HANDLING OF DOCUMENTS
Common sense is the first of two golden rules in evidence care and handling. Proper collection and handling procedures help to preserve evidence. Improper evidence handling can limit the scope of the examination. Any change can have serious contaminations. Permitting non-destructive testing for indented writing or ink differentiation compromises the examination. Prior to the examination, the FDE (Forensic Document Examiner) should be made aware of any additional forensic testing that will be performed following the completion of his or her examination. This information will help ensure that the evidence is not tarnished, interfering with, or prohibiting forensic examination by other disciplines.
The second golden rule is that document examination must take place before other forensic disciplines examine the evidence. Processing the document for latent prints, for example, prevents the FDE from examining it for indented writing. Processing of latent prints the ink may become contaminated or damaged as a result of this. This type of damage may prevent the FDE from comparing the disputed text to the known exemplar of the suspected writer. In some cases, the document must be subjected to a destructive testing examination. For example, thin-layer chromatography (TLC) necessitates removing an area of ink and paper (media) to determine the ink sample's chemical makeup. As a result, in order to ensure a thorough document examination, the FDE must examine the evidence first.
The ways of handling documents discussed here are only suggestions. Their application is influenced by whether the case is criminal or civil. In criminal cases, law enforcement agencies typically have policy manuals outlining their procedures. Evidence collection and storage procedures. Those policies are typically generic, whereas the procedures discussed below address the specific actions that should be taken when handling, marking, and packaging evidence. In civil cases, some of the recommendations may be deemed insignificant. Individuals outside of the document examiner's control determine how these recommendations are implemented.
Although the FDE is only responsible for evidence once it is in his or her possession, educating those who have access to it may reduce careless handling. Document care and handling instruction is available to those who attend continuing education seminars sponsored by law enforcement agencies, bar associations, and law schools. The FDE can provide individual instruction on an as-needed basis.
Because the actions of those who are the first to handle and collect the document can have an impact on the examination, recommended procedures for them should be discussed. The detective or investigator must exercise extreme caution in order to preserve the documents. Gloves are required to be worn. It is recommended that no latent prints from crime scene responders be added to the disputed document. Careless handling can also result in cross-contamination, which directly impacts the interpretation of the evidence. Taking a suicide note from the decedent's desk and placing it on top of a bathroom counter, for example, can cause cross-contamination. The investigator should keep track of the location of each document in a separate log or write it on the evidence bag. This information must be written prior to the document's insertion if it is recorded on the evidence package of writing indentations.
Guidelines to follow:
Don’ts:
• Make use of staples, pins, or clips.
• Create perforations.
• Make new folds.
• Write on the documents or otherwise mark them. Make identification marks in blank spaces if labeling and initialing are required.
• Indicate whether or not the evidence envelope contains the document.
• Use a pencil, pen, or another pointed instrument to make contact with the document.
• Glue torn or fragmented document pieces onto a background. Send them in as-is in a sealed evidence package.
• Make erasures.
• Make any tracings.
• Cut or tear a document.
• Highlight, underline, or circle words.
• Carry disputed documents in your pockets loosely.
• Permit others to handle or tamper with questioned writings.
• Let the suspect handle or inspect the disputed document.
• Make chemical or other tests available to anyone other than a properly trained forensic scientist.
Does:
• Store and transport items in envelopes. The envelopes should be big enough to hold the document without having to fold it. Wear gloves or hold the document tightly between the sides of your fingers to examine it for fingerprints or indented writing, but only long enough to place it in the evidence envelope.
• Make sure the envelope is labeled for fingerprinting.
• As needed, photocopy, photograph, or scan the documents — the process will not harm them in any way. On a photocopier, do not use the auto-feed feature.
• Keep documents away from excessive heat, light, or moisture.
• Create a complete history of each document, including the date, location, and who obtained it.
• Use as few documents as possible.
• Prior to undergoing additional forensic examinations, the document evidence must be examined. Make a note of it on the evidence package.
The use of envelopes for document storage and transportation warrants further discussion. The use of paper or lift-free plastic sleeves, page protectors, or plastic bags for evidence storage can be a personal preference or a company policy. Storing a document in the wrong kind of plastic sleeve can be disastrous. When a toner-based machine-generated text comes into contact with plastic, a chemical reaction occurs. When the two materials are separated, the toner-based text may be damaged as a result of the toner adhering to the plastic. Lift-free toner-safe sleeves should be used if a plastic sheet protector is required. The lift-free feature prevents machine-generated text from being transferred to the plastic.
Reference - Scientific Examination of Questioned Documents Second Edition - Edited by Jan Seaman Kelly, Brian S. Lindblom
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