designated Drug Lab staff.

a) The term Evidence Registrar will encompass all of the above namedentities and the drug vault for the purposes of this document.3. All Drug Laboratory staff may receive evidence in the event that an Evidence

Registrar is not available.

a) Staff will follow proper evidence receipt procedures and maintainevidence in a secure location until it can be released to an EvidenceRegistrar.

b) Only designated individuals with routine evidence registrationresponsibilities will have access to the drug vault.

4. Responsibilities of the individual receiving the evidence include completingthe chain of custody form, obtaining proper and legible submitter/billinginformation, assessing the status of evidence seals, and ensuring that the

evidence package is properly sealed, as applicable, and stored in a secure

location.a) Evidence logging may occur at a later date.

B. Evidence Seals1. To the extent feasible, evidence received by the Drug Analysis Laboratory

should be properly sealed prior to receipt.

a) A container is properly sealed when it is secured in a permanentmanner to prevent undetected access to the contents and when its

contents cannot readily escape.b) The seal must be marked with an identifying mark such as the initials

of the person sealing the evidence.

c) The Evidence Registrar will assess the status of the seal at the time ofevidence receipt.

(1)Where possible, evidence should be sealed by the submittingagency prior to receipt by the Evidence Registrar.

(a)The Evidence Registrar should instruct the submittingagency to repackage and/or reseal prior to submission.

(2)In any case, it is the responsibility of the Evidence Registrar toensure that evidence is properly sealed upon receipt and to





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repackage and/or seal evidence as necessary prior to storage inthe vault.

(a)When the Evidence Registrar must reseal submittedevidence, initials and date should be placed on thereinforced seal.

2.

It is unusual that evidence received by the Drug Laboratory is of the size ornature that it cannot be properly sealed. However, under these conditionsalternate methods may be used.

a) Evidence should be transferred as soon as possible to the analyst forprocessing.

b) Evidence may be stored in a hood using a unique lock/key, or if noother option is available, evidence may be placed in the drug evidence

vault.

c) Where possible, evidence should be properly sealed followinganalysis.

(1)If this is not feasible, evidence should be returned to thesubmitting agency as soon as possible.3. Evidence is not required to be sealed during analysis as long as it is

maintained in a secure area with limited access.

C. Chain of Custody1. All evidence transfers external and internal - will be documented using the

Evidence Summary form and Drug LIMS.

a) Chain of custody records must be executed at the time of evidencetransfer.

b) For details of this procedure refer to the chapter, Drug LaboratoryInformation Management System, in this manual.

2. Evidence transfer must include legible documentation of the following:a) Name, signature, and affiliation of individual(s) receiving and

releasing evidence(1)For Institute staff, initials or electronic identifier are acceptable

in place of the signature, and affiliation is not necessary.

(2)Signature only is acceptable for routine submitters whoseprinted name and signature are maintained in an annual

signature log by the Evidence Registrar.

b) Method of shipment if applicable(1)Shipping papers and/or tracking numbers, such as certified

mail number, should be noted in the case file.

c) Date and time of evidence transfer (time and date stamp may be used)d) General description of evidence transferred if the entire case is not

transferred

e) Status of specimen sealf) Case name and/or Institute case number; agency case number as

applicable

D. Evidence Receipt





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1. All evidence received into the Laboratory should be accompanied by a legibletransmittal sheet and/or an Institute Evidence Summary form which includes

the following information as applicable:

a) Submitting agency name and contact name(1)Complete address and phone are required if the submitter is not

a regular client.b) Billing agency name, billing address, billing contact, and phone ifbilling information differs from submitter information

c) Case named) Submitting agency case numbere) Officer badge number as applicablef) Analysis requested as applicableg) General description of evidence submitted

2. In-person transfera) The submitting agent(s) will transfer custody of evidence to the

Evidence Registrar by executing the chain of custody.

b)

The Evidence Registrar will accept evidence by completing the chainof custody.

(1)At this time, the Evidence Registrar will compare thetransmittal sheet or evidence submission form with the

evidence for correct name, service number, and arrest date andinspect the condition of the evidence seal.

(2)Questions regarding evidence and paperwork will be resolvedat this time.

3. Lockbox transfera) The Evidence Registrar may receive evidence directly from a lockbox.

(1)At this time, the Evidence Registrar will compare thetransmittal sheet or evidence submission form with the

evidence for correct name, service number, and arrest date andinspect the condition of the evidence seal.

(2)Questions regarding evidence and paperwork will be resolvedas soon as possible and referred to a supervisor as needed.

4. Evidence remains in the custody of the Evidence Registrar until it is releasedfor analysis.

E. Evidence Tracking1. Location and possession of evidence will be tracked throughout the storage

and analysis process.

a) For details of this procedure refer to the chapter Drug LaboratoryInformation Management System in this manual.

F. Case Completion and Release1. A case is complete when a Supervisor, Section Chief, or other reviewer signs

the case report.a) Computerized case records should also be updated as appropriate.b) The analyst will return the signed report and the sealed evidence to the

Evidence Registrar using proper chain of custody: Evidence Summaryform and Drug LIMS.





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c) Evidence will be stored in the Drug Evidence Vault until release.2. Evidence is available for return to the submitter when the final report has been

completed and signed.

a) The Evidence Registrar is responsible for notifying a submitter thatevidence is available for release.

3.

To release evidence, the Evidence Registrar completes the external chain ofcustody on the Evidence Summary form.a) The name of the individual receiving the evidence, the date, and time

of transfer are noted on the Evidence Summary form.

b) If the identity of the individual receiving evidence is unknown to DrugLaboratory staff, identification must be requested and verified.

c) Computerized case records should also be updated as appropriate.4. Evidence may be released only to the submitting agency or to an entity

approved by the submitting agency or in response to and in compliance with asubpoena, court order, or other legal direction.

a) Evidence is usually released to the submitter; release to another entityrequires supporting documentation in the case file.b) Evidence may be returned by mail or package delivery with propernotation made in the case file.

5. Controlled substances may not be released to submitters who do not haveauthorization to possess controlled substances.

a) Disposition of these items will be arranged with the submitter on acase by case basis and may include storage by IFS, disposal, transfer to

a properly designated agent, etc.6. If the submitting agency has not arranged for disposition of evidence within

90 days of case completion, the Evidence Registrar may contact the submitterin writing requesting that the submitter collect evidence within 30 days or

provide IFS approval for evidence destruction.

a) If evidence remains after this 30 day period, it may be returned to thesubmitting agency by mail or package service, and the submitter billed

the applicable shipping fee.

III.Records ManagementA. Records management and release is described in the Control and Maintenance of

Case Record Documentation and Disclosure of Information sections of the Quality

Management Program.

1. Specific Drug Laboratory information is provided here.B. Primary Custodians of Records for the Drug Analysis Laboratory include the

Evidence Registrar, Drug Chemist III, Laboratory Supervisor, and Section Chief.

C. Drug Chemist II are Custodians of Records for case which they analyzed.D. The Evidence Registrar manages records on a daily basis and provides copies of

reports as appropriate.

E. The Evidence Registrar oversees transfer of case files to off-site storage.F. Copies of case reports are provided to the submitting agency and as applicable to

other investigative or prosecuting entities.

G. Distribution of case reports will be documented in the case file.





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H. Corrections or amendments to case records will be sent to all entities receiving theoriginal report.

I. Although original case files are routinely used by the analyst in legal proceedings, itis the policy of the Institute that original records remain in the custody of Institutestaff.

1.

Copies of case reports and case records are provided in response to subpoenasor other legal directives and for introduction in Court proceedings.2. Requests for release of records other than as described above will be directed

to the Dallas County District Attorneys Office.

J. When a case is removed from the building for example, for testimony, the analystwill make notation in the case file.



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Dallas County Institute of Forensic Sciences 1 ME Pharmaceutical & Drug Evidence


STORAGE, TESTING, AND DESTRUCTION OF MEDICAL EXAMINER

PHARMACEUTICALS AND DRUGS

Pharmaceutical and drug evidence collected or received by the Dallas County Office of theMedical Examiner (OME) is submitted to Drug Evidence Registration for storage and

destruction. In some cases, the Controlled Substances Laboratory will perform testing on this

evidence at the request of Medical Examiner staff.

Additional information regarding the submission of drug evidence may be found in the Evidence

Registration section of the Controlled Substances Procedure Manual.

I. Submission of Medical Examiner Drug Evidence to Drug Evidence Registration

A. Submission Using the Field Agent Lockbox

Field Agents will deposit properly sealed evidence in the Field Agent DrugLockbox.

Evidence must be submitted in tamper evident plastic bags or other containerswith the Field Agents initials across any non-factory seals.

A case barcode will be placed on the evidence bag. If more than one bag issubmitted, the Field Agent will write the case number and case name on each

additional bag.

A Medical Examiner Drug Submission form must be completed and submittedwith each case submitted.

Each case submission to the Field Agent Drug Lockbox must be documentedon the Medication Drop Log.

B. Submission Directly to the Drug Lab

Evidence which requires testing is often submitted directly to Drug EvidenceRegistration by the Office of the Medical Examiner.

In accepting Medical Examiner evidence for testing, the Drug EvidenceRegistrar accepts evidence on behalf of both the Medical Examiners Office

(as it relates to this current policy of storage and destruction) and the DrugLaboratory (as it relates to testing).

A Medical Examiner or Field Agent may contact a Drug Evidence Registrar torequest analysis of evidence previously submitted.

II. Management of Medical Examiner Drug Evidence

A. The Drug Evidence Registrar ensures that all Medical Examiner drug evidencehas a proper evidence submission form and is properly sealed.

B. The Registrar enters evidence into the Medical Examiner drug evidence tracking

system and store evidence in a secure location.C. The Registrar may release drug evidence to a Field Agent upon request with

completion of appropriate chain of custody. Evidence may be returned to the

Drug Evidence Registrar in person or dropped into the Field Agent Drug Lockbox

by the Field Agent returning the drug evidence. The Registrar will complete the



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chain of custody as appropriate. It is expected that the Field Agent will return

drug evidence in a timely fashion; variance should be brought to the attention of a

Supervisor.

D. Release of evidence to other than a Field Agent or Medical Examiner requireswritten permission of the Chief/Deputy Chief Field Agent or Chief/Deputy Chief

Medical Examiner. Chain of custody will be documented in the appropriate case

file.

III. Retention of Medical Examiner Drug Evidence after Case Completion

A. Medical Examiner Drug Evidence will be held for at least 90 days post collection.

B. Evidence will be considered for destruction upon case completion or 90 days post

collection whichever is later.C. Requests to retain drug evidence beyond the period noted above must be

submitted in writing to the Chief of Forensic Chemistry by the individual

requesting evidence retention and conform to the requirements noted in the

Medical Examiner Drug Evidence Disposal and Hold Policy (refer to Appendix).D. On their own behalf, Institute staff may request retention of Medical Examiner

drug evidence beyond the routine retention period by sending a written request tothe Chief of Forensic Chemistry identifying the following:

Case Number

DecedentRequestor Name

Reason for Hold

Length of HoldDate of Hold Request

III. Disposal of Medical Examiner Drug Evidence

A. Medical Examiner Property

1. As needed, Medical Examiner drug evidence which exceeds 90 days from

collection, is not held for Medical Examiner evidentiary purposes, or held

per the Medical Examiner Drug Evidence Disposal and Hold Policy willbe disposed.

2. The Drug Evidence Registrar will prepare a list of cases for destruction.

3. Cases designated for disposal will be placed into a disposal container,sealed, witnessed by two IFS staff, one of which should be a Drug

Evidence Registrar. Cases included in each disposal box will be noted, the

box will be sealed, and the seal initialed by both staff. The box is deemedready for destruction provided the seal remains intact. This process mustbe repeated if the seal is broken for example to add or remove a case.



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B. Forensic Laboratory Property

1. Certain drug materials collected by the Institute Forensic Laboratoryincluding but not limited to drug materials remaining from analytical

procedures, drug standards, and drug materials not retrieved by submitting

agencies will be identified for disposal.

2. These materials will be placed into a disposal container and the contentswitnessed by two Institute staff, one of which should be a Drug Evidence

Registrar. Contents of the box will be noted, the box sealed, and the sealinitialed by both staff. This process must be repeated if the seal is broken.

C. Order for Destruction

An Order for Destruction (refer to Appendix) listing the cases and/or drug

materials to be disposed will be submitted to the Chief Medical Examiner, who

presides over the Court of Inquest, for signature and authorization to dispose.

D. Disposal Regulations and Policies

1. Possession and disposal of drug substances are regulated by the Drug

Enforcement Agency (DEA), the Texas Commission of Environmental

Quality (TCEQ), and the Environmental Protection Agency (EPA).Disposal facilities may also have policies and procedures which must be

followed.

2. An appropriate disposal facility will be selected by InstituteAdministration and Purchasing.

3. Specific arrangements must be made with the disposal facility prior toeach destruction.

4. Only finished drug substances (including plant material) may be sent tothe disposal facility. Specific arrangements must be made for disposal of

clandestine laboratory chemicals, aerosol cans, or other types of waste.5. Institute staff or other entity designated by the Chief Medical Examiner

must retain custody of drug evidence until actual physical destruction at

the disposal facility; this is called a witnessed burn.6. A certified peace officer or DEA licensee must also accompany Institute

evidence to the disposal facility.

7. Disposal is documented on a manifest and/or other certificate ofdestruction. The destruction records must be signed by two individuals on

behalf of the Institute.

IV. Retention of Records

The following records will be retained on the same schedule as other Medical Examiner

records: the original Order of Destruction, inventory of cases/materials disposed, originalmanifest or certificates of destruction, Medical Examiner Drug Submission forms, and

other relevant materials related to the destruction.



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SOUTHWESTERNTELEPHONE: 214-920-5990

FAX: 214-920-5812INSTITUTE OF FORENSIC SCIENCESAT DALLAS

5230 Medical Center Drive

Dallas, Texas 75235

MEDICAL EXAMINER DRUG EVIDENCE DISPOSAL AND HOLD POLICY

Medical Examiner drug evidence is authorized for disposal upon case completion or 90

days post collection whichever is later unless an interested party acts as described below:

Storage of Medical Examiner drug evidence beyond the standard storage period noted

above requires specific action on the part of the agency/individual requesting that

specimens be held. Medical Examiner drug evidence may be held for one year increments

provided all of the following conditions are met prior to 90 days from sample receipt by theInstiute in year one or prior to the anniversary date of evidence receipt by the Institute for

evidence held per this policy beyond one year):

A. The Chief of Forensic Chemistry must receive a written request from the

agency/individual requesting that drug evidence is retained for one or one additional year.

This written notice must include the case name; the Medical Examiner case number; thename, phone number, and complete mailing address of the agency/individual requesting

specimen hold; and a description of the materials to hold, AND

B. The Chief must be in receipt of a check for the amount of the Annual Specimen StorageFee authorized by the Dallas County Commissioners Court. The check must be made

payable to Dallas County and reference the case name and/or case number, AND

C. It is the responsibility of the agency/individual requesting evidence hold to renewthe annual evidence hold prior to the anniversary date of evidence receipt at the

Institute. Otherwise samples will be disposed per Institute policy. The Institute will

not provide annual notice of this requirement to renew the sample hold request and

provide payment, AND

D. Dallas County reserves the right to change this policy at any time. Reasonable effort willbe made to notify the agency/individual requesting the evidence hold; however, no

guarantee is made in this regard. It is the responsibility of the agency/individual

requesting evidence hold to keep the Institute advised of address changes, etc.

All correspondence and payment to Dallas County must be sent to the Chief of ForensicChemistry, Dallas County Institute of Forensic Sciences, 5230 Medical Center Drive, Dallas, TX75235. All correspondence and payment must be received prior to the routine destruction date or

anniversary date of evidence receipt at the Institute.

This policy pertains to retention of drug evidence only and does not guarantee evidence

release. Release of evidence requires approval of the Chief Medical Examiner, submitting

agency, and/or proper legal authority. In addition, the entity or individual requesting release





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must provide proper authorization to possess drug materials as applicable, for example a DEA

number. Additional fees related to evidence release are the responsibility of the requestor.



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Drug Analysis Laboratory

OVERVIEW OF ANALYSIS AND REPORTING OF CASEWORK

The following provides guidance regarding analysis and reporting of suspected drug evidence.

Analysts should consult with supervisors as needed in the implementation of this guidance.Variance from written procedure must be documented in the case and reviewed and approved by a

supervisor.

I. Internal Chain of CustodyA. The internal chain of custody begins when the analyst takes possession of cases from the

Evidence Registrar.

B. All internal transfers of evidence are documented on the internal chain of custody sectionof the Evidence Summary form which is the official chain of custody record.

1. Internal transfers will also be recorded as applicable in Drug LIMS to facilitateadministrative tracking of evidence.

C. When evidence is transferred from one analyst to another, the evidence may be sealed ortransferred in person unsealed.1. If evidence is transferred in person unsealed, both analysts must verify the

inventory at the time of transfer and document this by initialing and dating the

inventory log.

II. Sealing of EvidenceA. Evidence remains sealed until it is processed, i.e. inventoried, weighed, sampled, etc.

1. Only one case is processed at a time.2. Evidence is resealed at completion of processing.

B. Immediately prior to sealing the evidence container, the analyst will verify the presenceof all items listed on the inventory which are not otherwise accounted for in the case file,

for example materials used in analysis.1. All exhibits will be placed into the evidence bag with any additional residue

tubes if applicable.

2. Any additional items included will be marked added by lab, lab bag, etc.3. The analyst will document concurrence with the inventory by writing sealed,

initials, and date in the upper left portion of the transmittal sheet.

C. All evidence will be sealed in a secure, tamper evident manner.1. The seal must be initialed and dated by the analyst sealing the evidence.2. In the specific case of a heat sealed evidence bag, the analyst will initial and date

the inside of the bag along the cut area and heat seal the bag through the initial

and date.

D. The internal chain of custody form will be completed as the sealed evidence is releasedfrom the custody of the analyst to the Evidence Registrar; this transfer will also be

documented for administrative purposes using the evidence transfer function of Drug

LIMS.

E. If evidence is reopened at another time, the inventory will be verified against the originalinventory taking into consideration materials accounted for otherwise in the case file.

1. Concurrence with the inventory will be documented by writing reopened,initials, and date in the upper left portion of the transmittal sheet.

Dallas County Institute of Forensic Sciences Analysis and Reporting of Casework

Controlled Substances Laboratory 1 Version 2.0



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2. Immediately prior to resealing the evidence container, the analyst will verify thepresence of all items listed on the inventory which are not otherwise accounted

for in the case file. The analyst will document concurrence with the inventory by

writing sealed, initials, and date in the upper left portion of the transmittal

sheet.

F. Exit Weight of Primary Containers1. The sealed evidence container will be weighed at the time the container is sealedand the weight entered in the case file as exit weight.

2. If evidence is reopened, the process will be repeated with the new entranceweight and exit weight noted in the case file.

3. It is the responsibility of the analyst and case reviewer to include evaluation ofentrance and exit weights as a part of routine case review.

III.Inspection and Weighing of Primary Evidence ContainersA. The analyst will inspect the evidence container to determine if it is sealed.

1. If the evidence container is sealed, the analyst will indicate this by writingsealed and/or initialing on the evidence container.

2. The analyst will also note that the evidence was sealed by indicating sealed onthe internal chain of custody.B. The analyst will weigh the sealed primary evidence container(s) to determine the

submission weight.

1. The weight is entered on the Evidence Summary form.2. The balance identification number is also recorded.3. In the case of multiple primary evidence containers, each container will be

weighed separately.

4. Primary container weights will be compared to the agency submission weight.a) Significant variation will be witnessed by a second chemist and

immediately brought to the attention of the supervisor who will

determine whether to suspend analysis pending notification of thesubmitter.

C. The analyst will open the evidence.1. To open evidence in a heat sealed bag, the analyst will cut the factory seal (if

present), write the case number and initials on the cut strip, and place the strip

into the evidence bag.

2. As possible, evidence will be opened in a manner which leaves the original sealspresent.

D. The analyst will then inventory the evidence.IV.Inventory and Marking of Evidence

A. The analyst is responsible for making an inventory of all submitted evidence.1. Upon opening the primary evidence container, the analyst will document thecontents of the evidence on the Evidence Summary form.2. The analyst will compare the submitting agencys inventory to the contents of the

opened evidence.

a) Any variation in the agencys inventory, such as addition or deletion ofsuspected drug evidence and item count discrepancies, will be

immediately witnessed and verified by another analyst who will also

initial and date the inventory description.





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1. Drug Identification Protocol and Marijuana Protocol forms are used tosummarize all analytical testing performed for a case.

a) The analyst enters the starting date for the case, the case number, exhibitnumber, and a description of the evidence.

b) A record of the testing is entered on the form as analyses are performed;transcription of analyst notes from scratch paper is not acceptable.

c) Calculations are also performed directly on this form.d) In general, each exhibit analyzed should have a Drug Identification

Protocol form.

(1)Color testing or tentative identification of additional exhibits nototherwise analyzed may be summarized on a separate Drug

Identification Protocol form or other summary sheet.

(2)Calculations must be shown in the case file.B. Weighing of Evidence

1. A total weight of the suspected controlled substance, less packaging, must beobtained for each population of evidence analyzed with the exception of a

residue.a) Weights should be entered onto the Drug Identification Protocol or

Marihuana Analysis Protocol for each applicable exhibit.

b) The analyst must verify that the balance to be used is properly calibrated.c) The balance identification number used for each weight is recorded on

the protocol form.

d) The total weight of the exhibit(s) is usually determined directly bymeasuring the weight of the material.

(1)In some cases, it may be necessary to determine the exhibitweight by difference (total weight of packaging and contents

minus the weight of packaging). In this situation, the weight of

packaging is determined by actual weight or by averaging theweight of packaging from several representative items within one

exhibit.

2. For non-residue samples, an aliquot of each exhibit chosen for quantitativeanalysis will be weighed and placed into a screw cap vial or other suitable

container for further quantitative analysis.

3. Reporting weights.a) Weights from analytical balances are usually reported in milligrams.b) Weight determined from a top loading balance is usually reported in

grams.

4. Suspected marihuana is usually determined in ounces and pounds.C. Analytical Testing1. Selection of Evidence for Analysis

a) If numerous pieces of evidence are submitted to the Laboratory, theanalyst will select evidence for analysis based on the following criteria:

(1)Item(s) specifically requested by submitting agency(2)Chemical(s) in the highest penalty group(3)Evidence with the greatest weight(4)Other as determined by the analyst and/or supervisor





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b) If initial testing is negative, testing will continue until a controlledsubstance is identified or until all exhibits have tested negative.

c) In general, a complete analysis will be performed on at least one piece ofevidence in a case when a controlled substance is identified.

(1)A complete analysis usually consists of color test(s) and/orpreliminary identification of marked pharmaceutical preparations,unique qualitative analysis (such as GC/MS or IR), and

quantitative analysis (such as GC).

(2)Additional testing may be performed as noted above, asdetermined by the analyst and/or supervisor, or when weight will

increase the penalty group.

(3)Any combination of analytical tests may be performed onadditional pieces of evidence.

d) Evidence may also be composited for testing.(1)If evidence is to be composited, each individual piece of evidence

to be combined will be color tested or otherwise tested to verify

the presence of a controlled substance.(2)To preserve the physical condition of the evidence as submitted

and to minimize health hazards related to handling evidence, a

representative sample from each piece of evidence to be

combined will usually be taken, mixed into a homogenous

sample, and used for analysis.

(a) In some cases, entire exhibits may be combined.(b)It must be clear from the Protocol form whether a single

exhibit or composited exhibits were analyzed and whether

a portion of each item or the entirety of each item was

composited.

e) If the number of items or exhibits needed to reach the applicableaggregate weight limit is large, analysis of a valid subset of the entirepopulation of samples may be performed using color testing,

compositing, and analysis usually by GC/MS or IR. Quantitation may

also be performed.

f) Documentation of materials analyzed and analyses performed must beclearly documented in the case file.

g) If there are numerous exhibits in a case and a substantial portion ofexhibits will be processed for analysis in a manner which changes the

physical characteristics of the evidence, the analyst must photograph the

evidence prior to analysis to establish a record of the original appearance

of the evidence as submitted.2. Color Testing and Preliminary Identification of Marked Pharmaceuticals

a) Color test(s) will usually be performed on a sample of each exhibit to beanalyzed using the methods described in the Color Testing procedure.

(1)If a color change occurs, the color of the spot test(s) performedand the preliminary identification should be recorded on the Drug

Identification Protocol and/or Marihuana Analysis Protocol

forms.





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(2)If there is no change in color, a negative result must be noted.b) Pharmaceuticals may be tentatively identified by markings using the PDR

and other indexes. This process should be documented on the Protocol

form or other summary sheet.

3. Qualitative Identificationa) Unique identification of a controlled substance is typically made usingGC/MS or IR. Analytical methods are selected and noted on the Drug

Identification Protocol or Marihuana Analysis Protocol.

(1)The mass spectrum of any substance named in the final reportmust be included in the case file with a spectrum of the

appropriate standard.

(a)A copy of the total ion chromatogram should also beincluded, and the identity of peaks reported on the final

report must be labeled on the total ion chromatogram.

(b)In the case of a residue, a blank using the same analyticalprogram will be run immediately prior to the analysis of

the unknown and included in the case file.(2)The IR spectrum of the specimen analyzed must be included in

the case file along with a spectrum of the appropriate standard.

4. Quantitationa) Quantitation is usually performed by GC; although other techniques such

as UV may be used. The quantitative method used is noted on the

Protocol sheet.

b) Written quantitative procedures may be found in the Procedure Manualfor the Drug Analysis Laboratory.

c) For GC analysis, the peaks in the chromatogram that correspond to thecontrolled substance shall be clearly labeled.

(1)In the case of a residue, a blank analysis using the same analyticalprogram will be run immediately prior to the analysis of theunknown substance and included in the case file.

d) The quantitative procedure including a summary of the extractionprocedure for each analytical method must be noted on the Drug

Identification Protocol Sheet.

(1)All calculations related to quantitative analysis are performed onthe protocol sheet including dilutions made.

(2)Calculations are made using all figures reported from theanalytical balance.

e) Instrument output is included as a part of the case file.5. Identification of Non-controlled Substances and Ancillary Pharmaceuticalsa) If no controlled substance is identified in the analytical process, this will

be stated on the report.

b) Marked dangerous drugs, over the counter preparations, and otherpreparations may be identified through visual inspection using

manufacturers markings, size, color, etc.

(1)The reference used to visually identify a substance should benoted in the case file.





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(2)When these methods are used, it must be clearly stated on thereport; for example, The material was visually identified as ___

stated by the manufacturer to contain ____.

6. Use of Non-standard Methodsa) Because of the unique nature of many forensic specimens, exact

analytical procedures cannot be prescribed for every case. Therefore,analytical techniques described in this manual are given as guidance, and

the actual choice of analytical methodologies will be left to the discretion

of the Drug Analyst, Supervisor, and/or Section Chief.

(1)All deviations from written procedures must be documented inthe case file.

(2)Use of methods not included in this manual requires approval of asupervisor and must be documented fully in the case file.

7. Verification of Case Number and Use of Bar Codesa) Throughout the analytical process, containers must be properly labeled

with a unique case/exhibit number.

b) Analysts must verify appropriate sample number prior to each specimentransfer.c) Bar codes are used where possible to verify sample identity.

(1)If the barcode is not properly read by the reader, the vial numbershould be verified and noted by a second chemist.

8. Calculating and Reporting Resultsa) Results to be included on the final report are entered in a clear manner on

the Drug Identification Protocol; this includes the name of substances

identified, the amount of any substances quantitated, and a percent of

controlled substance in the exhibit tested if applicable.

(1)To calculate concentration of a controlled substance, all figuresrecorded from the balance and the GC will be used.

(2)Total exhibit weight measured on an analytical balance will berecorded to 1/10 mg or as consistent with the accuracy of the

balance. If a top loader is used, weight will usually be recorded to

1/100 g or as consistent with the accuracy of the balance.

(3)In each exhibit, the calculated amount of controlled substancewill usually be truncated and reported as follows:

Drug Analysis:

Calculated Result Reporting Format

0 - 1 mg 0.x mg1 - 99 mg xx mg

100 - 999 mg 0.xx grams

1 - 1.49 grams 1.xx grams

1.5 29.9 grams xx.x grams

30 - 999 grams xxx grams

1000 grams and up 1.xx kilograms

LSD is usually truncated to a whole number (x micrograms).





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Marihuana Analysis:

Sample Weight Reporting Format

0 - 0.009 ounces < 0.01 ounces

0.01 - 0.99 ounces 0.xx ounces1.0 - 15.9 ounces xx.x ounces

1.00 - 9.99 pounds x.xx pounds

10 pounds and higher xx.x pounds

(4)Percentage of the controlled substance in the exhibit is oftenuseful to users of the report. When a percentage is to be included

in the final report, it will usually be calculated by dividing the

reported amount of drug by the reported amount of material times

100. Percentages will usually be rounded and reported as

follows:

Calculated Result Reporting Format


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1. administrative information: unique forensic laboratory case number, submittercase or reference number, submitter address, case name, arresting officer badge

number, evidence receipt date, submitting individual information, receiving

individual information, general description of the item received, and the total

weight of the primary container(s)

2. analytical information and conclusions: a listing of each exhibit analyzed,description of exhibit(s) analyzed, identification of any controlled substancesidentified, adulterants or dilutants as applicable, weight of the controlled

substance, purity of the controlled substance, and the total weight of the exhibit.

3. a list of exhibits suspected of being a controlled substance which were notanalyzed

4. a list of analyses performed5. signature of the analyst and reviewer

F. The analyst will perform a review of the typewritten report and ensure that it accuratelyreflects the results of analytical testing, is free of typographical errors, and is consistent

with laboratory policy.

G. The analyst will sign the report and complete a billing form.H. The case file is then sent to a supervisor for technical/peer review and countersignature.1. In an emergency situation in which a supervisor is not available, the case may be

reviewed by a second analyst who countersigns the case reviewed by ....

2. The technical/peer reviewer will initial each page of the examinationdocumentation.

I. A copy of the report will be provided to the submitting agency and to the courts byrequest.

J. A notation will be made in the case file of the mailing/faxing date and entities receivinga copy of the completed report.

1. By standard practice, the Dallas County District Attorneys Office has access toelectronic unsigned reports for the Dallas Police Department; this is not noted inthe case file.

K. The case file consists of the typewritten report, handwritten reports or notes, the DrugIdentification Protocol or Marihuana Analysis Protocol, all analytical work done by the

analyst which is reflected in or relied upon for the written report, instrument printouts,

Description of Evidence form, the transmittal sheet, record of conversations, photos, peer

review sheets, and/or other relevant information.

L. Corrected, supplemental, and amended reports1. If it is determined that a revised or corrected report must be generated, the report

will bear the notation Corrected Report. Copies of the corrected reports will be

sent to agencies receiving the previous copy of the report. The corrected report

will be filed along with the original case in the case folder.2. If additional work is requested on a completed case, the report of additional

testing will be marked Supplemental Report and sent to all agencies receiving

the previous report.

3. If a new report is written by reporting work previously done and the additionalrequested work, the report will be marked Amended Report.

VII. Security of Evidence and ReportsA. Evidence is stored sealed as received from the submitting agency in the evidence storage





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B. During analysis evidence is stored in the vault, in the personal possession of the analyst,or in the analysts personal locked storage area.

C. After analysis, evidence is sealed and stored in the evidence storage vault until itsrelease/return to the submitting agency.

D. The completed case file, consisting of all records contributing to the reported results, ismaintained by the Evidence Registrar.1. Case files may be stored on site or off-site in the Dallas County Records Storage

facility.

2. Retention of files is in accordance with Dallas County policy as implemented bythe Dallas County Records Manager.

VIII. Integrity of EvidenceA. The quality of forensic analyses depends on preserving the integrity of the evidence. The

analyst must routinely use critical judgement and good lab practices and techniques at all

times including but not limited to the following:

1. One case is processed at a time; although samples may be extracted in batches.2. Case numbers or bar code labels used on test tubes and other containers are crosschecked with the case and exhibit number.3. When bar codes are read by analytical equipment, the bar code must match with

the expected barcode number or vial identity verified by a second chemist.

4. A fresh weighing paper or weighing boat is used during sample weighing;balance calibration is verified prior to use.

5. New, unused test tubes are used for laboratory analysis.6. Non-disposable equipment such as spatulas are thoroughly cleaned between use.7. Case numbers and exhibit numbers on instrument records are compared with

sample numbers.

8. The case number and handwritten initials of the record generator must appear oneach page of a case file.

9. When corrections are necessary to case records, the part in error will receive asingle strike through which is initialed by the analyst or responsible individual,

and the correction will be written nearby. Correction fluid will not be used.

10.During analysis, the evidence must remain under the personal control of theanalyst unless it is formally released to another analyst for further testing. In an

emergency, supervisors may access evidence.

11.Gloves should be changed as needed.IX. Summary of Analyst Evidence Handling Process

A. Initial Opening and Closing of Evidence1. Obtain the submission weight of entire evidence package and enter on EvidenceSummary sheet.2. Open evidence where possible without destroying other seals. Initial and date

any strip cut from the evidence bag and place into the evidence bag.

3. Perform a complete inventory of all evidence. Initial and date the EvidenceSummary sheet under the inventory.

4. Compare Lab inventory to agency submittal inventory. If there is variance indrug evidence, advise another analyst to immediately verify the inventory and





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sign and date the Evidence Summary sheet. Advise a supervisor immediately.**

5. Process evidence.6. Re-inventory evidence* as it is placed into the evidence bag and reseal evidence

using a proper seal.

7. If the reinventory is reconciled, write sealed with initials and date in the upperleft of the Evidence Summary sheet. If the inventory does not match, advise asupervisor immediately.**

8. Obtain the exit weight of the entire evidence package and enter on EvidenceSummary sheet.

B. Reopening evidence1. Obtain a new submission weight of the entire evidence package and enter on

Evidence Summary sheet.

2. Open evidence where possible without destroying other seals. Initial and dateany strip cut from the evidence bag and place into the evidence bag.

3. Reinventory evidence*.4. If the reinventory is reconciled, write reopened, date and initials in the upper

left of the Evidence Summary sheet. If the inventory does not match, advise asupervisor immediately.**

5. Perform activities.6. Reinventory evidence* as it is placed into the evidence bag and reseal evidence

using a proper seal.

7. If the reinventory is reconciled, write sealed, date and initials in the upper leftof the Evidence Summary sheet. If the inventory does not match, advise a

supervisor immediately.**

8. Obtain a new exit weight of the entire evidence package and enter on theEvidence Summary sheet.

C. Related Issues1. Evidence remains sealed until it is opened for processing.2. Only one case is opened and processed at a time.3. Evidence is resealed at the conclusion of processing.4. All seals will meet the description of proper sealed detailed in the Quality

Manual.

5. It is the responsibility of the analyst and the case reviewer to include evaluationof submission and exit weights as part of routine case review.

6. If room is not available on the Evidence Summary sheet, use the back of theEvidence Summary sheet or add an additional sheet of paper. All entries should

be clearly identified as to their purpose.

D. Notes1. *Reinventory evidence - To verify the presence of all items listed on theinventory which are not otherwise accounted for in the case file, for example

those used in analysis.

2. **Supervisory responsibility Document and investigate the situation in a timelymanner. Advise Section Chief. Advise submitter as applicable. Initiate Request

for Review as applicable.



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DRUG LABORATORY INFORMATION MANAGEMENT SYSTEM

(LIMS)

I. General InformationThe Drug LIMS is designed to provide evidence tracking administrative internal and externalchain of custody, result entry and report writing, billing entry and reporting, and storage andtransfer of non-official report copies to the Dallas County District Attorneys office.

II. User Log-InThe User is defined as the person who is entering data into the Drug LIMS. Each chemist and

evidence custodian has an individual log-in name and password for security purposes and ease of

system use.

When logging in to the system, double-click the Drug LIMS icon found on the computer

desktop. The user should enter their initials in the User box or pick their initials from the dropdown list. The user should then enter their unique password in the Password box and hit

or click on Log In. This will allow the user entry into the Drug LIMS and the Main

Menu.

III. Menu StructureMain Menu

Evidence Transfer

Case SubmissionAssign Case to Chemist

Transfer of Case

Release EvidencePrint Chain of Custody

Exit to Main Menu

ResultsResults Entry

Case & Billing Reports

Review Cases

Exit to Main MenuQueries

Find Case

Exit to Main MenuUtilities

Change Password

Clear Case Transfer TableExit to Main Menu

Log Out

Dallas County Institute of Forensic Sciences 1 Laboratory Information System




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IV. Evidence TransferA. Case SubmissionThis function is used for the purpose of entering new cases from submitting agencies into

Drug LIMS and initiating chain of custody. Case and agency information may be inputusing two different strategies: manual entry and download of agency data.

Manual Entry:

1. Input all agency information in text fields provided (Agency, Date, Received From)2. Input all case information for each case submitted, as applicable (DefendantName,

DOA, TAG#, SER#, Invc#, Status, Priority)

3. Assign FL# by either typing the number in the FL# field, by barcoding the numberinto the field, or by using the Assign FL#s button. Utilizing the Assign FL#s assigns

the first case in the field with a User inputted number, and assigns the following cases

numbers by increments of one.

4.

Data is updated and cases are ready for assignment once the Accept Data button hasbeen clicked. (NOTE: The Evidence Registrar may exit from the Case Submission

form without assigning FL numbers. The information is saved in the data table until

such time as the FL numbers are assigned and accepted.)

Downloaded Entry from Disc:

1. Insert the floppy disk into the disk drive.2. Click the Import Cases from Floppy Disk button.3. Verify imported information.4. Assign FL numbers as described above in steps 3 and 4 (Manual Entry).Note: A Supervisor must input billing and mailing data for new submitting agenciesbefore evidence can be logged in.

B. Assign Case to ChemistThis function is used for the purpose of transferring cases from the sealed evidence

vault/evidence registrar to a chemist for analysis.

1. From the Evidence Transfer menu, select Assign Case to Chemist button.2. The receiving chemist must then log into the Drug LIMS system by entering their

User ID into the To field, entering their password into the To Password field and

tabbing to the Cases to transfer or hitting . (Default information for thecurrently logged on user, i.e. the user transferring the evidence, and the date are

automatically filled in.)3. The evidence registrar will then initiate the Internal Chain of Custody Form in hand

written notation, and electronically by either barcode scanning the transferred case or

by manually picking the case out of the generated pick list, clicking the Transfercheck box next to the case number. (NOTE: Rush cases appear at the top of the pick

list, followed by Expedite, and Normal cases.)





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4. The transfer is completed when the chemist receives the cases, completes the InternalChain of Custody Form, and the Accept button is clicked updating the tables. The

chemist may then receive a copy of the cases that they have received by printing the

generated spreadsheet.

C. Transfer of CaseThis function is used to transfer a case from one chemist to another chemist or from a

chemist back into the evidence vault or evidence custodian.

1. The chemist who is making the transfer must log into the Drug LIMS system. Fromthe Evidence Transfer menu, select Transfer of Case button. All cases in the

chemists possession will appear on the screen. (Default information of the usertransferring the evidence and the date are automatically filled in).

2. Select the purpose of the transfer: Return to Vault or Transfer to Chemist.3. The receiving chemist or evidence custodian must then log into the system as

described above in step 2 of Assign Case to Chemist.4. The internal chain of custody is completed by written notation on the Internal Chainof Custody Form, and electronically by either barcode scanning the transferred case

or by manually choosing the case from the generated pick list, and clicking theTransfer check box next to the case number.

5. The transfer is complete and the tables are updated when the Accept button isclicked.

D. Release EvidenceThis function is used to transfer evidence from the Drug Laboratory evidence vault back

to the submitting agency once analysis has been completed.

1. From the Evidence Transfer menu, select Release Evidence button.2. Select the agency from the pick list, or by typing in the abbreviated agency code. All

completed cases for that agency are listed in the table. (Default information of the

current logged-in user transferring the evidence and the date are automatically filled

in).

3. Fill in the Released to field. (If releasing evidence to an agency other than thesubmitting agency, or if a special note is needed in the external chain of custody

indicate this information in this field.)

4. The evidence registrar will then complete the external chain of custody in handwritten notation and have the receiving agency representative sign the transmittalsheet. The electronic chain of custody is completed by either barcode scanning the

transferred case or by manually choosing the case from the generated pick list, andclicking the Transfer check box next to the case number.

5. Select the Accept button and a hard copy of the released cases is printed to thenetwork printer.





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V. ResultsThis menu item is used to enter evidence descriptions, type of evidence submitted, results and

weights of examinations, examinations performed, billing information, and any other pertinentinformation found on the case report.

To enter the results of an examination on a particular case, choose the Results button on the MainMenu, which will open a new Results Menu.

A. Results Entry (Drug Cases)1. The user completing the case must be logged into Drug LIMS.2. From the Results menu, select Results Entry.3. Scan the bar code or manually type in the desired FL#.4. Enter the number, description of the evidence submitted, and weight and units of the

evidence bag(s), box(es), etc. The drop down lists may be used for this operation.

(i.e. One heat sealed evidence bag weighing 28.3 grams). Refer to reporting resultssection in Analysis and Reporting of Casework.

5. Enter the exhibit number.

6. The Analysts initials will appear in the Analyst box. The default is the Usercurrently logged into Drug LIMS.

7. The Requesting Agency is defaulted from the evidence registration process, but

should be verified before proceeding.8. Enter the number of items tested. NOTE: entering one will create the item container

in singular form, any other entry will result in a plural format.

9. Enter an item description and container. The drop down lists may be used for thisoperation.

10.Enter the description of the evidence exhibit and the substance. The drop down listsmay be used for this operation. NOTE: A comma will be placed between the two

descriptives; if only one adjective is needed, use only the first description box. If

additional descriptives are needed, free-form typing is used and correct punctuation

should be added.11.Select the Drug button.12.Enter the Substance to be reported, the Amount, Units, Percentage (Pct), Total

Weight and Total Weight Units.13.Enter any adulterants or dilutants in subsequent Substance fields.14.When all information has been entered, select the Update Result button.15.The User can then proofread the rough draft of the report, and add any other

information in the Result field.

16. If more than one exhibit has been analyzed, repeat the above steps after advancing

the Record number. NOTE: If multiple exhibits are found to contain the same

controlled substance, it may be of value to the user for the report to include the totalor aggregate weight of the multiple exhibits. This can be done by entering all data for

the last exhibit number, entering all relevant exhibit numbers in the Aggregate

Exhibits box, entering the aggregate weight and units, and then clicking the UpdateResult button.





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17. Enter all Examinations that were performed for each exhibit. The defaultedexaminations for Drug Cases are Color Test, Gas Chromatography, and Gas

Chromatography/Mass Spectrometry. To add or delete examinations, click on the

Examinations button, click the Clear Examinations button, click on each testperformed from the list on the left, and then click the Accept button.

18. Enter all Billing information. The defaulted billing charges are one ExploratoryQualitative (302) and one Gas Chromatography/Mass Spectrometry (305).Additional charges are added by using the drop down pick list and entering the

corresponding number of charges for that examination. Billing is entered on a per

exhibit basis.

19.When all data has been entered, click the Exit button to return to the Results menu, orenter a new FL# to enter data for additional cases.

B. Results Entry (Marihuana Cases)1. The user completing the case must be logged into Drug LIMS.2.

From the Results menu, select Results Entry.3. Bar code scan or manually type in the desired FL#.

4. Enter the number, description of the evidence submitted, and weight and units of the

evidence bag(s), box(es), etc. The drop down lists may be used for this operation.Refer to the reporting results section in Analysis and Reporting of Casework.

5. Enter the exhibit number.

6. The Analysts initials will appear in the Analyst box. The default is the Usercurrently logged into Drug LIMS.


should be verified before proceeding.

8. Enter the number of items tested. NOTE: Entering one will create the itemcontainer in singular form, any other entry will result in a plural format.9. Enter exhibit description and container. The drop down lists may be used for thisoperation. A comma will be placed between the two descriptives, if only one

adjective is needed, use only the first description box. If additional descriptives are

needed, free form typing is used and correct punctuation should be added.10. Select the Marihuana button.

11. The Substance to be reported, marihuana is the default, the Total Weight and Total

Weight Units are entered.12. When seed germination is requested, Click the Seeds box if seeds were present, and

click the Germinate box if the seeds were capable of germination. If seeds were

capable of germination, then the Net Weight and Net Units are entered.13. When all information has been entered, select the Update Result button.

14. The User can then proofread the rough draft of the report, and add any other

information in the Result field.

15. If more than one exhibit has been analyzed, repeat the above steps after advancing theRecord number. NOTE: If multiple exhibits are found to contain marihuana, it

may be of value to the user for the report to include the total or aggregate weight of

the multiple exhibits. This is done by entering all data for the last exhibit number,entering all relevant exhibit numbers in the Aggregate Exhibits box, entering the





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aggregate weight and units, and then clicking the Update Result button.16. Enter all Examinations that were performed for each exhibit. The default

examinations for Marihuana Cases are Color Test, Microscopic Test, Gas

Chromatography/Mass Spectrometry, and Seed Germination (when seeds arepresent). To add or delete examinations, click on the Examinations button, click the

Clear Examinations button, click on each test performed from the list on the left, andthen click the Accept button.17. Enter all Billing information. The default billing charges are one

Marihuana/Cannabinoids (308), one Gas Chromatography/Mass Spectrometry

(305), and one Marihuana Seed Germination (309), (when conducted). Additional

charges are added by using the drop down pick list and entering the correspondingnumber of charges for that examination. Billing is entered on a per exhibit basis.

18. When all data has been entered, click the Exit button to return to the Results menu, or

enter a new FL# to enter data for additional cases.

C. Results Entry (Product Identification)1. The user completing the case must be logged into Drug LIMS.2. From the Results menu, select Results Entry.3. Bar code scan or manually type in the desired FL#.4. Enter the number, description of the evidence submitted, and weight and units of the

evidence bag(s), box(es), etc. The drop down lists may be used for this operation.

Refer to the reporting results section in Analysis and Reporting of Casework.5. Enter the exhibit number.

6. The Analysts initials will appear in the Analyst box. The default is the User

currently logged into Drug LIMS.


should be verified before proceeding.8. The total number of items (tablets/capsules) are entered into the Number of items

field. NOTE: Entering one will create the item container/product form in singular

form, any other entry will result in a plural format.

9. Enter an item description and container. This entry is actually a description of theproduct form (capsule/tablet/etc.). The drop down lists may be used for this

operation.

10. Select the Product ID button.11. Do not make an entry in the Product Name field. Press the Product Search

button. A new form will appear.

12. If the product is known, select it from the Find Product drop down list. When thedesired product is found, press the Send Selection to Report button.

13. If the product is NOT on the list, a new entry can be created by typing the unique

identifier (logo) into the Unique Identifier field. Copy (Ctrl-c) and paste (Ctrl-v)

this unique identifier into the Logo and Find Product fields. Enter all knowninformation into blank fields and press the Send Selection to Report button.

14. Enter data into remaining fields (Total Weight and Units), and click the Analyzed

box if a mass spectrum was obtained, and what substance(s) was identified.15. When all information has been entered, select the Update Result button.





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This function may only be used by Authorized Reviewers such as a supervisor. Once areport is reviewed and countersigned, the reviewer will approve the case. A reviewed

date is entered and a non-official copy of the report is sent to the Dallas County DAs

computer server for their use. NOTE: Only DPD cases are sent to the DAs server.

VI.

Queries

This function is used to find cases by a number of different entries. Two views are allowed for

this screen: Form View and Datasheet View. Form View is ideal for looking at a single record.

Datasheet View is best suited for multiple records. A disadvantage of the latter is that to view all

information the User must scroll the screen horizontally to see all fields. Scrolling through therecords is accomplished by using the record selectors at the top or bottom of the screen.

To find specific cases:1. From the Main Switchboard, select Queries button.2. Select the Find Case button.3.

Select the Filter By Form button.4. Enter the desired information to be searched into any of the fifteen (15) fields. NOTE: Morethan one field may be entered.

5. Select the Apply Filter button.6. When finished select the Exit button.NOTE: If an item to be searched might have more than one entry, for example, a defendant with

the last name of Smith, then enter the last name and an asterisk in quotation marks ( Smith,* )and select the Filter by Form button.

VII. UtilitiesThis function is used to change the Users password and to clear all transfer tables.

To change password:

1. Select the Change Password button2. Enter Old Password3. Enter New Password4. Confirm New Password5. Select OKDrug LIMS will then restart and the User will be asked to log back into the system.

NOTE: The Clear Transfer Table should only be used by the Evidence Registrar or Supervisor,

and only when there is not a transfer of cases being preformed.

VIII. Log OutThis function is used to exit out of the Drug LIMS.





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COURT TESTIMONY, DEPOSITIONS, and other LEGAL PROCEEDINGS

1.General1.1.The Dallas County Institute of Forensic Sciences is an independent laboratory which

provides services on a fee for services basis under direction of the Dallas CountyCommissioners Court and the Director of the Institute.1.2.As such, the Institute is not part of any police agency, the Dallas County Sheriffs

Office, or the District Attorneys Office.

1.3.Most cases submitted to the Laboratory are forensic in nature and employees mayreasonably be expected to provide testimony in legal proceedings regarding facts andopinions related to submitted evidence.

1.4.As outlined in the mission statement of the Institute, it is the goal of Institute staff toperform forensic laboratory analyses with accuracy, integrity, and reliability and topresent written and oral results of analyses in a complete and impartial manner.

2.Fact Testimony

2.1.All employees of the Forensic Chemistry Section are subject to call for fact testimony byvirtue of their employment with the Institute.

2.2.This type of testimony is used for building a record at trial concerning events occurringprior to trial such as receipt and release of evidence, custody of evidence, typing of

reports, etc.

2.3.Employees called as fact witnesses must limit their testimony to personal actions taken(receipt and release of evidence, record generation, lab number assignment, typing, etc.).

2.4.Use of laboratory records by fact witnesses shall be limited to identification ofapplicable records and actions personally conducted by the employee.

2.5.The fact witness should not respond to questions about legal or scientific aspects of thecase; these should be referred to other witnesses.

3.Introducing a Business Record3.1.Laboratory staff may be called to introduce a laboratory report as a business record.3.2.This typically occurs when the testifying staff did not perform work on the case under

discussion.

3.3.The witness will answer a standard set of questions designed to establish the case reportas a business record.

3.4.Then the witness will read the report into the record.4.Expert Witness Testimony

4.1.Most testimony performed by analysts and supervisors will blend fact testimony withopinion or expert testimony.

4.2.Testifying staff are expected to maintain proficiency in the following areas:4.2.1.A thorough understanding of applicable Texas and federal laws.4.2.2.A broad general knowledge of natural science as applicable.

Dallas County Institute of Forensic Sciences 1 Testimony




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4.2.3.An appropriate subject matter expertise in the employees discipline.4.2.4.Knowledge of the legal requirements for maintaining chain of custody of evidence

and for ensuring care, custody, and control of evidence and official records of their

an

swifs controlled substances procedures manual v2.2 (08.09.2008) 149 pages.pdf

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