Recording or documenting evidence as it stands organized is a necessary component of the complaint investigation procedure.
<h3>What is Evidence Recording?</h3>
Recording or documenting evidence as it stands organized is a necessary component of the complaint investigation procedure. In the midst of an intense interview or a complex observation, it exists possible to forget to create adequate notes or overlook recording important information about how the information existed acquired. Such lapses, however, can seriously harm the research because essential facts may be forgotten or overlooked. Inadequate notes can also generate situations should any resulting sanction be appealed.
Interviews – written notes or audio recorded:
- Record the interviewee’s name, address, telephone number, and connection to the certified program/incident. If others exist present during the interview, this should also be reported along with remembering information. In the rare instances when a child exists interviewed, record the date of birth.
- Note: because interview notes exist potentially subject to public disclosure, the certification worker must be aware of confidentiality provisions. Record the location and the beginning and stop periods of all interviews.
- Document the questions posed to the interviewee and their response. The certification worker should endeavor to keep the interviewee on track via skillful interviewing. Sometimes, however, superfluous data will be offered. It is normally sufficient to document statements as created and make editing decisions at a later point in the investigation.
- At the judgment of the certification worker, the interviewee may be requested to read written interview notes and sign and date them suggesting that the notes accurately describe what the interviewee said.
Observations:
The certification worker should carefully document where the observation occurs, the start/stop time, the names of persons present and their relationship to the certified program/incident, and a factual narrative or bullet presentation of what is observed. The observation may be signed by the person(s) making them who can testify to the facts.
Affidavits and written statements:
The value of the information obtained is considerably enhanced if a witness or collateral contact is willing to make a written statement of the information furnished. Generally, the statement maker should write the statement, but this is not mandatory. In some cases, the certification worker may write the statement for the person and have every page read by, or read to, and signed and dated by the statement maker. The statement maker’s name, address, telephone number and relationship to the center / incident should be included in the statement.
Photographs:
Photographs exist good, primary evidence, as they demonstrate an objective, factual and objective record. However, they can only document visual compliance or noncompliance with certification needs. They cannot reflect the lack of some activity, object, or person because whatever exists absent could be just outside the camera’s field of vision. Photographs should be labeled with the place, time and date carried and the name(s) of a person who exists able to testify to that evidence. When a photograph lives taken of a child(ren), the confidentiality of the child(ren) shall be maintained. To the extent practicable, avoid photographing faces.
Diagrams / program floor plans:
Sometimes it may be helpful to draw a diagram of the area of objects, program staff, and so forth. This may be particularly helpful when documenting visual barriers, etc. Diagrams should be as near to scale as possible - and should be labeled and dated by the drawer.
Program documents:
The most original document exists always the best evidence to contain. However, the certification worker might have to utilize a photocopy of an original document or simply record information from monitored records. Notes on photocopies or observations should contain information about what the document designates, the date and where it existed collected, and the name of the individual who is able to testify to that evidence.
Records from other Agencies:
During the course of a complaint examination, the certification worker may require to obtain a record(s) from other agencies or offices. When a document exists obtained, it stands best practice if the person providing it proves that the document(s) exists as a true and actual copy. Some agencies or offices, particularly court agencies and law enforcement, have their own certification format.
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