Information collected during an investigation serves different purposes. Some information captures an investigator's thoughts, some supports investigative findings, and some simply needs to be stored for future reference.
OWL separates these into Notes, Evidence, and Documents to help keep investigations organized and provide context for the information being collected.
Notes
A Note is used to record information created by investigators throughout an investigation. Notes provide context, document investigative activity, and capture information that may change or expand over time.
Common uses include:
- Interview summaries
- Investigative observations
- Follow-up actions
- Meeting notes
- Analysis and conclusions
Notes are intended for written information rather than uploaded files.
Learn more: Case Notes
Evidence
An Evidence record represents material that has investigative significance. While an Evidence record may include one or more attached files, the record itself provides context about why that material is important to the investigation.
Evidence might include:
- Photographs
- Videos
- Audio recordings
- Screenshots
- Exported reports
- Physical evidence documentation
- Other supporting materials
For example, a photograph of vehicle damage could simply be uploaded as a file to a Case. However, creating an Evidence record allows investigators to identify the photograph as evidence, associate additional details with it, and relate it to the appropriate Case, Subject, or other records. This makes the material easier to organize, review, and understand as part of the investigation.
In other words, the file is only one part of the record—the Evidence record provides the investigative context.
Learn more: Evidence
Documents
A Document is used to store files that support an investigation but are not necessarily being tracked as evidence.
Examples include:
- Claim forms
- Policies and procedures
- Correspondence
- Reference materials
- Administrative paperwork
- Supporting PDFs or spreadsheets
Documents make files available where they are needed without implying that they are investigative evidence.
If a file becomes significant to the investigation—for example, because it supports a finding or may need to be referenced as evidence—it may be more appropriate to include it within an Evidence record rather than storing it only as a Document.
Learn more: Documents (OWLdocs)
Choosing the Right Option
| If you want to... | Use |
|---|---|
| Record observations, findings, or investigative activity | Note |
| Preserve material that has investigative significance | Evidence |
| Store or reference a file without treating it as evidence | Document |
The distinction is not based on the type of file, but on its purpose.
For example, a PDF received from an insurance carrier might simply be stored as a Document for reference. If investigators later determine that the report supports a key finding in the investigation, it may be more appropriate to associate that file with an Evidence record so it becomes part of the documented evidence for the case.
Using Notes, Evidence, and Documents for their intended purposes helps maintain a clear separation between investigative observations, evidentiary material, and supporting files, making cases easier to understand and manage over time.