Check an exhibit index against the actual exhibits
For paralegals preparing hearing or trial exhibits.
How do I catch a polished exhibit list that points to the wrong files?
Check in both directions. Open the file named in every row, then start with each file in the proposed set and find its row. Record the source for each status and resolve mismatches before distributing the set.
Build a row someone else can find
Start with the court’s and judge’s current instructions. For a working index, record the assigned identifier, neutral description, document date if known, source or production range, exact filename and pages. Keep an internal version field and note who checked it. Use the court’s required columns for any court-facing list.
Describe distinguishing details. “March 6 dispatch email with three photos” is more useful than “email.” If several items share a date or a filename, add sender, recipient, version or page range. Use approved handling for confidential versions and inspect descriptions for sensitive information before circulation.
Run the two-way check
Sort by assigned identifier and look for repeats or unexplained gaps. Open every linked file. Compare the cover, significant pages, attachments and last page to the description. Then inventory the actual delivery folder. A second file carrying the same number or an attachment outside the folder can survive a row-only check.
Test the package from its delivery location. Links to a preparer’s computer can work for the preparer and fail for everyone else. Log exceptions with the identifier, mismatch, responsible person and replacement or decision required.
Separate proposal from the court’s ruling
Keep proposed, marked, offered and admitted status distinct where the court uses those terms. Record the ruling or other court record that supports a status change. The Southern District of Georgia’s instructions illustrate how local numbering and descriptions work and expressly direct counsel to the judge’s additional requirements.
Worked example
Illustrative example. Row 17 describes a signed three-page agreement. The linked PDF opens to two unsigned pages, while an unindexed file in the folder has the signature page. Preserve both files, flag row 17, and ask counsel which version belongs in the exhibit set. After selection, reopen the delivered PDF and compare its pages to the corrected row.
Primary sources
Related work at Agentic Attorney
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