OSAC 2023-N-0002, Standard for Scene Documentation Procedures

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OSAC 2023-N-0002

Standard for Scene 

Documentation Procedures

Crime Scene Investigation and Reconstruction Subcommittee

Scene Examination Scientific Area Committee

Organization of Scientific Area Committees (OSAC) for Forensic Science
OSAC 2023-N-0002, Standard for Scene Documentation Procedures

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Draft OSAC Proposed Standard

Standard for Scene Documentation 

Procedures

Prepared by 

Crime Scene Investigation and Reconstruction Subcommittee

Version: 1.0

January 2023

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 the 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 2023-N-0002, Standard for Scene Documentation Procedures

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1 Foreword

2 This document provides standards for scene documentation. Proper documentation procedures 

3 ensure that the integrity of the documentation is maintained from the point of recording to the 

4 presentation of the documentation or content therein at the time of judicial proceedings.

5 This standard should be utilized in conjunction with local laws and any requirements set forth by 

6 forensic service providers documenting scenes to inform individual agency protocols relating to the 

7 documentation of scenes. This document recommends generally accepted professional principles 

8 and practices. This document does not cover all document types that may be utilized at a given scene.

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

10 of the Organization of Scientific Area Committees (OSAC) for Forensic Science through a consensus 

11 process.

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

13 this standard.

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30 Keywords: crime scene investigation, documentation, record, notes, note taking, photography, 

31 imaging, imagery, diagram, diagramming

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Standard for Scene Documentation Procedures

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32 Table of Contents

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34 1 Scope 3

35 2 Normative References 3

36 3 Terms and Definitions 3

37 4 Documentation 4

38 4.1 Purpose 4

39 4.2 Considerations 4

40 4.3 Minimum Requirements 5

41 4.4 Preservation 5

42 5 Imaging 6

43 5.1 Purpose 6

44 5.2 Considerations 6

45 5.3 Minimum Requirements 6

46 5.4 Preservation 6

47 6 Diagramming 7

48 6.1 Purpose 7

49 6.2 Considerations 7

50 6.3 Minimum Requirements 8

51 6.4 Preservation 8

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53 Annex A (informative) Bibliography 9

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OSAC 2023-N-0002, Standard for Scene Documentation Procedures

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56 1 Scope

57 This document describes the minimum requirements for scene documentation regarding purpose, 

58 considerations, and preservation. Documentation encompasses written or typed material, 

59 imagery, and diagramming. The focus of this document will be on those methods as forms of 

60 documentation. 

61 2 Normative References

62 Organization of Scientific Area Committees (OSAC) for Forensic Science, Scene Investigation 

63 Subcommittee. Guiding Principles for Scene Investigation and Reconstruction [OSAC Proposed 

64 Standard], March 2020. 

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66 3 Terms and Definitions

67 For the purposes of this document, the following definitions apply.

68 3.1

69 datum

70 A reference point at a scene from which measurements are taken. (OSAC Lexicon)

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72 3.2

73 diagram 

74 two-dimensional representations of features found at the scene that are derived from measurements 

75 or visual data collected by hand, electronically, or a combination of both.

76 3.3

77 document

78 information and the medium on which it is contained (e.g., specification, procedure document, 

79 policy, instruction or form, drawing, record, note, report, standard, flowchart.) The medium can 

80 be paper, magnetic, electronic or optical computer disc, photograph, or a combination thereof. 

81 [SOURCE: ISO 9000:2015, modified]

82 3.4

83 documentation (n)

84 a set of documents, for example, specifications and records [SOURCE: ISO 9000:2015, modified]

85 3.5

86 image

87 an imitation or representation of a person or thing drawn, painted, or photographed. [SOURCE: 

88 E2916-19e1]

89 3.6

90 note

91 see document (3.2)

92 3.7

93 record
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94 see document (3.2)

95 4 Documentation 

96 Scene documentation is an essential component of scene investigation and reconstruction, the 

97 quality and completeness of which are critical to ensure a complete scene recording. All scenes 

98 shall be documented using an established protocol even if it is determined that a scene is 

99 unrelated to criminal activity (e.g., a natural death scene). Documentation can be created in 

100 different formats (e.g., handwritten, typed, drawn, photographed, audio or video recorded, 

101 electronically diagrammed, etc.) and provides a detailed record of observations, aids in report 

102 writing, assists with testimony, and allows for independent review by others. 

103 4.1 Purpose

104 4.1.1 Scene documentation as part of a scene investigation or reconstruction is a continuous 

105 process in which the procedures, observations, actions, and aspects of the scene and 

106 evidence are contemporaneously recorded

107 4.1.2 The purposes of scene documentation include: 

108 a. To create a factual, fair, and accurate record of the actions, observations, and conditions 

109 at a given scene using various documentation methods and technologies. 

110 b. To provide the basis from which a report or scene reconstruction could be created from 

111 the documentation alone. 

112 c. To support all work, such that another practitioner could evaluate what was done and 

113 understand the basis of the results.

114 4.2 Considerations

115 4.2.1 All facts in scene documentation are typically subject to questioning in legal settings.

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117 4.2.2 The following considerations apply to scene documentation:

118 a. Case-related materials created or maintained as part of a scene investigation or 

119 reconstruction shall be saved per agency retention policy. This documentation may 

120 include but is not limited to the chain of custody, search warrants, case-related 

121 paperwork, and crime scene logs.

122 b. Documentation may exist in many different forms besides written records, including 

123 note-taking, imaging, and diagramming.

124 4.2.3 Handwritten documentation should be created using permanent ink, except when 

125 conditions exist which may alter or destroy the contents of the documentation (e.g., 

126 rain causing ink to run or bleed or the use of pencil when labeling entomological 

127 evidence) or creating a rough diagram.

128 4.2.4 The conditions shall be recorded when non-permanent methods are used due to adverse 

129 conditions. Any non-permanent methods shall be made permanent per agency policy 

130 (i.e., making a photocopy to create permanence). 
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131 4.2.5 The forensic science service provider shall be aware of applicable laws regulating the 

132 manner, duration, and storage of documentation and should have policies that comply 

133 with those measures.

134 4.3 Minimum Requirements

135 4.3.1 All persons tasked with documenting a scene investigation or reconstruction are 

136 responsible for documentation applicable to their involvement with the investigation 

137 or reconstruction.

138 4.3.2 Documentation that is part of a scene investigation or reconstruction shall contain the 

139 following information, when applicable, to the event or the medium of recording:

140 a. Names of involved persons (e.g., suspects, victims, witnesses)

141 b. The scene's description and location include structures, boundaries, barriers, and 

142 anything that could impact the physical or mechanical reconstruction of events.

143 c. Environmental conditions (e.g., weather, lighting conditions, temperature, odors).

144 d. Description and location of all collected evidence, including measurements.

145 e. Chain of custody information for all collected evidence.

146 f. The date(s) on which the work was conducted.

147 g. Identifying information for the individual(s) completing the action.

148 h. Arrival and departure time(s) on the scene and relevant tasks or assignments as 

149 related to the scene.

150 i. Unique case or scene identifier.

151 j. Information that clarifies the completeness of a set of notes (e.g., page number or 

152 another manner of identifying the start and end of a set of notes).

153 4.3.3 If abbreviations or symbols specific to the forensic science service provider are used, 

154 the meaning of the abbreviations or symbols shall be defined either in agency policy or 

155 contained within the documentation.

156 4.3.4 Agency-assigned testing equipment, calibrated instruments, and reagent tests, 

157 including identifying information of the equipment, instrument, or reagent (e.g., lot 

158 number, equipment identifier, etc.) used as part of the scene investigation or 

159 reconstruction, shall be recorded.

160 4.3.5 Quality control tests performed, the result of the test and the lot number or identifying 

161 number of the reagent shall be recorded.

162 4.4 Preservation

163 4.4.1 All documentation, regardless of type, recording format, or medium, created as part of 

164 an investigation or reconstruction shall be maintained in either original, copy or 

165 electronic form.
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166 4.4.2 Documentation shall be retained according to the agency retention policy.

167 4.4.3 Alterations to original records shall be made without obliteration, and the change 

168 readily available to the reader. The identity of the person (e.g., initials, name, signature) 

169 making the change and the date shall be documented.

170 5 Imaging

171 5.1 Purpose

172 5.1.1 Imaging technology and techniques can be used to document a scene to generate a 

173 visual product showing what was observed at the scene. The image should be a fair and 

174 accurate representation of the subject or scene being memorialized. The photographer 

175 may focus on certain relevant focal points, but capturing the item as a whole is equally 

176 important so that those focal points may be put into context.

177 5.1.2 Images may be used to supplement minimum scene documentation requirements.

178 5.1.3 Technology, such as still cameras, scanning stations, and video recorders, can be used 

179 to provide clear, accurate, high-quality images that document the condition of a scene, 

180 including its immediate surroundings, evidence, actions, and persons related to an 

181 investigation. 

182 5.2 Considerations

183 5.2.1 The choice of imaging equipment shall be based on capturing images that meet or 

184 exceed the requirements for their end uses.

185 5.2.2 Camera settings that record the date and time an image is captured shall be monitored 

186 and adjusted for accuracy.

187 5.2.3 The sequence and methodology of capture should include long-range/overall, mid188 range, and close-up images. The choice of images shall aid the viewer in understanding 

189 the identification or dimensions of items, spatial relationships, and orientation to the 

190 scene and its contents.

191 5.2.4 Images can be of value for both evidentiary as well as documentation purposes, and the 

192 choice of image composition, format, resolution, perspective, and quality is a result of 

193 the intended purpose of the image.

194 5.3 Minimum Requirements

195 5.3.1 Information pertaining to imaging settings/parameters is typically captured in the 

196 Exchangeable Image File Format (EXIF)/metadata. If the information is not captured, 

197 it should be otherwise documented according to agency requirements. 

198 5.3.2 The identity of the photographer shall be documented.

199 5.3.3 Any implements (e.g., filters, lenses, etc.) or methodologies should be documented.
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200 5.4 Preservation

201 5.4.1 The operator should not delete original scene images. All photographs, including poor202 quality or unintended images, should remain part of the case file. (Standard Guide for 

203 Crime Scene Photography, section 7, OSAC proposed)

204 5.4.2 Original scene images shall be stored and maintained to minimize damage, destruction, 

205 or loss.

206 5.4.3 Actions shall be taken to preserve, copy, and archive images to maximize the security 

207 and preservation of the original scene images.

208 5.4.4 Original scene images shall be copied and stored for archival purposes using methods 

209 and devices that minimize any potential for alteration, destruction, or loss of the 

210 images. Working copies of images may be created for other purposes beyond the scope 

211 of documentation; handling of these copies is not within the scope of this document.

212 6 Diagramming

213 6.1 Purpose

214 6.1.1 Diagramming a scene involves representing environmental features such as structural 

215 elements or topography within the scene in relation to the identified items of evidence 

216 to create a permanent record and visual depiction of spatial relationships and 

217 orientation of the documented items.

218 6.2 Considerations

219 6.2.1 The use of other terms such as sketch and drawing are used in different ways depending 

220 on agency policy and may be used interchangeably with the term diagram. 

221 6.2.2 The completion of final scene diagrams may not be required in some instances. The 

222 decision to complete a final scene diagram will be determined by the investigator, 

223 agency policy, and the scope of the investigation. 

224 6.2.3 On-scene measurements are collected to give spatial meaning to diagrams. 

225 Measurements can be collected manually or electronically (e.g., tape measures, total 

226 stations, laser scanners).

227 6.2.4 Scene diagrams can be hand-drawn or computer-generated. Often, an initial draft is 

228 created on-scene, and when necessary, a final diagram is later produced based on the 

229 draft or electronically measured scene data.

230 6.2.5 Two-dimensional (2D) diagrams may be created from multiple planes if needed (e.g., 

231 plan view, elevation view, vertical surface view), as dictated by the circumstances of 

232 the scene and the depiction required. 

233 6.2.6 Equipment used to measure scenes can create dynamic 3D deliverable products. 

234 Enhanced use of 3D data is subject to coverage in a separate standard of operation (e.g., 

235 point clouds, 3D models, etc.).
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236 6.2.7 The minimum accuracy of each tool depends upon its application and intended use. 

237 The final product shall meet the minimum admissibility requirements of a fair and 

238 accurate scene representation.

239 6.2.7.1 Measuring equipment shall be capable of achieving the accuracy necessary 

240 according to the intended purposes of the diagram. Minimum requirements for 

241 traceability and calibration should be considered but are outside the scope of this 

242 document.

243 6.2.8 All measurement tools and instruments shall be handled, transported, and stored in 

244 accordance with the manufacturer's recommendations and in a manner to minimize 

245 damage or alteration between uses.

246 6.2.9 Proper safety and decontamination procedures shall be employed before, during, and 

247 following measurement devices.

248 6.3 Minimum Requirements

249 6.3.1 The minimum requirements for documentation are specified in 4.3.1 above; diagrams 

250 shall also include:

251 a. A legend describing any symbols 

252 b. A scale (if used) with a scale factor; "Not to Scale" if none used

253 c. Direction or orientation indicator, if applicable

254 d. Datum (if relevant) used for reference

255 6.4 Preservation

256 6.4.1 Measurements, diagrams, and data created as a result of the diagramming process shall 

257 be copied into a working version, and the original shall be archived per agency policy. 

258 Copies shall be made using methods and devices that minimize any potential for 

259 alteration, destruction, or loss of the data.

260 6.4.2 Due to the nature of hand-drawn drafts, using non-permanent writing utensils (e.g., 

261 pencil) is acceptable. If non-permanent writing utensils are used during data collection, 

262 the hand-drawn components should be made permanent via photocopy, photography, 

263 or document scanning as soon as practicable. 

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270 Annex A (informative) Bibliography

271 ASTM E1188-11 (2017) Collection and Preservation of Information and Physical Items by a 

272 Technical Investigator. 

273 ASTM E620-18 Standard Practice for Reporting Opinions of Scientific or Technical Experts.

274 ASTM E-678-07 Standard Practice for Evaluation of Scientific or Technical Data.

275 Standard Guide for Crime Scene Photography [VITAL Submitted to SDO]

276