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Case Notes & Evidence - Disclosurely Investigation Guide

Document investigations effectively with case notes and evidence management. Upload files, maintain chain of custody, and create defensible investigation records.

Case Notes and Evidence

Comprehensive guide to documenting investigations and managing evidence properly.

Overview

Thorough documentation and evidence management are critical for:

  • Defensible investigations: Stand up to legal scrutiny
  • Audit compliance: Meet regulatory requirements
  • Knowledge retention: Maintain institutional memory
  • Quality assurance: Enable peer review
  • Accountability: Demonstrate diligence
  • Consistency: Support fair treatment across cases

Case Notes

What Are Case Notes?

Internal documentation of investigation activities, not visible to reporters. Use case notes to create a chronological record of:

  • Investigation actions taken
  • Decisions made and reasoning
  • Conversations and interviews
  • Observations and insights
  • Questions and concerns
  • Next steps planned

When to Add Notes

After Every Investigation Activity:

  • Reviewing new report
  • Interviewing witness
  • Collecting evidence
  • Making key decision
  • Communicating with reporter
  • Receiving new information
  • Changing investigation direction
  • Consulting with colleagues
  • Taking any significant action

Best Practice: Document immediately while details fresh. Don't rely on memory.

Writing Effective Case Notes

Include These Elements:

  1. Date and Time

    • Automatically timestamped
    • Helps establish timeline
    • Critical for audit trail

  2. What You Did

    • Not just what you found, but what action you took
    • "Interviewed John Smith" not just "John said..."
    • "Reviewed emails from March-April" not just "Found evidence"

  3. What You Learned

    • Key information obtained
    • Important quotes (verbatim)
    • Facts discovered
    • Patterns observed

  4. What It Means

    • How information relates to allegations
    • Whether it supports or contradicts claims
    • Significance to investigation

  5. What You'll Do Next

    • Follow-up actions needed
    • Additional interviews required
    • Documents to request
    • Questions remaining

Example - Good Case Note:

2024-03-15 14:30

Interviewed Jane Doe (Senior Accountant, Finance Dept) regarding
allegation of expense fraud by reported subject.

Jane confirmed she noticed unusual expense patterns in Q4 2023:
- Multiple expenses just under £500 approval threshold
- Receipts that "looked odd" - her words
- Same restaurant appearing 3-4 times per week

She said: "I flagged it to my manager in December but nothing
happened. I assumed they dealt with it."

Jane provided:
- Spreadsheet of flagged expenses (uploaded to evidence)
- Email to her manager dated Dec 12, 2023 (uploaded)
- Names of 2 colleagues who had similar concerns

Jane credible and specific. Her evidence corroborates reporter's
allegations about systematic expense fraud.

Next steps:
- Interview Jane's manager about why not escalated
- Review all subject's Q4 2023 expenses
- Interview 2 colleagues Jane mentioned
- Request restaurant receipts for forensic review

Example - Poor Case Note:

Talked to Jane. She said expenses were weird. Got some files.

Note Categories and Tags

Organize notes with tags:

  • Interview Notes: Witness interviews conducted
  • Evidence: Documents and files collected
  • Analysis: Your thinking and conclusions
  • Communication: Messages with reporter/subject via secure messaging
  • Administrative: Status changes, assignments
  • Legal: Consultations with legal counsel
  • External: Third party involvement
  • Decision: Key choices and reasoning

Benefits:

  • Find notes quickly
  • Filter by note type
  • Generate reports
  • Support audit review

Private vs. Shared Notes

Private Notes:

  • Visible only to you
  • Use for work-in-progress thoughts
  • Preliminary opinions
  • Questions for yourself
  • Personal reminders

Shared Notes:

  • Visible to team members on case
  • Use for factual information
  • Evidence collected
  • Actions taken
  • Coordination with team

Upgrade Private to Shared:

  • When thought becomes conclusion
  • When team needs to see
  • When audit trail required
  • Cannot downgrade shared notes (audit integrity)

AI-Generated Notes

If using AI Case Helper:

What AI Can Do:

  • Summarize long interviews
  • Extract key points from documents
  • Identify patterns across evidence
  • Suggest follow-up questions
  • Flag inconsistencies

Your Responsibility:

  • Review all AI-generated content
  • Verify accuracy
  • Add your analysis
  • Make final decisions
  • Note: "AI-assisted summary, verified by investigator"

Never:

  • Copy AI output without review
  • Use AI conclusions as your own
  • Skip critical thinking
  • Rely on AI for final decisions

Evidence Management

What Counts as Evidence?

Direct Evidence:

  • Witness statements
  • Documents proving allegations
  • Email communications
  • Financial records
  • Audio/video recordings
  • Photos
  • Physical items

Circumstantial Evidence:

  • Behavioral patterns
  • Timeline analysis
  • Opportunity and motive
  • Corroborating details
  • Context and background

Character Evidence:

  • Previous incidents
  • Performance reviews
  • Disciplinary history
  • Reputation (use cautiously)

Uploading Evidence

How to Upload:

  1. From Case Page

    • Click "Add Evidence"
    • Select file(s) from device
    • Can drag and drop
    • Multiple files at once

  2. While Adding Note

    • Click attachment icon
    • Add files inline with note
    • Creates evidence entry linked to note

  3. From Reporter

    • Files attached to original report automatically added
    • Files sent via secure messaging automatically added
    • Timestamped and logged

Supported File Types:

  • Documents: PDF, DOC, DOCX, TXT, RTF
  • Spreadsheets: XLS, XLSX, CSV
  • Images: JPG, PNG, GIF, BMP
  • Archives: ZIP (automatically scanned for viruses)
  • Audio: MP3, WAV, M4A
  • Video: MP4, MOV, AVI (Enterprise plan)

File Size Limits:

  • Basic plan: 10MB per file
  • Pro plan: 50MB per file
  • Enterprise plan: 500MB per file

Security:

  • All files encrypted before upload
  • Virus scanned automatically
  • Malicious files rejected
  • Encrypted at rest and in transit
  • Access logged in audit trail

Organizing Evidence

Categorize Each Item:

  1. Evidence Type

    • Email/communication
    • Financial record
    • Interview transcript
    • Photo/video
    • Company document
    • External record
    • Expert report

  2. Relevant Allegation

    • Link to specific claim
    • Can link to multiple allegations
    • Helps filter evidence later
    • Supports analysis

  3. Source

    • Reporter-provided
    • Witness-provided
    • Company records
    • Public records
    • Third party
    • Self-generated (interview notes)

  4. Relevance Level

    • Critical: Directly proves/disproves
    • High: Strong supporting evidence
    • Medium: Contextual information
    • Low: Background only
    • Uncertain: Need to assess

  5. Tags

    • Custom tags for searching
    • Date ranges
    • Departments
    • People mentioned
    • Topics

Evidence Index

Automatically Generated:

  • List of all evidence on case
  • Chronologically ordered
  • Filterable and searchable
  • Shows who uploaded when
  • Links to case notes
  • Download as spreadsheet

Use For:

  • Investigation report appendix
  • Audit review
  • Legal disclosure
  • Quality assurance
  • Knowledge transfer

Chain of Custody

For Physical Evidence:

  1. Document Acquisition

    • When received
    • From whom
    • Condition received
    • Where originally located

  2. Photo Before Handling

    • Original state
    • Location
    • Identifying marks
    • Any damage

  3. Secure Storage

    • Locked location
    • Access logged
    • Climate controlled if needed
    • Tamper-evident seal

  4. Track All Access

    • Who handled
    • When and why
    • What they did
    • Returned to storage

  5. Document in Disclosurely

    • Upload photos
    • Log all custody transfers
    • Note storage location
    • Track until disposition

For Digital Evidence:

  1. Preserve Original

    • Don't modify source file
    • Create forensic copy if important
    • Hash file to prove authenticity

  2. Document Metadata

    • Created date/time
    • Modified date/time
    • Author
    • File properties
    • Source location

  3. Screenshot Context

    • Where file was found
    • Surrounding files
    • Access permissions
    • Full headers (emails)

  4. Upload to Disclosurely

    • Original file
    • Forensic copy if made
    • Screenshots of context
    • Metadata documentation

Evidence Analysis

Creating Evidence Summary:

  1. For Each Allegation

    • List all relevant evidence
    • Note what each item shows
    • Identify corroboration
    • Note contradictions
    • Assess strength

  2. Weighing Evidence

    • Strong: Multiple sources, contemporary, credible
    • Moderate: Single source, credible, consistent
    • Weak: Uncorroborated, inconsistent, questionable
    • Insufficient: Gaps, hearsay, unreliable

  3. Document Analysis

    • Add analysis as case note
    • Link to relevant evidence
    • Show your reasoning
    • Consider alternatives
    • Note any doubts

Using AI for Analysis:

  • AI can identify patterns across documents
  • Find inconsistencies in statements
  • Suggest connections between evidence
  • Flag missing information
  • Always verify AI findings independently

Interview Transcripts

Best Practices:

During Interview:

  • Take detailed notes in real-time
  • Capture exact quotes for key statements
  • Note body language, tone (if relevant)
  • Record time, date, location
  • Note who else present

After Interview:

  • Transcribe notes while fresh (same day)
  • Expand shorthand into full sentences
  • Add context you remember
  • Note your impressions
  • Don't change or "clean up" quotes

Creating Transcript:

  • Header: Date, time, location, participants
  • Introduction: Explain purpose, confidentiality
  • Question and answer format
  • Verbatim for key statements
  • Paraphrase routine information
  • Note breaks, interruptions
  • Closing: Thank participant, next steps

Upload to Evidence:

  • Tag as "Interview Transcript"
  • Link to relevant allegations
  • Note credibility assessment
  • Mark as "Interview Notes" category
  • Link to any follow-up needed

Photos and Videos

Taking Photos:

  • Include scale reference if relevant
  • Take wide shot and close-ups
  • Capture identifying features
  • Timestamp (automatic in smartphone)
  • Geotag if location relevant
  • Multiple angles

Documenting Videos:

  • Note timestamp of relevant segments
  • Transcribe relevant audio
  • Screenshot key frames
  • Document who, what, where, when
  • Maintain original file

Sensitive Content:

  • Blur faces if privacy concern
  • Redact identifying information
  • Limit distribution
  • Note content warning
  • Comply with data protection laws

Document Retention

How Long to Keep Evidence:

Active Cases:

  • All evidence retained
  • No deletion
  • All versions preserved

Resolved Cases:

  • Evidence retained per policy
  • Typical: 7 years minimum
  • Longer for serious cases
  • Follow industry standards:
    • Financial services: 7+ years
    • Healthcare: 7+ years
    • Education: 6+ years
    • Government: varies by jurisdiction

Automatic Retention:

  • Disclosurely automatically retains per your settings
  • Configure in Organization Settings
  • Set by case category
  • Set by severity
  • Legal holds override deletion

Destruction:

  • Only after retention period
  • Secure deletion (military-grade)
  • Audit log maintained
  • Certificate of destruction
  • Approved by compliance officer

Best Practices

Document Contemporaneously

Why:

  • Memory fades quickly
  • Details lost over time
  • Credibility questioned if delayed
  • Legal requirement in some jurisdictions

Do:

  • Write notes immediately after activities
  • Same day minimum
  • While impressions fresh
  • Before next task

Don't:

  • Batch notes at end of week
  • Rely on memory days later
  • Backdate notes
  • Create notes out of sequence

Be Objective and Factual

Do:

  • State facts observed
  • Quote exact words
  • Note sources
  • Distinguish fact from opinion
  • Show reasoning

Don't:

  • Insert personal biases
  • Make assumptions
  • Draw premature conclusions
  • Use inflammatory language
  • Speculate without basis

Example - Objective: "Subject's expense submissions show 47 claims for dinner at same restaurant over 3-month period. Each claim between £480-£495. Company policy requires approval for expenses over £500."

Example - Subjective: "Subject clearly knew he was manipulating the system by keeping expenses just under the limit. Obviously fraudulent."

Protect Confidentiality

In Notes:

  • Use role instead of names where possible
  • "Reporter" not actual name
  • "Subject" not actual name
  • Note if identity must be shared (investigation requires)

In Evidence:

  • Redact unnecessary personal data
  • Remove unrelated names
  • Protect bystander privacy
  • Comply with GDPR/privacy laws

Access Control:

  • Limit evidence access to need-to-know
  • Log all evidence views
  • Restrict downloads
  • Watermark sensitive documents

Maintain Integrity

Never:

  • Alter original evidence
  • Delete unfavorable information
  • Hide evidence that contradicts theory
  • Create false documentation
  • Backdate or forward-date notes
  • Share evidence inappropriately

Always:

  • Preserve everything
  • Document all evidence (even if not using)
  • Maintain chronological record
  • Create audit trail
  • Secure evidence
  • Follow procedures

Use Evidence Checklist

Before Closing Case:

✅ All evidence uploaded and categorized ✅ All interviews transcribed ✅ Evidence index complete ✅ All evidence linked to allegations ✅ Chain of custody documented ✅ Sources noted for all evidence ✅ Privileged evidence marked ✅ Redactions appropriate ✅ Retention settings configured ✅ Evidence summary created ✅ Quality review complete

Troubleshooting

Cannot Upload File

Check:

  • File size under limit for your plan
  • File type supported
  • Internet connection stable
  • Browser up to date
  • Not already uploaded (duplicate check)

Solutions:

  • Compress large files
  • Convert to supported format
  • Try different browser
  • Contact support if persists

Evidence Not Appearing

Verify:

  • Upload completed successfully
  • Correct case selected
  • Filters not hiding evidence
  • Permissions allow you to view
  • Browser cache refreshed

File Infected with Virus

What Happens:

  • Automatic virus scan on upload
  • Infected files rejected
  • Upload fails with error message
  • File not saved to system

What to Do:

  • Scan file on your system
  • Clean if possible
  • Upload cleaned version
  • Consider if evidence still needed
  • Document attempt and rejection

Lost Evidence

Disclosurely Protects Against:

  • Automatic backups
  • Version history
  • Deleted evidence recoverable
  • Audit log shows all actions
  • Geographic redundancy

If Evidence Missing:

  • Check filters and search
  • Verify correct case
  • Check deleted evidence folder
  • Review audit log
  • Contact support to recover

Related:

Case Notes & Evidence - Disclosurely Investigation Guide | Disclosurely Docs