File · 04 Editorial guide
Incident evidence file
The product and the complaint log are the file. Do not wait for a theory of defect.
First job Preserve the product and the complaint record before arguments about defect.
Start here
Key considerations
The first questions are about urgency, governance and preservation — before collection expands or interviews begin.
- Is the product still available?
- Which batch or serial facts exist?
- What complaints already came in?
Direct answer
What this page decides
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A product-incident file should preserve the product, packaging, labels, instructions, serial or batch identifiers and purchase record before testing, repair or disposal changes the evidence. Record the incident, custody, use, maintenance, warnings, injury or property damage and every supply-chain participant. Keep observed facts separate from a proposed defect theory. This page prepares the evidence record; it does not determine defect, causation, responsibility or compensation.
At a glance
Which fact changes the next route
Use the fact that changes ownership or urgency to decide the next move.
| Question | Why it matters | Next route |
|---|---|---|
| Is the product still available? | Condition, components and identifiers may be central to later inspection. | Secure it safely and document custody without destructive testing. |
| Which exact unit and batch are involved? | Model families and packaging may change over time. | Photograph identifiers and preserve purchase and distribution records. |
| How was it used and maintained? | Installation, modification, environment and maintenance affect the factual analysis. | Build a sourced use and service chronology. |
| Who handled it after the incident? | Movement, repair or testing can alter condition and provenance. | Create a signed custody and access log. |
Scope
What this page owns — and what it does not
Practical workflow
Action, evidence, legal gate, output
| Action | Documents / evidence | Legal gate | Output |
|---|---|---|---|
| Protect people and product | Safety response, scene media, product and packaging | Do not delay care or alter evidence | Initial preservation record |
| Fix identity and custody | Serial, batch, receipt, shipping and access records | Reconcile the exact unit and handlers | Identity and custody log |
| Reconstruct use and incident | Instructions, installation, maintenance, witnesses and device data | Separate observation from theory | Sourced incident chronology |
| Plan inspection and claims | Testing protocol, supply chain, injuries, damage and notices | Coordinate access and preserve originals | Inspection and claim brief |
Documents
What to gather before the next call
These items help clarify the file; they are not a legal requirement list.
| Item | Why needed | Who holds it | Risk if missing |
|---|---|---|---|
| Product, packaging and identifiers | Fixes the item and its condition | Custodian and parties | The wrong model or an altered item is examined |
| Use, maintenance and incident record | Shows the operating context | User, installer, servicer and witnesses | A defect theory replaces the factual chronology |
| Supply-chain and custody file | Identifies actors and preserves provenance | Seller, distributor, manufacturer and custodian | Responsibility or admissibility cannot be assessed |
Common failure points
Where files usually break
Discarding packaging or sending the product for repair before preservation.
Allowing destructive testing without an agreed protocol and documentation.
Publishing a defect conclusion before identity, condition and use are verified.
Decision map
Keep the question bounded.
- Hold the unitIf safe, do not destroy it.
- Hold the paperInstructions, warnings, QC, complaints.
- Map the chainWho made, imported, and sold it.
Curated resources
Open the asset that matches this job.
Helpful to prepare
Facts that make the next conversation clearer.
These items are orientation aids, not a legal requirement list.
Evidence file
Preserve the record before the forum is chosen.
This is a preparation prompt, not a finding that any item is admissible or required.
- Product sample or photos
- Batch / serial / listing identity
- Instructions and warnings as sold
- Complaint and incident chronology
- Supply-chain parties at a high level
Counsel hand-off
What to bring when you instruct
Bring the preserved product and packaging, original media, purchase and shipping records, serial and batch details, instructions and warnings, installation and maintenance history, incident and medical records, witness details, custody log, supply-chain identities, complaints or recalls, insurance notices and loss evidence.
Local context
Add the city when market-supervision practice changes.
SAMR, sampling and court practice can differ after the national defect or recall question is identified.
Open city and province guidesCounsel hand-off
Need product-liability counsel?
This hub organises defect, injury, recall and channel questions. It does not decide defect, run a recall or settle a claim on your facts.
Find product-liability counselLegal review
Who reviewed this guide
Need qualified counsel?
Move carefully. Move with a record.
Use the portal to identify counsel for this practice and related China-side issues.