What this generator does
This generator produces a sequential list of exhibit labels from a case prefix, a starting number, a count and a zero-padding width. It runs entirely in your browser.
Consistent labelling is the foundation of exhibit continuity. A reference that appears identically on the item, the packaging, the notes and the statement is what makes a chain of custody demonstrable. This is a teaching and planning aid, not a casework tool.
Numbering format
Before you generate labels
- Follow your organisation's exhibit reference convention. Many use the recovering officer's initials rather than a case prefix, and local procedure takes precedence over any format shown here.
- Choose a padding width that comfortably exceeds the expected item count. Changing it mid-case produces references that do not sort correctly.
- The generator caps at 500 labels per run to keep the output usable.
- Generating a reference does not create a record. The exhibit register is the record.
Text sorting places E10 before E2, because it compares character by character. Padding to a fixed width — E002, E010 — makes text sorting match numeric order. It costs nothing at the outset and is difficult to correct once references are on packaging and in statements.
How this calculator works
A sequence with a fixed-width number:
For each label i from 0 to count − 1:
prefix + '-E' + (start + i), padded with leading zeros to the chosen widthThe generator constrains its inputs: a maximum of 500 labels, padding between 1 and 8 digits, and a starting number of zero or above. These are practical limits rather than conventions.
Worked example: ten labels
Using the default figures — prefix CASE-2026-001, starting at 1, ten labels, three-digit padding:
- CASE-2026-001-E001 through CASE-2026-001-E010
Three-digit padding supports up to 999 items, which is ample for most cases and cheap insurance where it is not. With no padding the tenth item would be E10, which sorts before E2 in any text-based list — and exhibit lists are almost always sorted as text somewhere in their life.
Common mistakes
- Ignoring local exhibit conventions. Organisational procedure comes first.
- Using no padding. References will not sort correctly.
- Changing the padding width mid-case. It breaks sorting and looks like an error.
- Treating generated labels as a register. The register is a separate record.
- Re-using a reference. Each exhibit gets one, permanently.
Frequently asked questions
What is an exhibit reference for?
It ties a physical item to everything written about it — the recovery note, the packaging, the continuity record, the laboratory submission, the report and the statement. Without a unique persistent reference, none of those can be shown to refer to the same object.
What is continuity of evidence?
The documented record of who had an item, when, and what they did with it, from recovery to court. Every transfer is recorded and every seal is accounted for. A gap in continuity does not automatically make an item inadmissible, but it gives grounds to challenge what the item is or whether it changed.
Should the reference include the recovering officer?
Many UK conventions do — an officer's initials followed by a sequential number, so references are unique across a case without central coordination. Local procedure varies and takes precedence. This generator uses a case prefix, which suits a single-recorder scenario.
What if I need more than 500 labels?
Run the generator again with a new starting number. The cap exists to keep a single output readable rather than because more references are a problem. A case with hundreds of exhibits would normally use an exhibit management system rather than a generated list.
Is what I enter stored?
No. Everything you enter is processed in your browser and is never transmitted or retained. Even so, treat any public website as an unsecured environment and do not enter identifiable case information.
Related tools
References
- GOV.UK — Forensic Science Regulator codes of practice on continuity and exhibit handling
- Information Commissioner's Office — handling personal data in investigative records
Sources are checked at publication and can change — how I choose and check references.