How to document a rights violation

The most important part happens in the first few hours. Memory degrades quickly, screenshots get lost, messages are deleted. This is a general checklist of what is worth doing immediately — whatever the situation.

1. Write down what happened, in your own words

A plain text file or a sheet of paper is enough. Do not try to phrase it legally — write it the way you remember it. Include:

• the date and time (approximate is fine if you are unsure);
• the place — an address, or at least a recognisable landmark;
• what happened — in order, step by step;
• who was present — names, positions, badge numbers if you saw them.

At the end, note the date on which you are making the record. Later this shows how soon after the event the account was written down.

2. Keep the originals

Do not process or re-create files:

• photograph documents in full, not in fragments;
• in screenshots, leave the date, time and address bar visible;
• export correspondence rather than retyping it;
• do not delete the original emails and messages even after making a copy.

3. Note down witnesses

A name and a contact. Even if someone does not want to get involved right now, the contact may matter later. Do not press them, and do not record anyone without their knowledge.

4. Keep copies in two places

One copy on the device, one off it. If you can, not on a work computer and not in a work account.

5. Remember the deadlines

Complaints and appeals almost always have deadlines, and they are often short. If you intend to approach an institution, find out the deadline in the first few days — not once you have gathered every document.

6. Think about your own safety

If the situation involves your employer or an institution you have a relationship with, avoid the work computer, the work email and the work network. Use a personal device and a personal account.

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This material is for information only and is not legal advice. For your specific situation, consult a lawyer or the relevant supervisory authority.