Investigation notes are easier to evaluate when every important factual statement can be traced back to its source. A structured source and item log helps preserve that connection.
Give every source a clear identifier
Record a unique reference, source type, origin, date obtained or accessed, related matter, and a concise description.
Record what the source actually supports
Document the relevant information separately from your interpretation. Note limitations such as incomplete records, uncertain dates, secondhand information, missing context, or accessibility issues.
Track corroboration and conflicts
When sources support the same point, record the relationship. When they conflict, preserve both versions and create a follow-up action rather than erasing the disagreement.
Maintain an item inventory
Record a unique identifier, description, source or custodian, date received, relevance, review status, and links to related events or leads.
Keep organizational tracking distinct from formal evidence requirements
A general spreadsheet can help organize material, but it does not itself establish chain of custody, legal admissibility, authenticity, or compliance with an organization's evidence-handling rules.
To check how source documentation fits into the rest of a case file, use the free Investigation Case File Checklist.
Make the workflow repeatable
The CaseWorks Source & Evidence Documentation Pack provides editable source and item logs. It can also be used with the complete CaseWorks case-management workflow.
Looking for a template? Compare CaseWorks investigation templates by task for timelines, leads, interviews, source documentation, research and complete case management.
General organizational information only. This is not legal advice, chain-of-custody certification, or an official government or law-enforcement procedure.