Instructions for Evidence Log
The Evidence Log is used to document and provide a written record of each item of evidence. It includes the date the evidence was collected, the case with which the evidence is associated, a description of the evidence, and the name of the person who collected and packaged the item.
Blank Evidence Log forms can be printed and used for handwritten notes while the evidence is collected and packaged. However, the handwritten information then needs to be transcribed for inclusion in the appendices of the Final Report [link to appendices section of the Final Report in Module 9]. Although these forms were developed using tables in Microsoft Word software, spreadsheet software such as Excel can also be convenient for Evidence Logs. See Module 4 [insert link to Module 4] for additional information on evidence.
Item Number
Each item of evidence is given a unique number and the items are sequentially numbered starting with the number 1.
Date
The date the item was collected and packaged.
Case Number
The case number is the unique identifying designator for the remains with which the evidence is associated. See Module 4 [link to section of Module 4 where naming of sites/numbering of remains is discussed] for more information as to how remains can be numbered. If the item of evidence is not associated with a particular remains, this section would be left blank.
Collected/Packaged By
The name of the individual who collected and packaged the evidence item. Initials can be used as long as a notation on the form explains to whom these initials belong. For example, if the person who collected and packaged the evidence is named John R. Smith, the initials in the Collected/Packaged By section would be JRS.
Description
Evidence items must be clearly and accurately described. Each description includes the type of and number of object(s). Depending on the kind of evidence, other descriptive information such as color, size, pattern, manufacturer or the manufacturer’s mark should be included. For identity documents like driver’s licenses or passports, the name of the individual to which the item was issued must be in the description. No assumptions should be made when describing items. For example, descriptions of jewelry should include the color of the metal, without any guess being made as to what type of metal it is. A ring that is made of gold-colored metal should not be described as a gold ring because the ring may not actually be made of gold. The description section should also describe the type of packaging. A description for the previously described ring would be: “A brown paper bag containing one gold-colored metal ring.” A more in-depth discussion on describing items of evidence can be found in Module 4.
Evidence LogItem Number / Date / Case Number
(if associated with a particular remains) / Collected/Packaged By / Description