Reports

The information that must be included in the reports of tests/examinations
is detailed below:

a. A title (for example, test certificate, test report).

b. The name and address of the laboratory and, if different from the address, the location where tests were performed.



c. Unique identification of the report (for example, by report number) on each page.


d. The date of issue of the report.


e. The page number and the total number of pages (that is, page “x” of “y”) on each page.


f. The name and address of the client.


g. Description, unambiguous identification and date of receipt of the item(s) tested or examined.


h. Date(s) of performance of the test (s) and or examination (s).


i. Identification of the test/examination method (s) or procedure (s).


j. Test/Examination result (s).


k. Reference to sampling procedure (s) used by the laboratory where these are relevant to the validity or application results.


l. Reference to other information where this may be relevant to the validity or application of results.

m. The name, title and signature or equivalent identification of the person authorised to release the report.

It is accepted that forensic science laboratories may not be able to comply with all these requirements. In such cases, the case record pertaining to a particular investigation must include this information:

a. Where the results of tests not performed by the laboratory are included in reports, the source of those results must be clearly and unambiguously identified on the report.


b. Preliminary or interim reports must be clearly indicated as such. Where preliminary or interim reports are issued, the following must be recorded in the case record:

• The date and time of issue

• The test/ examination result (s) given.

The name of the person to whom the result (s) were given

A copy of the report issued for a test/ examination must be retained in conjunction with the case record. If, after the issue of a report, test data are found to be invalid. The original report must be withdrawn and, if necessary, replaced by one, which is clearly indicated as being a replacement report. The laboratory policies and procedures for issuing reports must be documented. These must include:

a. Prescribed formats for reports, certificates, witness statements, etc.


b. Issue of preliminary or interim reports


c. Electronic transmission of reports


d. Retention of the reports in the case record


e. Report authorization


f. Withdrawal of invalid reports.

In case of electronically generated reports, laboratory must have appropriate controls such as access, storage, and back-up results and appropriate password protection. In case the report has to be accessed from the website by the customer there must be appropriate control to ensure that the report is downloaded in protected format.