By Gemma Fraser
Head of content
A review of how Police Scotland stores evidence has warned that inadequate and inconsistent practices across the estate could risk samples being lost or damaged.
The internal audit examined several key areas relating to productions – which play a vital role in criminal cases – including overall policy, transportation, and their short and long-term storage.
The audit had a specific focus on the arrangement for storing and managing productions in freezer facilities following “historical concerns”.
Police Scotland’s Criminal Justice Services Division (CJSD) manages productions at 51 sites across Scotland.
Typically these items, which include crucial forensic samples, are initially housed at local policing sites for temporary storage before being transferred to CJSD.
Certain samples may be moved between Police Scotland and forensic services for testing or more appropriate storage. The audit notes Police Scotland does not have access to refrigerated vehicles.
It raised specific concerns around temperatures when storing production samples in fridges and freezers, with “no documented temperature guidelines for productions”.
“Productions stores are expected to check fridge and freezer temperatures weekly, however this expectation has not been documented in any policy,” it added.
“Internal audit sampled six sites and only received documentation to support the checks at two.”
It also highlighted the risk of sample degradation, stating: “Failure to procure or adequately maintain required storage equipment may lead to equipment failure and harm the integrity of productions samples.”
Gordon Forsyth, the Scottish Police Federation’s health and safety assistant to the general secretary, told 1919: “Production stores are generally large rooms in stations or warehouse type facilities. Very few – if any – would be custom built as production stores with climate control.
“The samples that need refrigeration or freezing are usually kept in an appropriate fridge/freezer. They are usually DNA and blood, body or fluid samples.
“All other productions are usually just kept in cardboard or plastic boxes for the relevant case, and may be exposed to the conditions of the building, such as damp or heat.”
The review identified “control gaps” which include the lack of a forensics production strategy, production store conditions, inadequate temporary storage arrangements, and inadequate transport arrangements.
“We recognise the importance of safe and secure storage for items required for criminal cases for victims, communities, and accused”
It said: “An inconsistent approach to storing productions may result in samples being lost or damaged, impacting criminal cases and victims.
“Productions often play a critical role in criminal cases and can have significant meaning for victims.
“Accordingly, Police Scotland must maintain the integrity of these items for the duration of their required retention and ensure their sensitive disposal.”
The audit also said the force has “multiple opportunities” to strengthen the current arrangements when it comes to the management of production samples.
A spokesperson said: “Police Scotland seize hundreds of thousands of productions every year, which are safely stored to ensure the integrity of the criminal justice system.
“We recognise the importance of safe and secure storage for items required for criminal cases for victims, communities and accused, and we look to continually improve how we manage productions nationally.
“We welcome the findings of the internal audit, which provide valuable independent assurance, identifying several opportunities to further strengthen our governance, risk management, and operational arrangements.
“We accept all the recommendations made, with many already in progress and on track for implementation.”