PAPER DOCUMENTS

 

Impounding Officer Procedures Evidence Officer Procedure Disposal Policy E-8-4 Forgery

 

A document is defined as anything upon which a mark is made for the purpose of conveying a message. Many seemingly insignificant documents involved in criminal investigations may offer conclusive proof of certain facts.

 

The following information can be determined from documents:

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Possible identification of handwriting or hand printing as the product from a certain individual.

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Determination of whether a specific typewriter was used in preparing a specific document.

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Determination of whether a particular document was prepared continuously or if certain portions were added later.

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Determination of whether two pieces of paper were at one time a single piece.

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Decipherment of erased, obliterated, altered, charred, or water soaked documents.

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Decipherment of indented writing.

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Determination of whether different inks were used to complete different parts of a document.

 

Submission of Questioned Document Evidence

The following are general guidelines when submitting questioned document evidence to the laboratory:

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Whenever possible, submit the original document(s). Send copies if the original(s) are not available.

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Document examinations should be performed prior to processing the evidence for latent fingerprints.

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Clearly identify on the Forensic Services Request (Form 49) which items are exemplars and which items are questioned.

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Call the Salem Forensic Document Unit at 503-373-1543 for instructions regarding typewriter or other problems.

 

Collection of Exemplars

Never show the questioned document to the person while obtaining an exemplar. If you are unable to obtain exemplars, or the exemplars are incomplete, submit what you have because conclusions may still be possible. Always identify, sign, and date the exemplars legibly to maintain a proper chain of custody. The writer should use black ink; use different color ink for your notations.

 

When possible, obtain collected writing of the writer from other sources. This is writing that is already in existence and was not produced for the purpose of an investigation. One source can often be found in the writer’s wallet or purse that may be copied if you have the proper permission and authority. These writings can help determine whether or not the writer has given you a naturally written exemplar.

 

Also obtain exemplars and/or collected writings from the victim for elimination purposes, especially in anonymous writing cases. Cancelled checks written by the victim are excellent in check cases and signature verifications.

 

Use the following procedure to obtain proper exemplars:

  1. Use the Oregon State Police generic exemplar form.  Instruct the subject to fill out two forms, one in cursive and one hand printed. Both should be filled out completely.

  2. Next obtain specific exemplars by dictating the questioned material to the subject several times. If the questioned material is lengthy, dictate portions of it. When obtaining requested signatures, having the subject write the signature several times on different pieces of paper.

  3. Specific writings must be comparable. Cursive writing can only be compared to cursive and hand printing can only be compared to hand printing.

  4. When obtaining specific writings, duplicate the questioned document as closely as possible by using the same type of writing instrument and the same format (e.g. personal check, prescription form, lined or unlined paper, etc.) used to produce the questioned document.

 

IMPOUNDING OFFICER PROCEDURES

  1. Make a copy for the main the file kept in Records

  2. Put the document into the smallest paper evidence envelope that will accommodate the item, and complete information on front.  Paper items may be packaged in plastic if the item is being submitted for fingerprinting.  Do Not fold or crease.

  3. If the document is to be submitted as a questioned document, and for printing also, it should be submitted for handwriting analysis first.  Chemicals used for fingerprinting will make the ink run.

  4. Complete the Forensics Services Request, and place the blue and yellow copies into the property-evidence basket in the Evidence Processing Room.

  5. Complete the property-evidence report. 

  6. Place the item into an evidence locker.  Note the location on the property-evidence report.

  7. Place the yellow and green copy of the property-evidence report in the property-evidence basket in the Evidence Processing Room.

 

EVIDENCE OFFICER PROCEDURES

STORAGE:

  1. Ensure proper packaging; refer to the example board in the evidence processing areas.

  2. Place one barcode on the item and the corresponding barcode on the property receipt.

  3. Place the item in a location most suited to the size of the item.  See the evidence room guide.

  4. Using the barcode reader, scan the location of the shelf and then scan the barcode that is affixed to the item.

  5. Place item in chronological order by case number.

 

DISPOSAL: 

  1. Upon authorization or disposition of the case, see “General Description of Items."

 

 

Revised 11/05/03