Create categories before collecting files
Use separate folders for incident records, photographs and video, witnesses, medical care, expenses, employment, insurance, property, and legal correspondence. Keep original filenames when possible.
Record provenance
For each item, note who created it, when it was created, when you received it, how it was received, and where the original is stored. Do not edit an original photo, message export, or report.
Log requests and missing records
Track the date, recipient, requested item, response, follow-up date, and any fee. A missing-record list is more useful than assuming the record does not exist.
Protect sensitive material
Use secure storage and confirm a firm’s intake method before transmitting medical, identity, employment, or financial information. Avoid posting incident details publicly.
Connect evidence to legal questions
Flag which documents may help establish timing, identity, notice, location, fault, causation, treatment, expenses, or income effects. A lawyer can assess admissibility and what else should be preserved.