Forensic Data/Discovery Packet Index

Index Version: [vX.Y] (Increment for substantive changes; maintain version history externally if required)

Index Status: [Draft / Final / Produced]

Date Generated: [YYYY-MM-DD]

Generated By: [Name, role]

Matter/Case ID: [Case identifier]

Jurisdiction/Venue: [Court or venue name / Unknown—pending confirmation]

Confidentiality Designation: [None / Confidential / Attorneys' Eyes Only / Protective Order Pending]

Legal Hold Status: [Active / Not active / Unknown]

Scope Statement: [Time period covered, custodians/sources included, and whether this index is a full file inventory or limited to a production set] (1–3 sentences; factual only, no substantive summaries)

Definitions & Conventions

(Use these controlled vocabularies consistently throughout the index. Document rationale in Notes if deviating.)

• Item Types: correspondence; note; recording; transcript; test data; test materials; record received; report draft; report final; billing/admin; demonstrative; literature/reference; disclosure/consent; court order/subpoena; production cover letter
• Source: created by evaluator; received from retaining party; received from third party; vendor-generated
• Format: paper; PDF; DOCX; email (.msg/.eml); audio; video; image; dataset; proprietary test software output
• Status: not collected; collected; under review; redacted; produced; withheld; superseded
• Protection Flags: PHI; sensitive third-party info; minor; substance-use info; test security; trade secret; attorney-client; work product; court-sealed; protective-order required
• Item ID format: FD-000001 (sequential, never reused). For derivatives or related items, record Parent Item ID (e.g., recording → transcript → excerpt).
• Bates conventions: [Prefix]-[Start]-[End] when applicable. Use "Pending Bates" for pre-production items or "Native produced" if not Bates-labeled.
• Hash/integrity (for media/high-risk digital items): Record hash algorithm (e.g., SHA-256), hash value, date hashed, and hashed-by. If hashing not performed, record "Hash not generated" with reason.
• Date conventions: Use ISO format YYYY-MM-DD; for ranges, use YYYY-MM-DD to YYYY-MM-DD; use "Approx." or "Unknown" with brief reason when uncertain.
• Missing information: Use explicit placeholders: "Unknown (not provided)", "Unknown (not ascertainable from file)", or "Inferred—needs confirmation".

Index Overview

• Total items indexed: [Number]
• Items created by evaluator: [Number]
• Items received: [Number]
• Items produced: [Number]
• Items withheld: [Number]
• Items pending review: [Number]
• Known duplicates/superseded versions: [Count and brief descriptor, reference Item IDs]
• Missing/expected items: [List items not yet received, or "None"] (Do not include substance)

Master Material Log

(Single authoritative inventory. One entry per item. Use neutral, factual descriptions only. Do not summarize privileged or substantive content. Repeat block for each item.)

• Item ID: [FD-000001]
• Item Title/Short Description: [Neutral, factual label]
• Item Type: [Select from Item Types]
• Date Created: [YYYY-MM-DD / date range / Approx. / Unknown (reason)]
• Date Received: [YYYY-MM-DD / N/A / Unknown (reason)]
• Author/Originator: [Name or entity / Unknown]
• Recipient(s): [Name(s) or entity(ies) / N/A / Unknown]
• Source: [created by evaluator / received from retaining party / received from third party / vendor-generated]
• Format & File Extension: [paper / PDF / DOCX / email (.msg/.eml) / audio / video / image / dataset / proprietary]
• Page Count or Duration: [Number of pages / HH:MM:SS / file size / Unknown]
• Storage Location: [Path, folder, repository, or evidence locker ID]
• Production Status: [not collected / collected / under review / redacted / produced / withheld / superseded]
• Bates Range: [Prefix-Start–End / Native produced / Pending Bates / N/A] (If produced)
• Redaction Status: [none / partial / complete]
• Protection Flags: [Applicable flags from controlled vocabulary]
• Parent Item ID: [FD-0000XX / N/A] (For derivatives/related items)
• Notes: [Administrative notes only: file integrity, completeness, handling instructions; no substance]
• Custodian: [Name or role / Unknown] (Include if applicable)
• Hash: [Algorithm, value, date hashed, hashed-by / "Hash not generated" (reason)] (Include if applicable)
• Language: [Language / Unknown] (Include if applicable)
• Interpreter/Transcription Vendor: [Entity, job number, date / Unknown] (Include if applicable)
• Relates-to Link: [Related Item ID(s) / N/A] (Include if applicable)

Sectioned Logs

(Include only sections with items; omit empty sections. Each entry must exist in the Master Material Log with matching Item ID.)

Engagement & Authority Documents

(Retainer/engagement letters, court orders/subpoenas, authorizations/releases, confidentiality notices, protective orders, referral questions.)

• Item ID: [FD-0000XX]
• Document Type: [retainer / court order / subpoena / authorization / protective order / referral question]
• Date: [YYYY-MM-DD / date range / Unknown]
• Issued by / Executed by: [Name or entity / Unknown]
• Status: [collected / produced / withheld / superseded]
• Notes: [Administrative only: signature present, effective dates; no substance]

Correspondence & Communications

(Emails, letters, texts, phone memoranda. For potentially privileged communications, note at high level and route to privilege handling without summarizing content.)

• Item ID: [FD-0000XX]
• Communication Method: [email / letter / text / phone memo / portal message]
• Date: [YYYY-MM-DD]
• Participants (From/To/CC): [Names or entities]
• Thread ID or Subject Line: [Identifier or neutral label]
• Status: [under review / produced / withheld]
• Protection Flags: [e.g., attorney-client / work product / PHI]
• Notes: [Administrative only: attachment count, format issues; no substance]

Notes & Work Product

(Encounter/interview notes, testing session notes, collateral contact notes, administrative notes, drafting/editing notes. Label entries as "note" without substantive detail.)

• Item ID: [FD-0000XX]
• Note Subcategory: [encounter note / testing session note / collateral note / administrative note / drafting note]
• Date: [YYYY-MM-DD / date range]
• Status: [collected / under review / produced / withheld]
• Protection Flags: [work product / PHI / test security]
• Notes: [Administrative only: handwritten vs typed, legibility, page count]

Recordings, Transcripts & Media

(Audio/video recordings, transcripts, still images, derived clips/excerpts. Confirm transcript-recording alignment and consistent redactions.)

• Item ID: [FD-0000XX]
• Media Type: [audio / video / image / transcript / excerpt]
• Device/Source: [Recording device or application / Unknown]
• Duration or Timestamp Range: [HH:MM:SS or start–end timestamps]
• File Codec: [Codec / Unknown] (If known)
• Hash: [Algorithm, value, date hashed, hashed-by / Hash not generated (reason)]
• Linked Transcript Item ID: [FD-0000YY / N/A]
• Third-party recording present: [yes / no / unknown]
• Redaction Status: [none / partial / complete]
• Status: [under review / produced / withheld]
• Notes: [Administrative only: playback verified, file integrity, format conversions]

Psychological Testing & Assessment Data

(Clearly separate test data from test materials. Flag test materials as RESTRICTED; produce only per court order and consistent with ethical/contractual obligations.)

Test Administration Roster

• Item ID: [FD-0000XX]
• Test Name: [Test title or acronym]
• Administration Date(s): [YYYY-MM-DD / date range]
• Status: [collected / produced / withheld]
• Notes: [Administrative only: version/build, language, accommodations]

Test Data (Raw/Protocols/Scores)

• Item ID: [FD-0000XX]
• Data Type: [raw responses / protocol with responses / score summary / software output]
• Completeness: [complete / partial / Protocol incomplete—page(s) missing]
• Format: [paper / PDF / proprietary test software output]
• Protection Flags: [test security / PHI]
• Status: [under review / produced (restricted channel) / withheld]

Test Materials (RESTRICTED)

• Item ID: [FD-0000XX]
• Material Type: [manual / stimuli / blank forms]
• Restriction: RESTRICTED—test security
• Status: [withheld / produced per court order]
• Notes: [Administrative only: custody, vendor licensing constraints]

Records Received / Records Reviewed

(Organize by source type: medical, school, employment, correctional, prior evaluations, legal.)

• Item ID: [FD-0000XX]
• Source Entity: [Organization name]
• Source Type: [medical / school / employment / correctional / prior evaluation / legal]
• Date Range Covered: [YYYY-MM-DD to YYYY-MM-DD / Unknown]
• Date Received: [YYYY-MM-DD]
• Original Format: [paper / PDF / native EHR / other]
• Completeness: [complete / partial / unknown]
• Status: [under review / produced / withheld]
• Notes: [Administrative only: missing pages, duplicates, legibility issues]

Draft/Final Reports & Disclosures

(Do not delete superseded drafts; mark as superseded and retain.)

• Item ID: [FD-0000XX]
• Report Stage: [report draft / report final / errata/addendum / disclosure (CV/fee schedule)]
• Report Version ID: [Version label]
• Issued to: [Entity name]
• Supersedes: [Item ID / N/A]
• Signature Status: [signed / unsigned / e-signed]
• Status: [produced / withheld / superseded]
• Notes: [Administrative only: file format, page count]

Production Sets & Delivery Log

(Track each production event and contents. Do not store passwords.)

• Production Set ID: [PRD-0001]
• Date Produced: [YYYY-MM-DD]
• Produced By: [Name, role]
• Recipient: [Entity and contact name]
• Delivery Method: [secure file transfer / courier / email / portal]
• Encryption Method: [Method used / N/A] (Do not include passwords)
• Bates Range(s) Included: [List ranges / Native produced]
• Items Included: [List Item IDs or reference scoped report]
• Exceptions/Pending Items: [High-level description without substance]

Privilege / Protection Log

(Document withheld items sufficiently to allow assessment without revealing protected content. Use document-by-document or categorical entries as appropriate to volume.)

• Withhold ID or Item ID: [WL-0001 or FD-0000XX]
• Date: [YYYY-MM-DD / date range / Unknown]
• Document Type: [correspondence / note / report draft / recording / other]
• Author/Participants: [Names or entities, roles if needed]
• Recipient(s): [Names or entities]
• Privilege/Protection Basis: [attorney-client / work product / test security / PHI / court-sealed]
• High-level Subject Descriptor: [Neutral, non-substantive descriptor]
• Reason Withheld: [Brief basis without disclosing substance]

QC Checklist & Sign-off

(Verify prior to finalization or production.)

• [ ] All items have unique Item IDs (no duplicates)
• [ ] Bates ranges continuous per production set (if used)
• [ ] Redactions consistent across duplicates/derivatives
• [ ] Media files verified playable and match transcripts
• [ ] Test materials segregated and flagged as RESTRICTED
• [ ] Withheld items have corresponding privilege/protection entries
• [ ] Storage locations validated and accessible
• [ ] Hash/integrity documented or reason noted if not generated
• [ ] Index version updated after changes

Prepared by: [Name, role] Date: [YYYY-MM-DD]

Reviewed by: [Name, role] Date: [YYYY-MM-DD]

Approved for production by: [Name, role] Date: [YYYY-MM-DD] (Include if applicable)

(General Instructions: Maintain neutrality throughout. Avoid clinical opinions or substantive summaries. This index serves as the authoritative ledger of what exists, what was produced vs. withheld, and where each item is stored. Use defined controlled vocabularies. Omit empty sections. For missing information, use explicit "Unknown" placeholders with reasons.)