Evidence

An Investigator may receive an interview note, a message export or another file relevant to a matter. A record attachment holds its title, evidence type, upload date, uploader and visibility. The matter link places it in the case history. Staff should choose Internal or Shared deliberately, because the label tells colleagues which audience the file is intended for.

Controlled legal documents carry a title, revision, content hash, privilege state and approving name. This lets the Records Custodian identify the exact revision being considered. A document production names the recipient, authorization reference, production hash and linked document. These records are especially useful when someone later asks which revision left the team and under whose authority.

• Collection. The Investigator links evidence to the matter as it is received and records who uploaded it.
• Review. The Records Custodian checks privilege and revision before a document is used outside the case team.
• Production. A production record ties the exact controlled document to a recipient and authorization reference.

Define what Internal and Shared mean for the organization, including who may change visibility after upload. Set naming conventions for evidence types and rules for retaining the original file. Agree who may set a document’s privilege state and how the approving person is recorded. The document’s content hash and revision should follow the actual file being reviewed, rather than a title reused across later versions.

If the team sends a document through an external channel, agree how to capture the recipient’s acknowledgment and the authorization reference. The production record should describe the version actually sent. An authorized production and a confirmed delivery are separate events; use the provider’s evidence when a delivery claim matters.

Attach an interview note to an active matter with Internal visibility. The Independent Reviewer should be able to see the case evidence within their authorized scope, while a staff member without case access should not gain it through a direct file link. Add a controlled document at a named revision, record its content hash and assess privilege before deciding whether it can be produced.

Then record a production for the approved revision and a specific recipient. Compare its production hash and authorization reference with the controlled document and sending evidence. If the file changes, treat it as another revision that needs review. This keeps the matter’s evidence history useful after the immediate investigation has ended.

• Evidence Register — Matter attachments with evidence type, uploader and visibility.
• Document Privilege Review — Controlled documents awaiting a privilege decision.
• Matter Review Queue — Matters whose evidence is being checked before closure.

Follow evidence control and matter review.