Gathering, managing, and storing evidence
Introduction
In retail security, the way you collect and handle evidence can determine whether a theft case is successfully prosecuted — or thrown out. Even the best footage or physical evidence can be made useless if it’s mismanaged. This lesson will help you gather, manage, and store evidence properly, in line with UK laws and industry standards.
Key Standards & Legal Requirements
| Law/Standard | What It Means for You |
|---|---|
| SIA Licensing (PSIA 2001) | You must handle evidence professionally and ethically in all duties. |
| BS 7499 | Sets professional standards for static guarding, including handling and preserving evidence. |
| NSI Codes of Practice | Provides best practice guidance for the secure handling and logging of evidence. |
| GDPR / Data Protection Act | If the evidence contains personal data (e.g. CCTV, photos), it must be lawfully stored. |
| PACE 1984 (where relevant) | Evidence may be used by police; how it’s gathered must not compromise a fair trial. |
What Counts as Evidence?
Evidence can include:
CCTV footage
Body Worn Camera recordings
Photos from the incident scene
Items recovered (e.g. stolen goods)
Witness statements
Your written report
All of these can be used to support disciplinary actions or criminal prosecutions.
How to Gather Evidence Properly
Stay Observant: Start collecting mental notes early — even before an offence has clearly taken place (e.g., following ASCONE).
Take Clear Photos (if authorised): Use company-issued devices only. Never use your personal phone.
Record Timings: Note exact times of key actions (e.g. selection, concealment, non-payment, stop).
Secure Physical Evidence: Handle stolen items with gloves if possible. Avoid damaging packaging or labels. Keep them in a sealed bag if available.
Keep Eyes on the Evidence: Do not leave collected items unattended or allow them to be tampered with.
Managing and Storing Evidence Securely
Secure Storage Areas: Use only designated lockers, safes, or evidence rooms.
Chain of Custody:
Log the item or footage:What it is
Where and when it was collected
Who handled it last
If this chain is broken, the evidence may be challenged in court.
Digital Evidence:
Upload BWC or CCTV footage to secure systems
Label the file with date, time, officer ID, and incident reference
Never edit or delete footage — even if it’s unclear
Data Protection:
Limit access to authorised managers or police
Never transfer footage using USBs or personal cloud storage
Do not share on WhatsApp or personal email
Real-World Example
A suspected shoplifter was detained, but the case failed in court. Why? The footage was saved to a supervisor’s phone, sent via WhatsApp, and the original time-stamped copy was deleted. The defence argued the evidence had been tampered with — and it was ruled inadmissible.
Result: No conviction. Officer disciplined. Retailer faced reputational damage.
Key Stats Officers Should Know
In UK retail theft prosecutions, poor evidence handling is cited in over 30% of failed cases.
According to the British Retail Consortium, shoplifting cost UK retailers over £1.7 billion in 2023, much of it unrecoverable due to evidence mishandling.
A solid chain of custody increases the likelihood of successful conviction by up to 60%.
Tips for Success
Always label evidence clearly — with date, time, your name, and incident details
Write down your observations while they’re still fresh
Use official systems for storing files or physical items
Maintain control of any item or footage until it’s formally handed over
If unsure, ask your supervisor — guessing can damage the case
Mistakes to Avoid
Using personal phones to take photos or record incidents
Handing over evidence to unauthorised persons
Failing to document where the evidence came from
Leaving items in unsecured locations
Assuming footage is saved automatically, always check and upload manually
