An investigation document log is a searchable inventory of records connected to a case. It answers three basic questions: what records do we have, where did they come from and what is their review status?
For requests that are still outstanding, use the Information Request Tracker rather than turning the document inventory into a request queue.
Document log template fields
| Field | Purpose |
|---|---|
| Document ID | Stable identifier used across the case file |
| Description | Concise name or description of the record |
| Source | Person, organization, system or location that supplied it |
| Document date | Date associated with the underlying record |
| Date received | When the investigation obtained it |
| Review status | Not reviewed, in review or reviewed |
| Relevance/issue | Case issue or subject the record may relate to |
| Storage reference | Authorized location of the original record |
| Resulting action | Lead, timeline event, interview or follow-up created by review |
Document log vs. information request tracker
The document log inventories records that have been received or identified. The information request tracker manages requests that were sent, their response status, partial responses and outstanding items. Keeping those functions separate makes it easier to distinguish records already in the file from information still being pursued.
Use stable document identifiers
A consistent ID lets the same record be referenced from timelines, leads, interviews, correspondence and summaries without repeatedly copying the entire description.
Keep document date and received date separate
A document may have been created months before it entered the case file. Keeping its underlying date separate from the received date prevents acquisition history from being confused with the chronology of the matter.
Preserve source context
Record who or what supplied the document and enough authorized information to locate the original. If provenance or authenticity requires specialized handling, follow the applicable procedure rather than relying on a general organizational log.
Track review status and resulting work
Receiving a record does not mean it has been reviewed. Use a clear review status, and when review identifies a material date, new source, conflicting information or follow-up task, route that item to the appropriate case record.
Need source and document organization ready to use?
The $19 Evidence Documentation Template & Source Log organizes source origin, records, relevance, review status, corroboration, conflicts and follow-up. The $79 Investigation & Case Management System connects records to the broader case workflow.
Frequently asked questions
Is a document log the same as an evidence log?
Not necessarily. A document log can inventory records broadly. Evidence handling may carry additional procedural, preservation or chain-of-custody requirements.
Should pending requests appear in the document log?
You can reference them, but a dedicated request tracker is clearer for requests that have not yet produced a record.
Should the full document be copied into the log?
No. The log works best as an index with a stable reference to the original authorized record location.
General organizational tools only; not official forms or legal advice and not a substitute for required evidence, records or preservation procedures.