Fact Sheet 106A
Your Case Log
This guide will provide you with the necessary tips and tools to organize your identity theft case effectively using one of three different methods.
- ID Theft Help App Case Log
- Hardcopy Notebook or Ledger
Taking care of your identity theft case can become very complicated. You will need to keep track of many details regarding different jurisdictions (law enforcement), and different fraudulent or unauthorized use of your identity. It is crucial, both for you to remediate your case and if the case goes to court, to keep a detailed account of all the steps you have taken.
In order to become an effective, strong advocate for your case and repair your identity, it is vital to impose a form of organization for your case from the first day.
- You need to keep a detailed case log. This will include notes regarding whom you have contacted and when. What documents you have received and which ones you are still waiting for, any costs you have incurred, and all time spent working on your case. The information that you want to capture includes:
- Dated log
- Confirmation of discussions and agreements
- Record of items sent and received
- Summary of your case to date
ID THEFT HELP MOBILE APP CASE LOG
The ITRC has designed an electronic case log feature into our ID Theft Help app. It is important to remember not to include any sensitive information in the case log feature.
When you download the ID Theft Help app, you can use the Case Log feature to keep track of all the details regarding who you have contacted, when, and what action you have taken.
Download the app on iTunes for Apple devices and Google Play for other devices and begin using the case log feature right away. All of this information is housed on your device, not on a server, so it’s also important to remember to periodically print out a copy and keep for your records. Also remember to print out a copy if you change phones.
Remember, this case log feature is not a substitute for a remediation plan. Please call and speak with an ITRC advisor for your personalized plan. Once you have received the plan, you can use the case log to keep track of where you are in the process. The case log will feature a wide number of resources and phone numbers to help you in your efforts to track your actions.
Below is an example of an entry you would make if you were a victim of financial identity theft and someone accessed your EXISTING account:
Using the search button, you can search for the name of the bank with the affected account. For instance, if you bank at ABC Bank, you can do a search. If it’s in our listing it will automatically pull up the contact information. If you cannot find your bank in our listing, you can create a custom entry by using the custom feature.
HARDCOPY HANDWRITTEN LEDGER
If you prefer a non-electronic form of logging your case notes, your log is best kept in a bound booklet or ledger-type book.
- Dated log: A bound booklet, like a ledger book where pages cannot be easily removed, carries a great deal of weight in a court case. Start with the first contact, letter or call as a victim of identity theft and continue from there. Don’t use post-its or scraps of paper. They will get lost. If necessary tape them into your dated log.
- Journaling: Keep track of each person you spoke with, their title, employee number, phone and fax number, email address and the procedure you need to use to reach them easily (i.e., Punch 2, then *, then 41). Include what they said, any follow-up needed from that call and the date that follow-up should occur.
- Confirm agreements and discussions: Whenever possible ask for written confirmation of a discussion. If refused, mail a “Confirmation of Discussion” to that person stating that if the information as you listed it is incorrect, they should contact you. When they don’t, what you have could be considered a confirmation of the call. Mail this by return receipt requested mail so you have a paper trail. Fax or email is acceptable only if you get a written response of receipt.
- Summary of case to date: Write a 1/2 page summary of your case every month or so. This will help you to focus on the primary points of your case, answer questions effectively and clearly explain what has transpired. See ITRC Fact Sheet #112 for a guide.
From one victim: I faxed a summary to each DA involved in my case. I went through four of them. That is not unusual. I felt this would help them to understand what I felt were the pertinent points of my case. My summary also became the basis of my victim statements.
- Log items received and sent: Keep a log of what you receive by mail, who sent it, and what steps you took that day with that piece of mail or the phone call.
- Telephone records: To find numbers quickly you may want to start a separate telephone and address book. However, also include this information in the official case log. Some victims like to use the last few pages of the log as a directory, working backwards as it grows.
You can use the same process as the handwritten process but on your computer. Remember if you are entering this information into a spreadsheet, be sure not to include sensitive information such as your Social Security number or actual account numbers. It is important to ensure that you have a clean PC and that you are staying up to date on security patches, and virus scans. Make sure you have updated security systems in place if you use a computer.
As victims of identity theft, we are often left on our own, without a guide through the maze of reestablishing our good credit and name. The Identity Theft Resource Center is here to help. Please contact us with your questions.