The Paper Trail: Case Files, Worksheets, Notes and Sketches

1. The Paper Trail: Case Files, Worksheets, Notes and Sketches

2. Introduction • General Considerations • Forensic archiving is a multiplex of processes encompassing more than simply taking photographs. • A complex endeavor that begins with videography and photography and ends sketching and measuring. • “The Paper Trail…,” is actually a misnomer because archive includes numerous technologies including 3D imaging. • Much is in paper format … the future is digital. • Encompasses entire work product of crime scene … includes all media used to record the scene activity. • It must be protected and archived in a case file.

3. The Case File The location, virtual or otherwise, where the archives of all investigative activity of a specific case are maintained.

4. The Case File • AKA = Case jacket, • Contains all paper work (worksheets, notes, photographs, sketches, etc.), the essence of the work product of the investigation. • Where investigators go to for case review … see what has was done during original investigation. • The official record of the investigation • Location of reports, sketches, worksheets, written notes, CD’s with digital photographs, printed photographs, investigative leads, witness statements, etc.

5. The Case File • Pages in the Case File • Each page should be numbered sequentially in a format that indicates the page number and the total number of pages, • For example, 1 of 52 or 1/52. • New additions (pages) added sequentially. • A page added out of sequence is given a number indicating it was placed into the case file at a later time at that location: • Page 135A, if it was the second page or 135B if the third page added.

6. Worksheets

7. Worksheets • Four basic categories: • Anything the scene investigator fills out or records. • Forms • Audio • Hand-written notes including forms • Sketches. • Fill out completely. • Reagent worksheets • Contain all appropriate lot numbers and expiration dates. • Case Files Contain • Original worksheets generated at the scene • Revised worksheets/sketches • Legally Discoverable • Can become court exhibit

8. Notes • Draft notes • written on any type of paper • Any format understandable to investigator & can be transcribed • Straight text format • Shorthand fashion convenient to the recording analyst • Each page: • Appropriate case number, date, analysts initials. • if sketches not drawn to scale this needs to be indicated on the rough sketch. • Become part of case jacket or file

9. Notes • Observations, Thoughts, Tentative hypotheses • Corrections • Require a single line cross-out through the error, accompanied by the analysts initials. • DO NOT obliterate • Rough Sketches/Notes are Transcribed • More comprehensive text after returning from scene • Original becomes part of official case file. • As soon as possible upon return. • Measurements recorded in notes. • Take as Many as Necessary • Need for recollection at a later date (court).

10. Forms • Part of case file • Class of critical crutches. Filling out is critical activity ensure that important information neither forgotten nor lost. • Investigative agencies have own structure … collect similar information. Some agencies have detailed forms and others not so much. • Common Forms: • Chain-of-custody, • Scene response, • Photographic, • Measurement logs, • Quality assurance forms, etc. • Must be filled out completely … case numbers, the initials of the person filling out the form and other specified information. • Multiple page forms: each page filled out and numbered sequentially in a format that indicates the page number and the total number of pages.

11. Scene Response Form Record of individuals at the scene … documents who, contact information, when they arrived and left. Need separate form each day the team at the scene. Captures critical weather information, e.g., raining, sunny, temperature, etc. For example, the name of the medical examiner might be on the list. Information include: the ME’s phone number … might reference name and phone numbers of a witness.

12. Chain of Custody Form • Sometimes known as the chain of evidence or the chain … most important document … represents the history of a piece of evidence. • Critical to ensure that the evidence history is never lost … documents evidence from the time packaged (where found) to its transfer to labs, property room, court, to when it is eventually destroyed. • The team leader ensures that each item of evidence collected has a documented signature history. Transit history must remain intact until eventually destroyed

13. Latent Print Processing Log Name: Sgt. Harvey Date: 8/15/11 Time: 10:10 PM Note: All places and objects examined for latent prints should be in the log. Negative attempts will not have an Item Number. • Captures important information: • Item number, • Object on which the print (impression) was found • Method used to visualize it (unless patent print), • Location of printed object @ scene, • Person who collected the print (impression), • Method of how collected (tape lifted, gel lifted, etc), • Person who photographed print & method used (digital SLR, ALS, etc.).

14. General Impression Evidence Processing Log Name: Det. Robert Wishburn Date: 8/15/11 Time: 11:31 PM Note: All places and objects examined for latent prints should be in the log. Negative attempts will not have an Item Number. Documents collection other types of impression evidence

15. Mistakes • Filling out forms by humans … mistakes are expected. • Correcting mistakes • Single line through mistake • Write the correct information above mistake. • Place initials and the date of correction next to or above correction (many texts advocate simply using initials, but this is a mistake). • If the date is not included … no way of knowing when the mistake was identified and corrected. • Never obliterate or white-out a mistake.

16. Sketches

17. Sketches • Has been suggested : • Sketching involves two separate actions: • Artistic and analytical – process similar to mapping. • No true analysis is involved • Visible product of investigative process … • Other work also falls into the category of forensic archiving because, like sketching, it represents the work product of the team and is a part of the permanent investigative record. • Sketches are part of the case file. • Defined • A marriage of drawing and making measurements of crime scene elements, the final rendering of which is a perspective that renders the scene understandable to the lay public and provides information to investigators. • Sketching occurs twice. • Rough sketches (drafts) are contemporaneous with the scene investigation and are discoverable as evidence for admission in a legal proceeding. • Final sketch … final rendering … cleaned-up version of the rough sketch; it, too, is discoverable.

18. When does sketching take place? • History: Before photography there was sketching … still an essential skill. • Sketching is among the first activities at the scene, and it occurs contemporaneously with photographing and searching for and protecting fragile evidence. • Lays out scene that neither photographs nor video can. • Provide an overview and the precise and/or relative location of evidence. • Initial rough sketch made @ scene … converted to a final sketch prepared off-site. • Both integral parts of the case file. • Where to begin the sketch, e.g., which room to sketch first … • decision team leader makes to ensure entire scene including each critical item, such as furniture, blood trails, footprints, tire tracks, blood spatter, bodies, weapons, and etc, captured without interrupting the investigative process. • Delaying the scene investigation to wait for sketchers is certainly not time efficient.

19. Most effectively involve two people working together … makes rough sketching easier and faster: one measures and the other draws and records the information. • Final sketch made from rough draft. Includes (also included on rough sketch). • Address – place of the sketch • Date and time • Temperature/weather conditions – sunny, cloudy, raining, etc. • N/S indicators • Name of sketcher(s) – individuals who did the sketch • Case number • Notation whether sketch is rough or final • Legend to capture information in the sketch

20. SKETCH WORKSHEET • Ways to make a sketch: • Graph paper for both the final and rough sketches. • Use templates available. • Computer programs and 3D imaging systems can speed the final sketch after measurement data is entered: 3D imaging systems take thousands of measurements in 360o using infrared lasers to measure the scene. These measurements are turned into 3D drawings using dedicated software. Systems are slow and can restrict movement @ scene to areas not imaged. • Computer Aided Design (CAD) programs adapted for crime scene work … convert measurements into final, polished sketches.

21. Bird’s-eye view or floor plan of scene. • Simplest for a jury to understand. • Required for all crime scenes, • Gives an accurate overview of the scene and the relative location of evidence observed. • Partial plan sketch can be made of the individual components of the scene, such as • Walls with bullet holes or bloodstain patterns • Not typically considered part of the floor plan per se. • This sketch • First, the detail of the area – landscaping – around the house where the crime took place is too large … out of proportion with respect to the house. • Legend explains meaning of icons … nice & important addition … construction not ideal • NOTE: measurement form used to record actual measurements therefore not on sketch The Plan sketch Indoor Sketch

22. Plan Sketch • Correct information recorded, • Scene shows important items of evidence, • Legend is appropriate for what was observed and recorded. • One Problem: Since this is a final sketch, the lines should not have been drawn free hand.

23. Cross Projection or Exploded Sketch • Purposefully simplified an example of a Cross-projection sketch. • The measurements @ scene be maintained in separate measurement log, and not on the sketch to keep it simple. • Cross projection sketch is flattened view of the scene … top & bottom pressed into a single plane. • Useful where the walls and ceilings have important probative evidence, e.g., bloodstain patterns, bullet defects, etc. • Appropriate for rooms but not for an entire building.

24. Elevation Sketch • Document side-view of one part of a scene … wall or ceiling with bloodstain spatter or bullet holes. • Measurements included on sketch to indicate the exact location and, in the case of a bloodstain pattern, its size. • Can might also show position of bullet defects. • Perspective Sketch – 3D Rendering of the Scene • Depicts the 3-dimensional aspects of the scene … requires artistic skills if done free-hand … or specialized 3D software. • Becoming popular as software programs become more readily available … favorites of students who have access to these programs on college campuses.

25. Outdoor Sketches • Essentially plan sketches … typically overviews of the area designated as the crime scene. • Can be sketches of fields, parking lots, paths in the woods, etc. • Illustrate location of evidence such as the debris field and body locations after an airliner crashes.

26. Sketch of Bullet Paths into Automobile

27. What Information Do We Get From This Sketch? Rough Sketch Visual Layout of Bullet Paths

28. Measuring Evidence at the Scene Pinpointing Evidence Measuring in the sketch: Orients investigators, lawyers, judges and jury to the scene AND clarifies the relationships of evidence and the relational information seen in videos or photographs.

29. Measuring Scenes • Determining the dimensions of the scene and pinpointing evidence is a critical aspect of sketching. … • Regardless how accomplished … measurements must be precise enough to allow investigator to return at a later date and understand placement of original evidence. • Measurements also critical so that the scene can be reinvestigated when the case turns cold. • Principle of significant figures versus accuracy. • So, if one measures the length of a room using a tape measure and finds one wall to be 15 feet 3 and ½ inches, does it matter that someone else measures it to be 15 feet 3 and ¼ inches? Absolutely not! Measurement error • Not worth the time to measure wall 3 times to obtain average and error bars. • Once is enough, and the single measurement is the one that should be used.

30. Tools for Measuring the Scene • Measuring outdoor scenes employs the same principles as those described for fixing location of evidence indoors. • The main difference can be the size of the scene. • The tools needed to measure indoor and outdoor scenes are shown below. • Indoor • Measuring tape (metal is preferred but not essential) • Compass to designate N/S • Pencil – it is OK to erase on a rough sketch. • Gridded grid paper • Measurement logs • Outdoor • Measuring tape – long lengths, measuring wheel, laser measuring devices. • Compass to designate cardinal coordinates • Gridded paper • Rose compass (usually for large unencumbered areas) • Measurement logs

31. Precisely Locating Objects • Locating objects at the scene (indoor scenes) typically done using two measuring methods and variation of these. Deciding which method to use is a matter of understanding how a method works and using logic to make that decision. The two methods - variations of them – are triangulation and baseline methods. • Triangulation • Triangulation, the most precise method for placing an item of evidence, is accomplished by measuring the object relative to two fixed, immovable points at the scene. • Diagram • ‘X’ is a knife • ‘Y’ is a cigarette butt. • Points ‘A’ and ‘B’ are corners at opposite ends of a wall. • The distance A & B measured … the fixed points in the triangulation method. The distances from ‘X’ and ‘Y’ to both ‘A’ and ‘B’ fix these items at the scene. • The data collected and maintain in a separate log.

32. Triangulation Most Common & Accurate Measurement Method A & B = Fixed Points @ Scene A A&B=Corners of room Measure Distance X Knife Y B Cigarette

33. Triangulation Measurement Log

34. Base-line Measuring Method • Objects fixed by using perpendicular dropped to a line from something real … wall. • Variations : • Equally applicable to the traditional baseline method or its variations. • Like the triangulation measurement log, can be used as a legend or table of measurements instead of putting them into an already cluttered sketch.

35. Baseline or Rectangular Coordinate Method Established By Cardinal Direction – N/S/E/W Knife X B 18” 28” Y Cigarette A Perpendicular (or known angle) Establish Datum Point Triangulated to fixed points A&B = Fixed Points (corner, etc)

36. Baseline Measurement Log • Generic measurement form … equally applicable to the traditional baseline method or its variations. • Can be used as a legend or table of measurements instead of putting them into an already cluttered sketch. • Example: bloody baseball bat measured as 48 inches along the southwest wall from the door jamb and 14 inches off the perpendicular to the baseball bat.

37. Modification of Base-line Method Use of other than 90o angles N X = Broken Wine Glass Angle Measured Using Transits or Compasses Wall 6’2” Point is corner of wall The modified base-line method, employs known angles from a fixed object instead of the perpendicular off a reference line.

38. Polar Coordinate Method • Typically an outdoor method. • Uses a virtual line fixed by Cardinal directions: north, south, east or west. The initial fixed point can be a GPS location or it can be a fixed object. • Virtual baseline fixes the location of evidence in conjunction with triangulation or baseline measurements made to items of evidence. • So, whether the measurement runs from the object to be measured to a virtual or real line, e.g., wall, or whether it is 90o or some other angle doesn’t matter. The object is fixed at the scene. • Major attributes • Evidence scattered over open areas • Airline crashes • Bombing scenes • Need a direct line-of-sight – cannot be hindered • Woods or other objects • Uses surveying techniques • Total Station or other 3D imaging systems • GPS coordinates • Laser or IR measuring devices • Start @ single datum point • GPS • Triangulation to fixed point

39. Photogrammetry • Technique for converting photographs into a 3D rendition of the scene. • Specialized software necessary from which items at the scene, such as evidence cones, natural formations, vehicles, etc, are referenced to different photographic views of the same area. • Common items in each photograph are referenced – tied together electronically. • One caveat is that at least one known measurement must be known. After referencing, the data is converted into a CAD (computer aided design) format and loaded into a CAD program which renders the scene in a 3D format. • Photogrammetry is the practice of determining the geometric properties of objects from photographic images. • As old as modern photography and can be dated to the mid-nineteenth century.

40. Stereophotogrammetry • More sophisticated technique • Estimating the three-dimensional coordinates of points on an object. • Determined by measurements made in two or more photographic images taken from different positions. • Common points identified on each image. • A line of sight (or ray) can be constructed from the camera location to the point on the object. • It is the intersection of these rays (triangulation) that determines the three-dimensional location of the point. • More sophisticated algorithms can exploit other information about the scene that is known allowing reconstructions of 3D coordinates from only one camera position. • Used in different fields: topographic mapping, engineering, policeinvestigation, by archaeologists to quickly produce plans of large or complex sites and by meterologists as a way to determine the actual wind speed of a tornado where objective weather data cannot be obtained. • Also used to combine live action with computer-generated imagery in movie post-production – Think, The Matrix). Crime Scene Measurement Bullet Path Measurement Impression Evidence Enhancement

41. Outdoor Scene Measurements • Combining the polar coordinate method with triangulation and/or the baseline methods of measurement. • Outdoor concern is finding fixed points of reference because they are not always readily apparent or available. • Determine the first fixed point (triangulation from another fixed point or GPS coordinate) • Run a line through the scene (tape measure) along a polar coordinate (Cardinal direction of, for example, N, S, E, W). • Drop a perpendicular from an item of evidence to the line running though the scene. • Measure this distance. • Measure the distance from the fixed point to the perpendicular drop point. • Repeat this sequence for all items of evidence.

42. Outdoor Scene Base-line Illustration Body Impression Footprints Gun A Taped Line Cardinal Line North/South, etc Triangulate 1st Datum Point - A House Latex Gloves First fixed point triangulated from house. Subsequent measurements made from virtual line (actually a tape measure laid on the ground) through the scene … direction of line (tape measure) is Cardinal designation: Measurements off line (tape measure) made using triangulation, base-line or combinations of both.

43. Outdoor Scene Triangulation Illustration Body Impression Footprints Gun A Distance 1 RP2 RP1 RP3 RP4 Triangulate 1st Datum Point House Latex Gloves

44. Compass Rose or Azimuth Board • Alternative method for measuring an outdoor scene … useful for large, open areas, but it can also be used for more closed areas, depending on the area. • Procedure. • Fix the board to ground by staking center hole with appropriate dowel and four corner holes. • Triangulate middle hole and one corner hole to two fix objects (or GPS coordinates) so compass can be returned to original location at future date. • Run a line (tape measure) from the center hole (secured by stake) to each item of evidence. • Measure distance from the compass to item and record the distance (inches) in a log. • Record degree mark tape passes over. • Rose Compass marked in degrees – 0-360o – • Location of each item of evidence is fixed as ‘X’ number of inches (feet) at ‘Y’ degrees from the center of the Rose Compass. Line To Evidence Centering Point Anchoring Point

45. Outdoor Scene Rose Compass Illustration Impression Footprints Body Gun Fix Location of Rose Compass Rose Compass Distance 1 Distance 2 House Latex Gloves Determine Degree & Distance

46. Outdoor Scene • Searching scene for evidence of a serial killer. After completing the search and marking evidence, investigators measured scene. • Chose the compass rose because it gave them a fixed reference point at the scene. • Subsequently realized that they had a problem: trees and bushes at the scene interfered with the straight line measurements. • Solved problem by using the compass rose in two different locations after bisecting the area.

47. Rose Compass Measurements & Sketch of Outdoor Scene

48. Examples of using triangulation and baseline measurement logs for items at another mock crime scene