# Evidence and Exhibits Management

## Purpose

The Evidence & Exhibits workspace provides a structured register for evidence connected to an existing matter and litigation case. It supports evidence identification, exhibit designation, chain-of-custody history, and digital-file integrity verification.

The workspace does not replace Document Management. Files remain stored, versioned, secured, and retrieved through the existing Documents module. Evidence Management stores evidence-specific metadata and links it to those documents.

## Permissions and Matter Access

| Activity | Required permission |
| --- | --- |
| View the evidence register and evidence details | View Evidence (`evidence_read`) and access to the linked matter |
| Register evidence | Create Evidence (`evidence_create`) and access to the linked matter |
| Edit metadata or change evidence status | Update Evidence (`evidence_update`) and access to the linked matter |
| Designate an exhibit or change exhibit status | Manage Evidence Exhibits (`evidence_manage_exhibits`) and access to the linked matter |
| Transfer evidence custody | Transfer Evidence Custody (`evidence_transfer_custody`) and access to the linked matter |
| Verify a digital evidence hash | Verify Evidence Integrity (`evidence_verify_integrity`) and access to the linked matter |
| Acknowledge receipt of custody | The named receiving user, or a user with Transfer Evidence Custody permission |

Evidence access always respects the existing matter-level restrictions. Access to a litigation case alone does not bypass restrictions on its linked matter or confidential documents. The server applies the same checks to direct API requests.

## Open the Evidence Register

1. Open **Practice > Litigation**.
2. Select the case title or case number.
3. Open the **Evidence & exhibits** tab.

The register shows:

- evidence title and generated reference;
- category;
- evidence status;
- exhibit reference and status, where applicable;
- current custodian;
- registration date; and
- available actions.

Select the evidence title in the first column or the eye icon to open the evidence details modal.

### Listing Actions

Authorized users can use the explicit icons in the **Actions** column:

| Action | Purpose |
| --- | --- |
| Eye | Open the complete evidence details modal. |
| Pencil | Edit evidence metadata and related document links. |
| Refresh | Move the evidence to an allowed next status. |
| Exchange | Record a custody transfer. |

Edit, status, and custody actions open only their relevant forms; they do not also open the evidence details modal.

The evidence details modal keeps contextual actions in its footer, including exhibit designation or status, integrity verification, and pending custody acknowledgement.

## Search and Filter Evidence

Use the controls above the register to filter by:

- reference, title, description, source, storage location, matter reference, case number, or case title;
- evidence category;
- evidence status;
- exhibit status; and
- earliest registration date.

Use the pagination controls below the table to move between result pages. Results remain restricted to the current litigation case and the signed-in user's matter access.

## Register Evidence

1. Open the **Evidence & exhibits** tab.
2. Select **Register evidence**.
3. Enter an evidence title.
4. Select the evidence category.
5. Enter a description and source or origin where known.
6. Enter the date obtained and registration date.
7. Select the responsible staff member.
8. Record the storage location.
9. Select an initial custodian, or enter the external custodian's name.
10. Select the original evidence document when applicable.
11. Select any other existing matter documents that support the evidence record.
12. Select **Register evidence**.

The system automatically:

- links the evidence to the current litigation case and its existing matter;
- assigns the initial **Registered** status;
- generates a unique reference within the matter, such as `EV-MAT-001-0001`;
- records the responsible user and registration history; and
- links the selected documents without copying their files.

### Evidence Categories

| Category | Typical use |
| --- | --- |
| Documentary | Contracts, letters, records, reports, and other documents. |
| Physical | Tangible items maintained at a physical storage location. |
| Electronic or Digital | Email exports, device images, datasets, and other electronic files. |
| Photographic | Photographs and image evidence. |
| Audio and Video | Audio recordings and video recordings. |
| Other | Evidence that does not fit another configured category. |

Physical evidence does not require a digital document. Record its storage location and custodian so its location can be traced.

### Document Requirements

Electronic or Digital, Photographic, and Audio and Video evidence requires an existing matter document with an active version. The selected document must belong to the same matter.

The active version at registration becomes the evidence's original document version. Upload, replace, version, or make a document version current through Document Management before registering the evidence. The evidence workflow does not upload or duplicate the file.

The original evidence document and original version cannot be silently replaced through evidence metadata editing. Additional related documents can be added or removed without changing the preserved original version.

## Generated References

Evidence references are generated from the matter reference and a four-digit sequence. Exhibit references are generated from the litigation case number and a three-digit sequence.

Examples:

- evidence: `EV-MAT-2026-001-0001`;
- exhibit: `EX-HCCS-2026-001-001`.

References remain unique within their matter or litigation scope. Historical references are not reused merely because a record is no longer active.

## View Evidence Details

Open the evidence details modal to review:

- evidence reference, category, status, source, dates, responsible staff, and description;
- current custodian, storage location, and any pending transfer;
- integrity status, SHA-256 information, original version, and last verification time;
- related documents and their active versions;
- exhibit details and exhibit status history;
- chronological chain-of-custody records;
- evidence status history; and
- integrity verification history.

Select the eye icon beside a related document to retrieve it through the existing authorized Documents endpoint.

## Edit Evidence Metadata

1. Find the evidence in the register.
2. Select the pencil icon.
3. Update the title, description, category, source, obtained date, responsible staff, storage location, or related documents.
4. Select **Update evidence**.

Archived evidence cannot be edited. The original document, original version, registration date, and current custodian cannot be changed through metadata editing. Use the custody-transfer workflow to change custody.

An evidence record cannot be changed to a digital category unless it already has a preserved original version and SHA-256 hash.

## Evidence Status Management

Select the refresh icon in the register and choose an allowed next status. Add remarks where useful.

The controlled lifecycle is:

1. **Registered** to **Under Review** or **Archived**.
2. **Under Review** to **Registered**, **Verified**, or **Archived**.
3. **Verified** to **Under Review**, **Prepared for Submission**, or **Archived**.
4. **Prepared for Submission** to **Verified**, **Submitted**, or **Archived**.
5. **Submitted** to **Archived**.
6. **Archived** is final and does not permit further evidence transitions.

The system rejects skipped or invalid transitions. Every successful status change records the previous status, new status, responsible user, date and time, and remarks.

### Three Different Meanings of Verification

Do not confuse these independent concepts:

- **Evidence status: Verified** means the internal evidence-review workflow has reached its verified stage.
- **Integrity status: Verified** means the current file hash matches the SHA-256 hash captured from the original version.
- **Exhibit status: Admitted** means the court or tribunal admitted the exhibit.

Changing one does not automatically change either of the others.

## Designate Evidence as an Exhibit

Evidence must be linked to a litigation case before it can become an exhibit.

1. Open the evidence details modal.
2. Select **Designate exhibit** in the footer.
3. Enter the exhibit classification where applicable.
4. Select a related hearing or proceeding when applicable.
5. Enter the exhibit description.
6. Select **Save**.

The system creates one exhibit designation for the evidence, generates the exhibit reference, and assigns the initial **Proposed** status. The original evidence record remains intact and linked to the exhibit.

Archived evidence cannot be designated as an exhibit. A proceeding selected for the exhibit must belong to the same litigation case.

## Update Exhibit Status

After designation, open the evidence details modal and select **Update exhibit** in the footer.

Record the new status, submission or presentation date, related proceeding, and remarks. Allowed transitions are:

1. **Proposed** to **Prepared** or **Withdrawn**.
2. **Prepared** to **Proposed**, **Submitted**, or **Withdrawn**.
3. **Submitted** to **Admitted**, **Rejected**, or **Withdrawn**.
4. **Admitted** to **Withdrawn**.
5. **Rejected** and **Withdrawn** are final.

Submitting an exhibit does not automatically mark it as admitted. Admission or rejection must be recorded separately after the court's decision.

Every exhibit transition is added to the exhibit status history. Exhibit status remains separate from the evidence status.

## Transfer Custody

Use the exchange icon in the evidence register to record every custody movement.

1. Select the receiving staff member, or leave the staff selection empty for an external custodian.
2. Enter the receiving person or entity's name.
3. Enter the transfer date and time.
4. Enter the new storage location where applicable.
5. Enter the transfer reason.
6. Record the evidence condition at transfer.
7. Leave **Require receiving custodian acknowledgement** selected when receipt must be confirmed.
8. Select **Save**.

The transfer record preserves:

- the outgoing and incoming custodian;
- transfer date and reason;
- previous and new storage locations;
- condition and remarks;
- the user who recorded the transfer; and
- acknowledgement information where required.

Custody history is append-only through normal use. Editing evidence metadata cannot overwrite it.

### Custody Acknowledgement

When acknowledgement is required, the transfer remains **Pending Acknowledgement**. The evidence's current custodian and storage location do not change until receipt is acknowledged.

The named receiving user can open the evidence details modal and select **Acknowledge custody** in the footer. A user with Transfer Evidence Custody permission can also acknowledge where operationally required.

After acknowledgement, the transfer becomes **Completed**, and the receiving custodian and new storage location become current. Only one transfer can await acknowledgement for an evidence record at a time.

If acknowledgement is not required, the transfer completes and current custody changes immediately.

## Digital Evidence Integrity

When digital evidence is registered, the system calculates a SHA-256 hash from the selected document's active version and stores the exact version used as the immutable original evidence version.

To verify integrity:

1. Open the evidence details modal.
2. Select **Verify integrity** in the footer.
3. The system recalculates the SHA-256 hash from the preserved original version.
4. Review the result in **Digital integrity** and **Integrity verification history**.

A matching value records **Verified**. A different value records **Failed** and retains both the expected and calculated result in the verification history.

Verification reads the file but does not modify it. It does not replace the original document, create a new version, change evidence workflow status, or determine court admissibility.

If an original evidence file is unavailable, the system blocks verification and reports that the file cannot be processed. Resolve storage or document availability through Document Management rather than attaching an unrelated replacement.

## Archived Evidence

Archiving preserves the evidence record, linked documents, exhibit designation, status histories, custody history, and integrity verification history.

Archived evidence cannot be:

- edited;
- moved to another evidence status;
- designated as or updated as an exhibit; or
- transferred to another custodian.

Archiving is a final evidence lifecycle transition in the current workflow. Confirm that the record is complete before archiving it.

## Audit History

The existing audit logging system records sensitive evidence operations, including:

- evidence registration and metadata changes;
- evidence status changes;
- exhibit designation and updates;
- custody transfers and acknowledgements; and
- integrity verifications.

Dedicated status and custody histories provide the operational sequence, while the audit log records system changes. Direct API requests remain subject to permission, matter-access, document-boundary, transition, and audit controls.

## Recommended Workflow

1. Create and maintain the matter and litigation case through their existing modules.
2. Upload and classify files through Document Management.
3. Confirm the intended original digital file has an active version.
4. Register the evidence and record its source, storage, responsible staff, and initial custodian.
5. Review the evidence and move it through the controlled evidence statuses.
6. Record every custody movement and require acknowledgement where necessary.
7. Verify digital integrity at appropriate control points.
8. Designate the evidence as an exhibit only when it is intended for the litigation proceeding.
9. Record exhibit preparation, submission, and the court's admission or rejection separately.
10. Archive the evidence only after the operational record is complete.

## Troubleshooting

| Situation | Meaning and action |
| --- | --- |
| The Evidence & exhibits tab is unavailable | Confirm that you have Litigation access, View Evidence permission, and access to the linked matter. |
| Register evidence is unavailable | Ask an administrator to grant Create Evidence permission. |
| A document is missing from the form | Confirm that it belongs to the litigation matter and that you can view it. |
| Digital evidence cannot be registered | Select an existing matter document with an active version and an available stored file. |
| The system rejects a status change | Select an allowed next status rather than skipping lifecycle stages. |
| Exhibit designation is unavailable | Confirm Manage Evidence Exhibits permission, a linked litigation case, and a non-archived evidence record. |
| A hearing is missing from exhibit selection | Confirm that the hearing or proceeding belongs to the same litigation case. |
| Another custody transfer is rejected | Complete the existing transfer awaiting acknowledgement before recording another. |
| Current custody did not change after transfer | The transfer requires receiving-custodian acknowledgement. |
| Acknowledge custody is unavailable | Sign in as the named receiving user or obtain Transfer Evidence Custody permission. |
| Integrity verification is unavailable | The record has no preserved original digital version or you lack Verify Evidence Integrity permission. |
| Integrity verification failed | Treat the result as an integrity alert. Review the preserved document version, storage history, and custody history; do not silently replace the file. |
| Evidence cannot be edited or transferred | Archived evidence is protected against further operational changes. |