Document revisions

A title alone cannot identify the exact document the team intends to file or disclose. The matter document records its revision and content hash, along with the file when one is attached. A privilege classification tells the reviewer whether the document remains unreviewed, is privileged or has been found not privileged. The approving person’s name is retained with the record.

The Matter Coordinator registers a document against its matter. The Supervising Attorney checks the intended revision before the team treats it as ready for a downstream action. A production record points to the document and records its own production hash, recipient and authorization reference. These facts let the team distinguish an authorized disclosure from an earlier draft or a similarly named file.

• Revision identity. Keep the title, revision and hash together with the matter.
• Privilege review. Record the classification before a filing or disclosure decision.
• Production trace. Link each recipient and authorization reference to the document produced.

Agree how a revision is numbered and how the content hash is calculated when a file is registered. A newly revised file should be checked as its own content, even when its title resembles a previously approved document. Decide who can classify privilege and which authorization references are sufficient for production. The Supervising Attorney should review the exact content being disclosed.

Establish how the team handles a document that is privileged or still unreviewed. A coordinator may prepare the matter and upload evidence, but a production action needs the legal decision and the right recipient. If delivery happens through another service, agree how its receipt is reconciled with the local production record.

A coordinator registers a draft agreement, including its revision and hash. The attorney reviews it and finds a privileged annex. The document remains classified as privileged while the team prepares a revised version. The replacement has a different revision and hash, so the attorney can make a fresh decision rather than relying on the earlier document’s title.

Before a recipient receives a document, the attorney checks the exact revision and the authorization reference. The team records who received it and when. Later, an auditor can follow the matter to the document and production record, compare the hash and see which authorization was used. A mismatch is an issue to resolve before calling the handoff complete.

• Documents awaiting privilege review — Find unreviewed matter documents.
• Matters in progress — Open the associated matter and its current owner.

Follow document review and production authorization.