Packaging and Shipping
Once exhibits are approved for submission to the laboratory, it’s crucial the exhibits are packaged in a manner that ensures their integrity prior to examination. Our recommendations have 3 main goals:
1. To ensure a rigorous chain of custody can be maintained at the laboratory.
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2. To minimize the possibility of cross-contamination between exhibits and ensure the preservation of evidence.
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3. To ensure the safety of the laboratory personnel receiving and examining the exhibits.
General
The outer package (e.g. box, envelope etc.) can contain one or more exhibit packages to be shipped together. A single outer package will have its own tracking information and must be SEALED and remain so during transport. The goal is to prevent deterioration, unauthorized handling, loss, contamination and unnecessary alteration of exhibits during shipping and storage.
Outer packages should only contain approved exhibits.
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Any concerns or discrepancies with the exhibits listed on the FAC approval notice should be addressed with the FAC representative prior to shipping.
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Write the Laboratory file number on the C-414 (upper right hand corner) and place it in an envelope that is affixed to the outermost layer of packaging containing your exhibit(s).
An exhibit package must be SEALED and contain ONLY a single exhibit.
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A sealed package minimizes the possibility of anything getting IN or OUT of the package.
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Appropriate packaging materials should be used for items prone to protruding to minimize the risk of holes, tears or other types of openings during transport.
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Each exhibit package must be marked with your agency file number and exhibit identifier, as indicated on the C-414. Refer to important Exhibit Identifiers and Package Markings for more information.
The exhibit must be directed to the address indicated on the approval notice. Review every approval notice to ensure exhibits are directed to the correct location.
In many circumstances, placing multiple sealed exhibit packages in a single outer package is acceptable, however there are some exceptions:
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Shipping Gunshot Residue (GSR) kit samples or clothing items submitted for GSR preservation in the same outer package/shipment as firearms or ammunition is not recommended.
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For arson investigations (exhibits for accelerant examination), it is recommended that 1) clothing from different individuals, 2) fire debris and 3) samples of flammable liquids or containers emptied of their liquid contents be stored separately and forwarded in separate outer package/shipments. Refer to the Investigator's Guide for more information.
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Live ammunition MUST NOT be shipped in the same outer package/shipment as firearms.
Multiple Exhibits in a Single Shipment
Breakable / Sharp Items
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Objects such as knives, syringes and glass must be packaged properly to ensure the object/exhibit doesn’t puncture through packaging.
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Knives should be packaged in a knife box, or protected, secured and tied down in a box. Paper bags should not be used.
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For glass and other breakable items, ensure there is plenty of protective material used when packaging.
Temperature Considerations
Items prone to degradation such as DNA Extracts, liquid biological samples, muscle tissue, etc. should be shipped in a manner to ensure it remains as cold as possible during shipment.
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Insulated containers (e.g. Styrofoam coolers) and non-rigid ice packs can be used to achieve this.
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It is recommended these items NOT be shipped on a Friday or just prior to a holiday to ensure prompt delivery to the laboratory.
Products of conception (fetal tissue) samples are susceptible to degradation immediately upon surgical removal. In addition, as little as a single freeze/thaw cycle may be detrimental to obtaining DNA results. Ideally, the sample should not be fixed in Formalin, formaldehyde or paraffin but collected and maintained at 4 degrees Celsius. (The use of GenoFix for preservation is acceptable.) The sample should be kept in the condition that it was received and shipped to the laboratory on ice, as soon as possible after the specimen has been collected.
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If the sample cannot arrive at the laboratory immediately (i.e. within 24 hours) or if the sample cannot be shipped via overnight courier, the sample should be frozen.
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If the sample is in Formalin, formaldehyde or paraffin, it must not be frozen. Overnight shipping is not required but the exhibit(s) should be forwarded as soon as practical.
Items infested with pests (e.g. bed bugs)
When it is known or suspected that approved exhibits are infested with pests such as bed bugs, you must advise the FAC PRIOR to the items arriving at the laboratory.
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Indicate the measures you have taken to prevent further spread of the pests prior to shipment.
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According to Olson et al.1, exhibits infested with bedbugs should be placed in a freezer at −17.8°C (0°F) for a minimum of 3.5 d, or 48h if temperatures average below −20°C.
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Prior to placing an exhibit in a freezer, proper bagging is required in order to protect it against changes in condensation or damage caused by moisture. Typically, standard upright household freezers are set to −17.8°C (0°F) or lower for proper food storage however older freezers may not be capable of maintaining lower temperatures.
1 Joelle F. Olson, Marc Eaton, Stephen A. Kells, Victor Morin, Changlu Wang, Cold Tolerance of Bed Bugs and Practical Recommendations for Control, Journal of Economic Entomology, Volume 106, Issue 6, 1 December 2013, Pages 2433–2441.