View source for 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.

{| class="wikitable"
|+ 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]