Defense Readiness Assessment Tool

Your Intake Completeness Score

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Start Capturing the Incident

Walk through the three actions below to ensure nothing is missed in the critical first minutes after an incident is reported.

Action 1: Capture the Initial Report

Record the essential facts of the incident as soon as it is reported — who, what, when, where, and how it came to your attention.

Why it matters: To create a reliable first record before details fade, stories shift, or key information is lost.

Record the date and time the incident was reported to you

Document who reported the incident (name, role, contact information)

Record how the incident was reported (phone, in-person, written, anonymous)

Capture the names of all individuals involved (clients, staff, witnesses)

Document the location where the incident occurred

Write a brief factual summary of what was reported (no opinions or assumptions)

Action 2: Secure Immediate Details

Gather the time-sensitive information that could be lost if not captured within the first hour — physical evidence, witness availability, and environmental conditions.

Why it matters: To preserve evidence and details that degrade quickly, ensuring the investigation starts with the most complete picture possible.

Record the date and time the incident actually occurred (if different from when reported)

Note any injuries, harm, or immediate safety concerns

Identify and list all potential witnesses

Preserve or photograph any physical evidence (scene, equipment, conditions)

Document any immediate actions already taken (first aid, safety measures, notifications)

Action 3: Log and Acknowledge

Formally log the incident into your tracking system and confirm receipt so there is a clear record that the report was received and acknowledged.

Why it matters: To create an auditable trail showing the incident was received, logged, and not ignored — a critical defense if questioned later.

Assign a unique case or incident number

Log the incident in your central tracking system (spreadsheet, software, or log book)

Confirm receipt with the person who reported the incident

Note the name of the person who received and logged the report

Completed this step? Continue to the next one:

Check Your Own Rules First

This tool provides a general framework and is not specific to any state, jurisdiction, or licensing body. Your organization may be subject to federal, state, or local regulations, accreditation standards, and internal policies that impose additional or different requirements. Always verify that your documentation, triage, and decision-making processes comply with the rules and regulations that apply to the specific services you provide.

Disclaimer: This tool is provided for educational and informational purposes only. It is not legal advice, regulatory guidance, or a substitute for professional consultation. Use of this tool does not guarantee compliance with any law, regulation, or standard, nor does it guarantee any particular outcome in an audit, survey, investigation, or legal proceeding. The creators of this tool assume no liability for decisions made or actions taken based on the information provided. You are solely responsible for ensuring that your processes meet all applicable requirements.

A Checklist Can Remind You. The Platform Can Guide You.

In the full InvestiClear™ system, intake isn't a form you fill out from memory — it's a guided workflow that prompts the right questions, in the right order, the moment an incident is reported. Your team captures every detail, every time, without needing to remember what to ask or where to log it.