Legal Definitions - field notes

Field notes refer to the raw, unedited observations, measurements, and other pertinent details recorded by an individual while they are physically present at a specific location or during an event. These notes are typically made contemporaneously, meaning at the same time the observations are occurring, and serve as the primary, immediate record from which more formal reports, documents, or analyses are later compiled. They are crucial for preserving immediate impressions, factual data, and the context of the situation.

• Example 1: Police Investigation

  A police officer responds to a call about a suspicious package found in a public park. Upon arrival, the officer immediately begins to jot down details in a small, pocket-sized notebook: the exact time of arrival, weather conditions, a description of the package (e.g., "brown cardboard box, taped shut, no labels"), its precise location within the park, and the names and contact information of any witnesses present. The officer also notes the perimeter established and any initial safety precautions taken.

  These handwritten entries are the officer's field notes. They capture the immediate, unrefined observations and actions taken at the scene, forming the foundational record that will later be used to draft a formal incident report and potentially serve as evidence in court.

• Example 2: Environmental Site Assessment

  An environmental consultant is hired to assess a former industrial property for potential contamination before it can be redeveloped. During their initial site visit, the consultant walks the property, making detailed notes about the presence of stained soil, unusual odors, discarded drums, and stressed vegetation. They record GPS coordinates for specific areas of concern, sketch a rough map of the property indicating potential contaminant sources, and note the date and time of each observation, along with any initial readings from portable testing equipment.

  These on-site recordings and sketches constitute the environmental consultant's field notes. They are essential for documenting the initial conditions of the property, guiding further investigation, and forming the basis of the official environmental site assessment report.

• Example 3: Construction Site Inspection

  A building inspector visits a construction site to ensure compliance with safety regulations and building codes. As they walk through the site, they make notes in a digital tablet or a physical notebook: observations of workers not wearing hard hats, improperly stored materials, unbarricaded openings, and measurements of scaffolding heights. They also record the specific areas where issues are identified, the time of observation, and any immediate corrective actions requested from the site supervisor.

  These detailed, real-time observations and measurements are the inspector's field notes. They provide a direct, verifiable record of conditions found during the inspection, which will be used to generate an official inspection report and, if necessary, issue citations or stop-work orders.