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The Do’s and Don’ts of Handling a New Fire Claim: A Comprehensive Guide

July 11, 2024

Handling a fire claim requires a number of essential protocols that must be followed precisely to safeguard the integrity of the investigation and the preservation of evidence. In this article, we’ll look at the best practices for handling a new fire claim, from early scene security to evidence preservation and contact with experts.

If fire claims are not handled properly from the start, they can become complicated and difficult very quickly. For adjusters, contractors, and other parties engaged in the examination and management of fire claims, the following guidelines are meant to serve as a clear road map. Following these procedures can greatly improve the precision and effectiveness of fire investigations.

Initial Steps and Scene Security

1. Secure the Scene

One of the first steps in handling a new fire claim is to secure the scene. This involves:

  • Boarding Up: To prevent unwanted entry, make sure the fire scene is securely boarded up. Maintaining the integrity of the evidence and the safety of the location are both dependent on this.
  • Fencing Up: Securing the place with fencing can be equally as effective as boarding it up, should that not be feasible.
  • Restricting Access: Unauthorized access, including by the homeowner, can compromise the investigation. Ensure that the scene is restricted and monitored.
2. Secure Debris Piles

Tarps should be used to secure debris piles that are moved outside for the purpose of overhauling and combating fires. By doing this, they are kept from becoming tainted or scattered, which is vital for protecting evidence that could be important to the inquiry.

3. Preserve the Electrical Panel

One common issue in fire investigations is the premature removal or alteration of the electrical panel. This panel provides important details regarding the condition of the electrical system during the fire.

Consequently, it’s critical to:

  • Leave the Panel Intact: Do not remove or replace the electrical panel before the forensic examination.
  • Photograph the Panel: Take detailed photographs of the panel in its post-fire state to capture critical evidence, such as the status of breakers and the arrangement of circuits.

Evidence Handling

1. Collecting and Preserving Evidence

Evidence collected from a fire scene should be treated with the utmost care. Proper handling includes:

  • Documentation: Log and document all evidence meticulously. This involves documenting the incident’s date and location, the manufacturer, model, serial number (if available), and a description of the sample or part.
  • Custodial Chain: Keep every evidence’s chain of custody clearly defined. This includes having all attending parties review and sign the custody documents and attaching photographs if possible.
  • Proper Storage: Make sure that the evidence is kept in a way that keeps it from deteriorating or getting any more damaged. Keeping it in a safe, climate-controlled space may be necessary for this.

2. Preventing Spoliation

Spoliation of evidence can severely impact the outcome of a fire investigation. It is important to:

  • Avoid Altering the Scene: Do not disturb or alter the fire scene unnecessarily. This includes holding off on moving furniture or tidying up until the forensic expert has finished their assessment.
  • Safeguard the Evidence: If moving the evidence is necessary, make sure you do so in a way that maintains its integrity. Use appropriate packaging and handling techniques to avoid damage.
3. Involving Forensic Experts

Engaging a forensic expert as soon as possible can significantly benefit the investigation. Experts can help in:

  • Processing the Scene: Experts can identify and secure critical evidence, ensuring it is examined properly.
  • Preventing Degradation: Early involvement of experts helps to prevent the degradation of evidence, improving the likelihood of a successful investigation.

Communication and Coordination

1. Clear Instructions to Contractors

When dealing with contractors or restoration companies, it is essential to provide clear and explicit instructions. This includes:

  • Boarding and Fencing: Ensure they understand the importance of securing the scene with boards or fences.
  • Handling Debris: Instruct them to cover debris piles with tarps and avoid disturbing the electrical panel.
  • Documentation: Ensure they document any actions they take at the scene with photographs and detailed notes.

2. Quick Initial Discussions

Having an initial discussion with the insured can provide valuable information. Key questions to ask include:

  • What Did You See? — This helps in understanding their observations at the time of the fire.
  • What Did You Do? — This reveals any actions they took, such as trying to extinguish the fire or opening windows.
  • What Did You Do Next? — This gathers additional actions they may have taken before emergency responders arrived.
3. Avoiding Opinion-Based Information

When providing information to forensic experts, it is important to avoid including opinions. Stick to factual details about the location and type of fire. This ensures that the investigation remains unbiased and based on evidence.

Specific Scenarios and Considerations

1. Vehicle Fires

Vehicle fires, particularly those that occur concurrently with structure fires, necessitate special attention.

Important actions include:

  • Securing the Scene: Ensure the vehicle and its surroundings are secured. Do not move or alter the vehicle’s position before the investigation.
  • Photographing the Scene: Take detailed photographs of the vehicle and its surroundings, capturing any evidence of fire patterns and damage.
2. Large or Complex Fires

Coordination is essential in large-scale or complex fire situations, such as those involving several cars or huge buildings.

  • Multi-Party Examinations: Prepare for multi-party examinations, in which numerous stakeholders may be involved in the inquiry.
  • Comprehensive Records: For the purpose of supporting the investigation, make sure that the fire scene and all evidence are well documented.
3. Rural or Remote Areas

Fires in rural or remote areas present unique challenges. To address these:

  • Prevent Premature Demolition: Communicate with local authorities to prevent premature demolition of the scene.
  • Photographic Documentation: Take as many pictures and videos as you can of the scene, particularly if there’s a chance that bad weather—like snow—will hide evidence.

Conclusion

Assuring the integrity of the investigation and the preservation of evidence requires a number of meticulously planned actions when handling a new fire claim. Contractors, adjusters, and other interested parties can greatly increase the precision and effectiveness of fire investigations by adhering to the recommendations provided in this article. Securing the area, keeping the evidence safe, consulting forensic specialists right away, and keeping lines of communication open with all parties involved are important lessons learned. These best practices not only improve the investigation but also raise the possibility that the fire claim will be successfully resolved.

Put your trust in Origin and Cause for knowledgeable help and trustworthy forensic investigations. Our goal is to assist our clients in finding the truth by establishing the facts through professional inquiry. We do this by offering cross-disciplinary forensic knowledge to insurance companies, law firms, independent adjusters, manufacturers, and corporate risk managers.

Selecting Origin and Cause means working with a team committed to offering trustworthy, empirically supported conclusions. With over 30 years of experience and a dedication to finding the truth, we are here to help you every step of the way.