OSAC 2022-N-0035 Standard for On-Scene 

Collection and Preservation of Document Evidence

1

OSAC 2022-N-0035

Standard for On-Scene 

Collection and 

Preservation of Document 

Evidence

Crime Scene Investigation & Reconstruction Subcommittee Scene Examination 

Scientific Area Committee

Organization of Scientific Area Committees (OSAC) for Forensic Science
OSAC 2022-N-0035 Standard for On-Scene 

Collection and Preservation of Document Evidence

2

OSAC Proposed Standard

OSAC 2022-N-0035

Standard for On-Scene Collection and 

Preservation of Document Evidence

Prepared by 

Crime Scene Investigation & Reconstruction Subcommittee

Version 2.0

Disclaimer:

This OSAC Proposed Standard was written by the Organization of Scientific Area Committees (OSAC) 

for Forensic Science following a process that includes an open comment period. This Proposed Standard 

will be submitted to a standards developing organization and is subject to change.

There may be references in an OSAC Proposed Standard to other publications under development by 

OSAC. The information in the Proposed Standard, and underlying concepts and methodologies, may be 

used by the forensic-science community before the completion of such companion publications.

Any identification of commercial equipment, instruments, or materials in the Proposed Standard is not a 

recommendation or endorsement by the U.S. Government and does not imply that the equipment, 

instruments, or materials are necessarily the best available for the purpose.
OSAC 2022-N-0035 Standard for On-Scene 

Collection and Preservation of Document Evidence

3

Foreword

This document delineates standards and recommendations for the collection and preservation of 

document evidence and related items during scene investigations. The methods in this standard 

are intended to maintain the integrity of document evidence so that reliable, accurate, and 

relevant conclusions can be obtained. Proper collection and preservation of document evidence 

ensures that the integrity of the evidence is maintained from the point of collection, through 

possible forensic examination, and to the presentation of the evidence in the courtroom. This 

document should be utilized in conjunction with departmental policies to inform or augment 

applicable policies.

This document has been drafted by the Crime Scene Investigation and Reconstruction 

Subcommittee of the Organization of Scientific Area Committees (OSAC) for Forensic Science 

through a consensus process.

This standard provides guidance on some safety issues but is not exhaustive. It is the 

responsibility of the appropriate agency to develop a full health and safety plan.

All hyperlinks and web addresses shown in this document are current as of the publication date 

of this standard.

Keywords: scene investigation, collection, preservation, physical evidence, document evidence
OSAC 2022-N-0035 Standard for On-Scene 

Collection and Preservation of Document Evidence

4

Table of Contents

Standard for On-Scene Collection and Preservation of Document Evidence................................ 5

1. Scope................................................................................................................................... 5

2. Normative References......................................................................................................... 5

3. Terms and Definitions......................................................................................................... 5

4. General Collection and Preservation of Document Evidence............................................. 7

5. Collection of Documents for Handwriting Comparison..................................................... 8

6. Collection of Materials and Equipment Used to Produce Questioned Documents ............ 9

7. Collection of Items with Suspected Indented Writing...................................................... 10

8. Charred Documents .......................................................................................................... 11

9. Liquid-Soaked Documents................................................................................................ 11

10. Collection of Documents for Physical Fit Examination ............................................... 12
OSAC 2022-N-0035 Standard for On-Scene 

Collection and Preservation of Document Evidence

5

Standard for On-Scene Collection and 

Preservation of Document Evidence

1. Scope

This document provides specific guidance for the collection of documents as evidence when 

the physical characteristics of the document are of interest.

2. Normative References

The following referenced documents are indispensable for the application of this document.

For dated references, only the edition cited applies. For undated references, the latest edition

of the referenced document (including any amendments) applies.

Guiding Principles for Scene Investigation and Reconstruction [OSAC Proposed Standard]

Standard for On-Scene Collection and Preservation of Physical Evidence [OSAC Proposed

Standard]

3. Terms and Definitions

For purposes of this document, the following definitions apply.

3.1

alteration

A modification made to a document by any combination of physical, chemical, or 

mechanical means including, but not limited to, obliterations, additions, over writings, or 

erasures. (ANSI/ASB Standard 035)

3.2

chain of custody

Chronological record of the handling and storage of an item from its point of collection to its 

final return or disposal. (OSAC Preferred Term)

3.3

charred documents

Items damaged by heat or fire. (SWGDOC P01)

3.4

contamination

The undesirable introduction of a substance to an item at any point in the forensic process. 

(ISO/FDIS 21043-1:2018[E])

NOTE This includes undesirable transfer of a substance within an item or between items, 

also referred to as cross-contamination.

3.5
OSAC 2022-N-0035 Standard for On-Scene 

Collection and Preservation of Document Evidence

6

document

Any material containing marks, symbols, or signs visible, partially visible, or invisible (to the 

naked eye) that can ultimately convey meaning or a message. (ASB Technical Report 071, 

Draft)

NOTE This definition of a document is broad; it extends to electronic documents, including 

e-mail and other electronic communications, word processed documents and databases. In 

addition to documents that are readily accessible from computer systems and other electronic 

devices and media, the definition covers those documents that are stored on servers and backup systems and electronic documents that have been ‘deleted’; it also extends to additional 

information stored and associated with electronic documents known as metadata. (Practice 

Direction 31A – Disclosure and Inspection UK)

3.6

examination

The process of observing, searching, detecting, recording, prioritizing, collecting, analyzing, 

measuring, comparing and/or interpreting (ASB Technical Report 071-Draft).

3.7

exemplars

Samples of handwriting, printed text, paper, ink, etc., known (or purported) to have been 

produced by a particular individual, machine, or manufacturer (ASB Technical Report 071-

Draft)

3.8

forensic document examiner

FDE

Addresses inquiries that arise in matters where the authenticity, genuineness, or source of 

documents is questioned; does not involve the study of handwriting for personality 

assessment, creation of a personality profile, or analysis, or judgment of a writer’s 

personality or character. (ASB Standard 011-Draft, ASB Technical Report 071-Draft)

3.9

personal protection equipment

PPE

Equipment worn to minimize exposure to a variety of hazards such as body-fluids, irritants, 

or contaminants. Examples of PPE: gloves, foot and eye protection, respirators, and full body 

suits.

3.10

scene

A place or object that is subject to and/or requires forensic examination. (ISO/FDIS 21043-

1:2018[E])

NOTE A crime scene is a common description of a scene where a presumed crime has been

committed. The scene can be a person or an animal.
OSAC 2022-N-0035 Standard for On-Scene 

Collection and Preservation of Document Evidence

7

3.11

scene investigation

An examination of a scene to locate, document, process, collect, and preserve items of 

potential evidentiary value.

3.12

scene investigator

An individual, however named, who is responsible for performing elements of scene

investigation.

3.13

writing instrument

Any tool used to create handwritten markings on a substrate. Typically used to describe the 

use of a pen, pencil, crayon, or other marker (ASB Technical Report 071, Draft).

3.14

requested writing

Handwriting samples prepared by a particular person specifically for the purpose of

comparison, usually to questioned material.

4. General Collection and Preservation of Document Evidence

Document evidence can be examined for source attribution, the presence of hidden writing,

latent indented writing (e.g., blank pages), impressions, fracture matching, or alteration

detection. Proper collection, handling, and storage can preserve potential evidentiary value,

maximizing the capability of forensic document analysis.

Scene investigators should collaborate with a forensic document examiner (FDE) to ensure 

that document evidence is properly documented and collected. An FDE can aid in the 

identification of probative evidence for document examination, including a document in 

question and additional materials or equipment that can be of use in analyzing a questioned 

document. Collaboration with an FDE during a scene investigation can increase the 

efficiency of an investigation through analysis.

4.1. Cross Contamination Considerations

a) Document evidence shall be handled, collected, and preserved in a manner that 

prevents contamination, tampering, alteration or loss.

4.2. Document Evidence Collection and Preservation

a) The method employed for the collection and preservation of document evidence can 

vary based on scene context and anticipated analysis.

b) The original document shall be collected if available and if the document can be 

legally seized.

NOTE A scene investigator shall submit high-resolution copies in place of an original 
OSAC 2022-N-0035 Standard for On-Scene 

Collection and Preservation of Document Evidence

8

document only when prior authorization from an FDE or other individual with the 

appropriate expertise has been granted.

c) If original writing is on a fixed substrate (e.g., wall, floor) and cannot be collected, 

the questioned writing shall be preserved by uncompressed evidence quality 

photography with the camera lens perpendicular to the sample, proper lighting, and 

the inclusion of a scale.

d) Items from different suspected sources, material types, and locations should be 

collected and packaged separately.

e) Document evidence requiring further analysis, such as DNA, fingerprints, or trace 

evidence, should be placed into breathable packaging such as paper bags, envelopes, 

or cardboard containers. Generally, plastic is not an acceptable packaging material.

f) Document evidence shall be protected from alteration. When collecting document 

evidence, a scene investigator shall not mark the document itself, or mark the package 

while it contains the document. Document evidence shall not be unnecessarily folded, 

torn, marked, soiled, stamped, or written on. Document items shall be collected intact 

and in their entirety. Packaging shall be of the appropriate size to avoid damage or 

alteration to the document.

g) Document evidence examination often relies on exemplars for comparison. 

Consideration should be made on the scene to identify potentially related materials or 

equipment that could aid in the examination of a document. Further discussion on 

possible exemplars will be noted in subsequent sections.

h) Storage of document evidence should avoid extreme temperature and humidity, 

which can cause alteration to materials or equipment.

i) If the collection or preservation of document evidence is beyond the technical skills, 

knowledge, or resources available to the scene investigator, an FDE or other 

individual with the appropriate expertise shall be contacted for consultation or 

assistance.

5. Collection of Documents for Handwriting Comparison

Handwriting analysis relies on the comparison between a questioned document and other 

documents with a known author or an exemplar written by a person of interest under the 

direction of investigators. It is important that sufficient samples be collected for a 

successful examination to be conducted.

5.1. Collection of Existing Documents

Documents containing existing written text often best represent an individual's natural 

handwriting and depict natural variance in writing. Scene investigators should attempt to 
OSAC 2022-N-0035 Standard for On-Scene 

Collection and Preservation of Document Evidence

9

identify and collect existing written documents during scene examinations when within 

the legal authority to do so. Existing documents that can be of use as comparative 

exemplars, include but are not limited to:

a) Existing documents attributed to a suspected author(s), such as receipts, checks, 

business records, correspondence, applications, identification cards, or diaries.

b) Samples of writing produced contemporaneous to, and with similar material as, the 

questioned document can aid in comparative value.

c) Blank pages potentially associated with existing documents can contain decipherable 

indentations that can have comparative value.

5.2. Scene Considerations for Requested Writing

Requested writing samples are commonly used for comparison to a questioned document. 

Protocols for obtaining requested writing samples should be determined by the laboratory 

performing the examination.

a) Requested writing samples should be prepared using materials similar to the 

questioned document. The instrument and materials used to create the requested 

writing sample shall be collected.

6. Collection of Materials and Equipment Used to Produce

Questioned Documents

Document evidence can be associated with the materials or equipment used to generate 

the document. In these cases, it is important to collect possible materials/equipment such 

as writing instruments, office equipment, or paper for comparison purposes. These items 

can be collected at an initial scene or at a later time under a separate legal authority.

Once located, these items shall be collected in a manner that prevents damage to the item 

as small details or imperfections are useful for source attribution.

Scene investigators should attempt to locate materials or equipment that could have been

utilized to create the document in question.

6.1. Ink/Toner Cartridge Evidence

a) Ink/toner cartridge evidence for writing instruments, printers, and stamp pads

shall be packaged separately from any document.

b) Depending on the writing instrument being collected and the handling needed

(such as shipping), padding or leak-proof packaging shall be utilized to prevent breakage 

or leakage.
OSAC 2022-N-0035 Standard for On-Scene 

Collection and Preservation of Document Evidence

10

c) The make, model, and color of the ink/toner cartridge shall be recorded.

6.2. Machine Evidence

a) When machines, components, and accessories are collected, they shall be securely 

packaged in a manner to protect from damage.

b) Ink/toner cartridges should be removed from the machine prior to packaging. The 

ink/toner cartridges shall be packaged with padding in leak-proof containers to 

prevent breakage and leakage.

c) Typewriter ribbons should not be removed from the machine.

d) Upon collection, the make, model, serial number, information about any toner

supplies and components, and machine repair and service history shall be

recorded.

e) Documents produced contemporaneous to the questioned document can aid in 

comparative value. If the suspect machine is not available for collection, other 

documents that could have been generated by the same machine should be 

collected.

f) Any item used to generate or alter a document can be useful for the anticipated 

analysis of source attribution. Additional evidence for source attribution which 

should be collected includes but is not limited to: 

a. Paper or other document substrates;

b. Stamps, embossing, and seal devices (shall not be cleaned before packaging);

c. Document-assembly items such as staplers, staples, paper clips, hole punches,

envelopes, tape, and glue as relevant to the questioned document;

d. Documents possibly used as templates for counterfeits such as driver's licenses,

social security cards, and passports

7. Collection of Items with Suspected Indented Writing

Indented writing, typing, or other markings can occur when two or more documents are 

stacked, leaving indentations on the document(s) beneath. Documents that do not contain 

visible marks even when using oblique lighting (e.g. pads of paper, checkbooks), can 

contain valuable indentation evidence and shall be collected for additional laboratory 

processing.

7.1. Collection
OSAC 2022-N-0035 Standard for On-Scene 

Collection and Preservation of Document Evidence

11

a) Hard-sided or padded packaging should be utilized for collection and preservation. Due 

to the fragile nature of indented writing, it is especially important to avoid writing atop 

packaging after the item is within the packaging, placing heavy items atop packaging, 

and exposure to extreme temperature environments to avoid alteration.

8. Charred Documents

Charred documents are particularly fragile and should be protected or immobilized as 

soon as possible to minimize damage. Any movement of the document or around the 

document (e.g., air circulation, doors opening, or foot traffic) can lead to damage of 

charred documents. As such, photographs should be taken when the document is 

discovered, and it shall be photographed before it is moved.

8.1. Collection

a) A rigid, flat box padded with sheet-cotton or similar material can be used to

immobilize and preserve the document.

NOTE If the intent of collecting the document includes analysis for volatile 

substances, such as ignitable liquids, a non-breathable container should be used 

(e.g., an unused paint can).

b) Charred documents are often found in multiple fragments and shall all be 

collected.

c) Scene investigators should not attempt to separate or flatten documents on scene.

9. Liquid-Soaked Documents

Wet documents are fragile and shall be handled delicately. As such, photographs should 

be taken when the document is discovered and it shall be photographed before it is 

moved, when possible.

9.1. Collection

Collecting a wet document on scene should be done by sliding a flat, rigid, clean surface 

(e.g., cardboard sheet) underneath the item. The wet document should be transported atop 

the rigid surface to a location where it can be dried. Once dried, package documents in a 

breathable container.

NOTE If the intent of collecting the document includes analysis for volatile substances, 

such as ignitable liquids, a non-breathable container should be used (e.g., an unused lined 

paint can). A document that can be analyzed for volatile substances should not be dried.

9.2. Handling Precautions
OSAC 2022-N-0035 Standard for On-Scene 

Collection and Preservation of Document Evidence

12

If the document is submerged in a liquid and there are concerns with the document 

fragility or integrity, the investigator should contact the FDE to get advice whether the 

document should be maintained in water, frozen, or otherwise preserved.

When necessary, separating or unfolding a document should be done by an FDE or under 

their direction to minimize further alterations or damage.

9.3. Drying

Special considerations should be taken when drying wet documents as folded or multiple 

page documents can stick together. An FDE should be consulted prior to drying any wet 

and folded or multiple page document(s).

a) Documents shall be dried in a secure location.

b) To dry a wet document, place the document atop an absorbent surface (e.g., a clean 

paper towel) or a surface that provides for airflow (e.g., a clean, non-metallic 

window-type screen). Trace evidence shall be retained.

c) When documents are dried with a surface utilizing airflow, clean paper should be 

placed underneath the item to catch possible trace evidence. Trace evidence shall 

be retained.

d) Drying cabinets or fume hoods can be used to dry items.

9.4. Packaging

After drying, the document shall be packaged within a clean, dry, rigid, and breathable 

material such as cardboard. If the original packaging is not suitable, the item shall be 

placed in new, clean breathable packaging and the original packaging shall be retained as 

evidence. The document should be packaged in a manner that secures or pads the 

document within the container.

10. Collection of Documents for Physical Fit Examination

Physical fit examinations consist of the evaluation, examination, and comparison of 

broken, cut, torn, or otherwise separated items to determine if two or more pieces were at 

one time a single source. Examples of document evidence for physical fit examination 

can include but are not limited to shredded paper, ripped checks, or torn typewriter 

ribbons. Handwriting, printing, surface markings, or visible defects can continue across 

the separated items and can be useful for association between different fragments.

10.1. Collection
OSAC 2022-N-0035 Standard for On-Scene 

Collection and Preservation of Document Evidence

13

a) At the scene, if evidence can be of value for physical fit examination, all relevant 

material (e.g., torn paper and pad) shall be collected.

b) Precautions shall be taken to preserve the fragile edges and prevent the loss, 

damage, or contamination of exposed ends that can be capable of fitting together. 

To minimize damaging fragile edges of the pieces, no attempt shall be made to 

reassemble questioned evidence items prior to formal examination.

10.2. Shredded Paper

a) Shredded paper shall be collected with a minimum of disturbance to avoid further 

mixing.

b) Shredded paper that is found in separate locations shall not be packaged together.

c) When possible, the entire shredder should be collected intact.

d) Shredded paper should be transported within the item in which it is found on the 

scene. When fo der, the bag or container which collects the shredded paper should 

be used to collect and transport the fragments. When the collection of the bag or 

container is not possible, ensure that commingled fragments stay together when 

collected.

NOTE Fragments contained within the shredder blades shall be collected as well.
OSAC 2022-N-0035 Standard for On-Scene 

Collection and Preservation of Document Evidence

14

Appendix A

(informative)

Bibliography

This is not meant to be an all-inclusive list as the group recognizes other publications on this

subject may exist. At the time this document was drafted, these were some of the publications

available for reference. Additionally, any mention of a particular software tool or vendor as part

of this bibliography is purely incidental, and any inclusion does not imply endorsement by the

authors of this document.

1] Bell, Suzanne. Forensic Science: An Introduction to Scientific and Investigative Techniques,

5

th ed, Taylor & Francis, 2019.

2] California Commission on Peace Officer Standards and Training, Forensic Technology for

Law Enforcement, Telecourse, May 1993.

3] Hilton, Ordway. Scientific examination of questioned documents. CRC press, 1992.

4] Koppenhaver, Katherine M. Forensic Document Examination: Principles and Practice.

Springer, 2007.

5] Lewis, Jane. Forensic Document Examination: Fundamentals and Current Trends. Elsevier,

2014.

6] National Forensic Science Technology Center, Crime Scene Investigation A Guide for Law

Enforcement, September 2013.

7] Saferstein, Richard. Criminalistics: An Introduction to Forensic Science, 9th ed. Pearson,

2006.

8] Scientific Working Group for Forensic Document Examination, SWGDOC E01-13:

Standard for Examination of Handwritten Items, January 2013.

9] Scientific Working Group for Forensic Document Examination, SWGDOC P01-13:

Standard for Preservation of Charred Documents, January 2013.

10] Taylor M, Bird C, Bishop B, Burkes T, Caligiuri M, et al. Forensic handwriting

examination and human factors: Improving the practice through a systems approach. NIST

Interagency/Internal Report (NISTIR), 2020

11] U. S. Department of Justice Federal Bureau of Investigation Laboratory Division, Handbook

of Forensic Services, 2019.