Loss Prevention Blog

What can I do to begin the thought process of the investigation?

“I keep six honest serving-men (They taught me all I knew); Their names are What and Why and When And How and Where and Who.” – Rudyard Kipling 1865-1936, English author and poet

WHEN YOU SUSPECT THEFT – DOCUMENTATION
Brainstorm by asking yourself “W” questions:
• WHO is the most likely suspect?
• WHAT are the likely methods of loss?
• WHERE are the losses occurring?
• WHEN are the losses being discovered?
• WHY is that employee so evasive?

What is one of the best ways to reduce your exposure to liability?

“If you didn’t write it down, it didn’t happen!” – Maxim in investigative professions

Document in DETAIL. Because anything may be important, your report should not leave anything out. You are documenting your MEMORY for total recall at a later date, possibly years later. The less you write, the less you will remember, and the greater your exposure to liability will be. BE FACTUAL, AND LEAVE OUT YOUR PERSONAL OPINION. Your reports should be written without bias or prejudice. Think of what you write as eventually being seen on the front page of a major newspaper.

Is it okay to edit a suspect’s words to provide clarity?

In your reports, record a suspect’s own words VERBATIM, whether these were originally written or verbal. Never edit what the suspect says. The language in your reports must be FACTUAL and NEUTRAL. A judge, a juror, an arbitrator, or other decision-maker may think that common peer jargon reveals BIASES.

What must I always keep in mind about the documentation that I create during my investigation?

Your documentation should be EASILY UNDERSTOOD BY A LAYPERSON. On the witness stand, the more you have to re-explain what you meant, the less credible you will appear. Also, never EDIT another person’s written report in an effort to make the document easier to understand.

Avoid using investigation JARGON in your reports. Jargon should be replaced with layperson’s terminology that conveys the same meaning.

What is a routine precautionary measure I should take with written evidence?

Keep all of your original notes as well as more formal reports by yourself and witnesses. Store that material in a place where access is limited to those who are actively involved in the investigation. As a precaution, make a DUPLICATE of all materials.