Build an evidence index an adviser can actually use

Give each item a stable reference

An index is a map of your material, not an argument about who is right. It should let another person find a document, understand its origin and connect it to a question. Begin with items already in your possession or legitimately available to you.

Use simple references such as E001, E002 and E003. Keep each reference attached to the same item throughout the matter. Do not change references merely because you sort the spreadsheet by date. If one item contains multiple attachments, describe the relationship rather than losing it.

Describe what the item is

Write “Email received from supplier about revised invoice” rather than “Proof of supplier fraud”. The first tells a reviewer what they will find; the second decides the issue before the material has been examined.

Separate the date of the event from the date of the document and the date you obtained it. A letter written on Monday can refer to a meeting held the previous Friday. If a date is uncertain, mark it as uncertain instead of inventing precision.

• Source: where the item came from and how it was obtained.
• Original: who holds it, and in what format.
• Relevance: the question it might help answer.
• Limitations: missing pages, uncertain dates or incomplete context.

Link the index to your chronology

Use the same item references in your timeline. One event may have several supporting documents; one document may concern several events. These links are more useful than creating multiple duplicate files with slightly different names.

Include material that appears to contradict your initial view. A review is stronger when the adviser can see uncertainties early. Keep private information unrelated to the question out of a general circulation copy, and retain a record of any redactions.

Prepare a small, clear first bundle

Choose a short overview and a few representative documents for the initial discussion. A large unsorted attachment can make it harder to identify urgency, scope and missing information. The index itself can be discussed before any underlying files are transferred.

Free first step: download our blank index and enter ten items, then ask whether every description is neutral and every source traceable. Ask PDC for help if the material is extensive, contested or spread across devices. A litigation document list or court bundle requires your solicitor’s direction; this template does not replace one.

Questions you may have