Evidence Classification Policy

Purpose and Scope

CLAA classifies submitted information and supporting materials so staff can preserve confidentiality, assess reliability, distinguish evidence from allegations and legal findings, control public use, and prepare accurate issue-specific referral packets. Classification is an administrative process and does not itself establish liability, noncompliance, or a legal violation.

Six-Level Evidentiary Classification Framework

Each matter may be assigned the highest classification level supported by the available record. Different issues or exhibits within the same case may carry different levels.

• <strong>Level 1 — Submitted Report:</strong> Information provided by a complainant, witness, responsible party, or other source that has not yet completed administrative review. The information remains an allegation or reported account unless and until additional support is received.
• <strong>Level 2 — Documented Submission:</strong> Supporting materials have been received, preserved, cataloged, and linked to the applicable case or complaint. Cataloging confirms receipt and association with the record; it does not establish that the contents are true or legally sufficient.
• <strong>Level 3 — Corroborated Evidence:</strong> Independent records, photographs, videos, communications, witness information, inspection materials, property records, or other reliable sources substantially support the reported condition or event.
• <strong>Level 4 — Verified Administrative Record:</strong> CLAA has completed an administrative review and determined that the published description accurately reflects the available documented record within the limited scope of CLAA’s review. This classification is not a governmental, regulatory, or judicial finding.
• <strong>Level 5 — Official Agency Finding:</strong> A governmental agency or regulatory body with jurisdiction has issued an inspection result, citation, notice, finding, order, report, or other official determination relevant to the documented issue. CLAA identifies the originating authority and does not enlarge or reinterpret the agency’s determination.
• <strong>Level 6 — Judicial Determination:</strong> A court of competent jurisdiction has entered an order, judgment, or other judicial determination relevant to the documented issue. Settlements are identified as settlements and are not described as adjudicated findings unless the court record expressly establishes otherwise.

Classification Is Issue-Specific

Classification applies to the particular condition, event, statement, or exhibit reviewed. A classification assigned to one issue does not automatically apply to every allegation, document, party, property condition, or conclusion within the same case.

Source and Attribution Requirements

Evidence descriptions should identify the source, date, record type, and originating authority when reasonably practicable. Official agency findings and judicial determinations must be attributed to the issuing agency or court. CLAA administrative descriptions must not be presented as quotations or findings of an outside authority.

Reliability and Corroboration Review

Administrative review may consider authenticity, completeness, source reliability, consistency, dates, metadata, independent corroboration, responsible-party responses, public records, and whether the material directly supports the issue for which it is offered. Absence of corroboration does not prove a report false; it means the available record has not supported a higher classification.

Confidentiality and Public-Use Controls

Evidence classification and disclosure status are separate determinations. A record may be highly reliable while remaining complainant-private, restricted, confidential, privileged, legally protected, or otherwise unsuitable for public publication. Service relevance and classification level do not override privacy, privilege, redaction, consent, security, or authorization requirements.

Neutral Descriptions and Non-Overstatement

Titles, summaries, labels, and public descriptions must state what the record shows without overstating what it proves. Staff must distinguish a source’s statement from CLAA’s administrative description and must not convert reported allegations into established facts merely through registration, numbering, preservation, or publication.

Reclassification and Record Updates

CLAA may raise, lower, clarify, or otherwise update a classification when significant new information is received, a source is authenticated or discredited, an agency issues or withdraws a finding, a court enters a determination, or a verified correction is approved. Material changes should be preserved in the administrative history.

Responsible-Party Submissions

Responsible-party responses, clarifications, denials, repair records, inspection materials, and evidence of corrective action are reviewed under the same classification principles. Submission of a response does not automatically resolve the matter, and disagreement with a published record does not by itself establish that the record is inaccurate.

No Legal Finding Created

Registration, numbering, classification, corroboration, verification, preservation, or publication by CLAA does not create a governmental finding, regulatory determination, judicial ruling, enforcement action, or legal conclusion regarding liability. Only the applicable agency or court may issue findings or determinations within its lawful jurisdiction.