How should interview notes be prepared and stored?

How should interview notes be prepared and stored?

• A. Only oral summaries; stored locally on a drive without backup
• B. Delayed, summarized notes; unsecured storage; paraphrased quotes; no timestamps
• C. Notes should be invented after interviews for consistency
• D. Timely, accurate, objective notes; secure storage; verbatim quotes when possible; timestamped

Answer: (D)

Interview notes should be timely, accurate, and objective, with secure storage and useful detail to support credibility and later review. Capturing notes soon after the interview helps preserve precise details and reduces memory distortion. Recording what was said with verbatim quotes when possible, and including who said it, the date and time, and the context, keeps the notes faithful to the conversation and easier to verify. Keeping quotes verbatim when feasible preserves exact meaning and supports transparency, while timestamps provide a clear sequence of statements, which is especially important for later audit trails or cross-checking.

Storing these notes securely is essential to protect privacy and maintain trust. Access should be restricted to authorized personnel, and there should be a secure, backed-up system so information isn’t lost. This approach contrasts with relying only on oral summaries, delaying notes, making up content after the fact, or storing material unsecured, which can introduce bias, memory errors, and privacy risks. Paraphrasing too freely or omitting timestamps can distort meaning and remove important context.

A practical way to implement this is to use a consistent template that records the date, time, interviewer and interviewee, location, topic, key points, verbatim quotes with attribution when possible, and any relevant nonverbal cues. Store the notes in an encrypted, access-controlled location with backups and a clear retention policy to ensure both usefulness and confidentiality.