Documentation and Chain of Custody (en)

Documentation is a written or visual record that captures every stage of a process, from start to finish. In various fields, especially those involving physical evidence or sensitive data, documentation plays a crucial role. Several reasons why documentation is important include:

• Accountability: Documents serve as proof that an action was performed correctly and according to procedure.
• Transparency: Documents provide a clear overview of what has happened to an object or data.
• Security: Documentation can be used to track the whereabouts of an object or data if lost or misused.
• Legality: In legal contexts, documents serve as valid evidence in court.

Concept of Chain of Custody

Chain of Custody is the documentation that details the handling of physical evidence from the moment it is found or collected until it is used as evidence in a process, such as a trial. Every person who handles or examines the evidence must record the actions taken, along with the date, time, and signature.

The primary goals of the Chain of Custody are:

• Ensuring evidence integrity: Ensuring the evidence is not contaminated, damaged, or replaced.
• Preventing tampering claims: With complete records, it becomes difficult for others to dispute the authenticity of the evidence.
• Enhancing credibility: A strong chain of custody makes the evidence more reliable in the eyes of the law.

Key Elements of Chain of Custody:

• Unique identification: Every piece of evidence must have a unique identity that cannot be forged.
• Detailed recording: Every action performed on the evidence must be recorded in detail, including the date, time, people involved, and reasons for the actions.
• Signatures: Everyone involved in handling the evidence must sign the chain of custody document.
• Security: The evidence must be stored in a secure environment to prevent damage or loss.

Sample Documentation Form

A chain of custody documentation form may vary depending on the type of evidence and specific needs. However, in general, the form will include the following information:

• Evidence identification: A unique identification number, physical description, and photo of the evidence.
• Date and time: Date and time when the evidence was found or collected, as well as for each action performed on the evidence.
• People involved: Names, roles, and signatures of those who found, collected, examined, or tested the evidence.
• Actions taken: A detailed description of each action taken on the evidence, such as sampling, opening packaging, or testing.
• Evidence condition: A description of the condition of the evidence when found and after each action.
• Storage location: Information about where the evidence is stored and who is responsible for its security.

Simple Chain of Custody Form Example

No.	Date & Time	People Involved	Actions Taken	Evidence Condition	Storage Location	Signature
1	2023-11-20 10:00	Andi Setiawan	Found at the crime scene	Intact, with blood stains	Evidence Room, X Police Station	Andi Setiawan
2	2023-11-20 10:30	Budi Susanto	Packaged in a plastic bag	Same as before	Evidence Room, X Police Station	Budi Susanto

Application of Chain of Custody

The chain of custody concept is applied in various fields, such as:

• Forensics: To maintain the integrity of crime evidence.
• Medical: To track medical samples, especially in forensic medicine cases.
• Pharmaceutical industry: To ensure the quality and safety of drug products.
• Environmental science: To track environmental samples in pollution cases.

Conclusion

Documentation and chain of custody are essential to ensuring the accuracy, security, and legality of a process. By implementing this concept, we can prevent errors, data manipulation, or the loss of evidence.

Interesting Links

• Forensic: IT