Case Files and the Case Manager
How will you organize and coordinate all the data and files you accumulate in the course of your investigations? First, it's helpful to know who's in charge of the group's record-keeping and data storage duties.
The Case Manager
As groups grow over time, it soon becomes apparent that the organization benefits greatly from having a person known as a case manager. The case manager's responsibilities include noting the intake of new cases and managing the data from ongoing investigations.
The case manager's job does not end there; she is in charge of filing and organizing the old cases so their data is accessible to both the organization and to the client. It may be a thankless job, but some people love it, because it gives them ready access to case files and the information that they provide. The case manager is also the person who does background research prior to the actual investigation. She digs out facts and background history and acts as the go-to person for the team in regard to basic information and setup. The case manager is the backbone of the team. When the right person is in the job the workflow goes very smoothly and the group functions at its optimal level.
A little organization at the beginning can go a long way toward quickly building a sterling reputation for reliability and professionalism, which are truly invaluable assets to a group of this kind. If you aren't sure you can keep your records organized, partner up with someone who can.
Intake and Client Screening
Since the case manager is the first point of contact when a potential client calls the group for help, she must quickly ascertain whether the person is desperate, frantic, in danger, or just curious about paranormal activity. She must be a good judge of human nature, too, as ghost hunting groups are targeted for more than their fair share of hoaxes.
The case manager should ask the following questions during a request-to-investigate interview:
What sort of phenomena are you experiencing? Are there moving shadows or are you glimpsing something out of the corner of your eye?
Do you ever experience unexplained cold spots?
Do you hear footsteps or other unexplained noises, such as tapping or voices saying your name?
Do your children ever report seeing someone who isn't there?
Do animals seem to follow something you can't see with their eyes or have a fearful reaction without any apparent reason?
Have you noticed any strange odors?
Do things disappear and then inexplicably reappear later?
Do you ever feel you are being watched?
If the client answers “yes” to more than three of the questions, the case manager should schedule an investigation for the near future. If there are children in the home or a sense of peril, the investigation should be scheduled immediately.
