In an innovative effort to modernize police record management and strengthen evidence handling, Ratlam Police has introduced a QR code-based system to better manage and track evidence/seized property kept in police station malkhanas. The initiative is being implemented under the leadership of Ratlam Range DIG Nimish Agrawal, a 2010 batch IPS officer and has been undertaken by Probationary ASP Vaibhav Priya, a 2023-batch officer.

Recognizing a long standing challenge in police stations that seized items often move between the police station, forensic laboratories and courts. Keeping track of these items through manual registers, done traditionally can be difficult especially when cases continue for a long time. Additionally any lapse in documentation can compromise investigations and court proceedings.

“Case property moves through multiple stages from the police station to the forensic laboratory, then to court and back. The idea is to maintain a verifiable chain of custody so that every movement is recorded and traceable” Agrawal quoted

To address this under the new system, every seized item is now assigned a unique QR code. The record is stored on the police station's official Google Drive and can be accessed by scanning the code. Information such as seizure details, investigating officer, present location of the item, court status and disposal status can be viewed and updated by each branch as the case progresses.

Sharing details of the implementation, Priya said “Earlier, information about seized articles was directly written on it ,which with time used to fade away. The separate QR codes are easily trackable. For example, in the case of seized or accident-damaged vehicles, we can instantly check their status and whether they have been released to their rightful owners.”

A key feature of the initiative is that the QR code itself never needs to be changed.As new developments are updated, it automatically reflects the latest status whenever the QR code is scanned.

The QR based Malkhana Management System demonstrates how simple, low cost technology can significantly improve police efficiency,reduces dependence on physical registers,enhances accountability and minimizes the risk of misplaced or untraceable case property.