01Start with a simple event table

Use one row for each significant event. Include the date, a short factual description, the people involved and a reference to the supporting record. If time matters, include the time zone. A missing date is better marked as unknown than filled in with a guess.

  • Keep the description brief: what happened, who acted and what was communicated.
  • Label estimated dates and add how you arrived at the estimate.

02Separate records from recollections

A message, a document and your memory of a conversation are different sources of information. Identify the source for each timeline entry. When accounts differ, record the difference without silently choosing one version. Place your questions and interpretations in a separate notes column.

  • Use labels such as document, message, personal recollection or second-hand account.
  • Note any gap you want to discuss, rather than trying to resolve it through assumptions.

03Create an index and consistent names

Give each document a reference, such as D01 or D02, and use that reference in the timeline. The index can show its title, date, language and a short description. A working-copy filename such as 2026-04-18_agreement_signed.pdf is an example of a clear naming pattern; retain the original filename separately.

  • Identify drafts, signed versions and later amendments clearly.
  • Keep related email attachments linked to the message that accompanied them.

04Preserve context and readable copies

Keep an unchanged set of the original records and work on copies. Make scans readable and check that pages are complete and in order. For messages, retain enough of the conversation to understand the exchange. Label any translation with its source and whether it was prepared by a person or software.

  • Mark annotations and summaries as your own additions.
  • Store backup copies separately from the working folder.

05Prepare a focused set for review

Start with the overview, timeline and index, then identify the records most relevant to your questions. Ask the intended recipient which files they need and how to transfer them. Keep a record of the version and date you shared so that everyone can refer to the same collection.

  • Check filenames and recipients before sharing.
  • Use the agreed private channel; keep personal records out of public comments and posts.

General preparation guidance. This page does not determine legal rights, deadlines or which law applies.