The Five-Step Documentation Process

Quick Guide to Photographing and Recording Property

Step 1: Get Consent

Always ask the owner for consent before photographing their property.

If using your own device, ask where they would like the photos sent or stored. Do not take or share photos without the owner’s clear consent. Written consent is preferred.

Step 2: Photograph Each Item

• Take photos from multiple angles (front, side, and close-up).
• Capture identifying details, such as labels, brands, scratches, or other marks.
• Take both individual and group photos when appropriate.

Step 3: Record Key Details

Include:

• Item: “Blue sleeping bag”
• Owner: “Janelle R.”
• Details: “Columbia brand, size L”
• Date: “Sept. 18, 2025”

Step 4: Label the Files

Use a consistent format:

[First Name + Last Initial][Item][Date]

Example: JanelleR_Coat_091825

Step 5: Store Photos Safely

With the owner’s permission, send photos to:

• The owner’s email
• Your organization’s email, if applicable
• A trusted person identified by the owner

Do not send or share photos with anyone else without the owner’s clear consent.

When you’re ready, continue to the next section by completing the Comprehension Check below.