Documents and evidence

A legal document holds the title, revision, privilege state, content hash, file and approving name against a matter. An evidence attachment keeps uploaded evidence with a visibility choice, evidence type, upload date and staff member. A document production links a document and matter to a recipient, production date, authorization reference and production hash. These separate records support distinct questions about what was held, reviewed and produced.

• Record the version. Evidence Officer keeps the title, revision and content hash with the matter.
• Decide privilege. Matter Owner reviews the current document before it is used for production.
• Record the outward action. A production identifies its recipient, authority, date and hash; an attachment has its own visibility choice.

Agree who may mark a document privileged or not privileged and who checks a production authorization reference. Internal and shared attachments need deliberate access rules. A newer file revision should not silently erase the identity of the earlier document used in a production; retain the revision and hash that explain what the recipient received.

Decide who may set privilege state and who verifies a production authorization. Define when an attachment is Internal or Shared before importing files. Keep the document revision and content hash available when an Evidence Officer records a production, since the production links to the document record rather than storing its own revision. Rehearse a changed document after production and check that the earlier hash can still be explained.

Suppose counsel selects a document for a requested production. Evidence Officer checks the current privilege state and approval name, then records the recipient and authorization reference before production. After the production, the officer records its date and hash. The matter owner can compare that history with the matter attachment and deadline records when answering a later question.

Ask another Evidence Officer to locate the produced document from the production record. They should check the matter, recipient, authorization reference, document revision and content hash against the production hash. A document still marked Unreviewed needs a privilege decision before the team uses it for production.

• Unreviewed documents — Matter documents awaiting a privilege decision.
• Active matter register — The matter context that connects the document and production.

Follow the related process and review the data model.