Managing Evidence and Digital Case Files
Build and organize a complete digital evidence library for your cases. Learn how to catalog exhibits, link evidence to hearing dates, and prepare for trial.
Last updated: April 2026
The Role of Evidence in Case Preparation
Every case stands or falls on its evidence. Whether you are prosecuting a criminal matter or defending a civil suit, having your evidence organized, accessible, and properly cataloged means the difference between presenting a confident, well-ordered case and scrambling through stacks of paper in court.
Advocate CMS provides a dedicated evidence management system within each case file so that every exhibit, document, photograph, recording, and witness statement is catalogued and retrievable in seconds.
Setting Up the Evidence Section
Every case has an **Evidence** tab. When you first open it, it is empty. Before adding evidence, we recommend creating a structure.
Evidence Categories
Advocate CMS organizes evidence into categories:
- **Documentary Evidence** — contracts, agreements, correspondence, official records
- **Photographic Evidence** — photographs, site plans, injury documentation
- **Digital Evidence** — emails, screenshots, audio recordings, video recordings
- **Witness Statements** — affidavits, examination-in-chief drafts, recorded statements
- **Expert Reports** — forensic reports, medical opinions, valuation reports
- **Court Records** — prior orders, judgments from related matters
To create categories specific to a case, click **Manage Categories** in the Evidence tab. You can add custom categories and remove ones that do not apply.
Adding Evidence Items
Step 1: Upload the File
1. Open the case and click the **Evidence** tab
2. Click **Add Evidence Item**
3. Upload the file (PDF, JPG, PNG, MP3, MP4, DOCX are supported)
4. Files up to 50 MB are supported per item. For larger files (such as video recordings), we recommend uploading to a secure cloud storage and linking the URL instead
Step 2: Catalog the Item
After uploading, fill in the evidence details:
- **Exhibit Number** — the number by which this evidence will be referred to in court (e.g., "Ex. P-1" for Prosecution Exhibit 1, or "Ex. D-3" for Defence Exhibit 3)
- **Description** — a brief description of what the evidence shows or contains
- **Date of Evidence** — the date the evidence was created or the event it documents
- **Category** — select from your categories
- **Source** — where the evidence came from (client, police records, government office, etc.)
- **Confidentiality Level** — Internal, Confidential, or Highly Confidential
Step 3: Link to Hearing Dates
Every evidence item can be linked to one or more hearing dates. This means that when you are preparing for a specific hearing, you can quickly filter to see only the evidence relevant to that hearing.
1. In the evidence item details, click **Link to Hearing**
2. Select the hearing date from the case's hearing list
3. Add a note about how this evidence will be used in that hearing (e.g., "To be tendered during cross-examination of PW-2")
The Evidence Matrix
The **Evidence Matrix** view shows all evidence items in a table format with columns for:
- Exhibit number
- Description
- Category
- Date
- Linked hearings
- Upload date
- Uploaded by
You can sort by any column, filter by category or linked hearing, and search by keyword. This is the primary view you will use when preparing for hearings.
Marking Evidence as Filed
When evidence is actually presented in court, mark it as **Filed**:
1. Open the evidence item
2. Click **Mark as Filed**
3. Enter the hearing date on which it was filed
4. Add any court remarks about the evidence (e.g., "Admitted without objection" or "Objection raised by opposing counsel, court has reserved orders")
Filed evidence items get a green checkmark badge in the Evidence Matrix.
Handling Objections
When opposing counsel raises an objection to your evidence, record it:
1. Open the evidence item
2. Click **Record Objection**
3. Enter the nature of the objection
4. Note the court's response (admitted, rejected, or reserved)
This creates a permanent record of how each piece of evidence was received by the court, which is important for appeals.
Witness Evidence Management
For witness-related evidence, Advocate CMS provides additional structure:
Witness Profiles
Create a witness profile for each witness in your case:
1. Go to the **Witnesses** sub-tab under Evidence
2. Click **Add Witness**
3. Enter the witness name, role in the case (e.g., Eyewitness, Expert, Character Witness), and their connection to the matter
4. Link evidence items to the witness profile
Examination Notes
For each witness, you can prepare examination notes:
- **Examination-in-Chief** — the questions you plan to ask
- **Anticipated Cross-Examination** — what you expect opposing counsel to ask, and your prepared responses
- **Re-Examination Points** — follow-up areas that may need clarification after cross
These notes are visible only to your team and are marked as internal working documents. They never appear in client-facing reports.
Bulk Evidence Operations
When you receive a large batch of evidence (common when a client brings boxes of documents):
1. Use **Bulk Upload** — select multiple files at once
2. Advocate CMS will upload all files and create draft evidence items
3. Go through each draft to fill in exhibit numbers, descriptions, and categories
4. Use the **Bulk Edit** feature to update multiple items at once (e.g., set the same category or link to the same hearing)
Evidence and Trial Preparation
When preparing for trial, use the evidence system to build your case narrative:
1. Go to the **Evidence Matrix**
2. Filter to show only evidence linked to the trial hearing dates
3. Sort by exhibit number to see the order in which evidence will be presented
4. Use the **Trial View** — a special view that arranges evidence chronologically alongside your examination notes
The Trial Bundle Feature
Advocate CMS can compile selected evidence items into a trial bundle:
1. Select the evidence items to include
2. Click **Generate Trial Bundle**
3. Choose the order (exhibit number, date, or custom order)
4. The system generates a single PDF with a table of contents and tabbed sections
You can print this bundle or use it digitally on a tablet in court.
Managing Opposing Counsel Evidence
Track evidence filed by the other side:
1. Create a category called "Opposing Evidence"
2. When opposing counsel files evidence, upload it and categorize it
3. Add your analysis notes — weaknesses, inconsistencies, contradictions with your own evidence
4. Use the **Compare** feature to put opposing evidence side by side with your own evidence on the same topic
Security Considerations
Evidence is often the most sensitive material in a case. Advocate CMS handles this with:
- **Encryption** — all files are encrypted both in transit and at rest
- **Access controls** — use team roles to restrict who can view specific evidence categories
- **Audit trail** — every view, download, and edit of an evidence item is logged
- **Exhibits marked as confidential** — can be hidden from team members with Junior Advocate role if needed (Admin and Lead Advocate can configure this)
Chain of Custody
For criminal matters, the chain of custody for evidence is critical. Advocate CMS logs:
- When evidence was first uploaded
- Who uploaded it
- Every time it was viewed or downloaded
- Every edit to the evidence record
This metadata can be exported as a **Chain of Custody Report** for submission to the court.
Search Across Evidence
The global search bar in Advocate CMS searches across evidence too. Search for any name, date, keyword, or exhibit number and matching evidence items appear in the results.
Archiving Evidence
When a case is disposed, its evidence is automatically archived along with the case. Archived evidence remains searchable and accessible but is separated from active matters. You can restore archived evidence at any time — useful for appeals or when the same facts are relevant to a different case.
Next Steps
- [Document management best practices](https://adcms.hikmotic.com/help-center/document-management-best-practices) for organizing all case documents
- [Team roles and permissions](https://adcms.hikmotic.com/help-center/setting-up-team-roles-permissions) to control evidence access
- [Contact support](https://adcms.hikmotic.com/contact) for help with trial bundle configuration
Related Articles
Document Management Best Practices
Organize legal documents digitally. Learn folder structure, naming conventions, and approval workflows for pleadings and orders.
Setting Up Team Roles and Permissions
Understand the four roles in Advocate CMS and configure access so your team works together without risking sensitive information.