DOCUMENT ORDER
How to organise documents and screenshots chronologically
Chronological order turns a folder of attachments into a readable story. The goal is not to change the files, but to give each document a date, a purpose and a clear confidence level.
1. Find the date in the strongest source
A date may appear inside the document, in its filename or in metadata. The date printed on a receipt or email header is usually more meaningful than the time the file happened to be downloaded.
When several dates appear, distinguish the document date from the event date. An invoice may be issued after a purchase; a screenshot may be created days after the event it displays.
- Document content
- Email or receipt headers
- Filename
- Metadata as supporting information
2. Separate events, evidence and interpretation
The event is what happened; the evidence is the file that documents it; the summary is a short sentence connecting the two. Keeping these elements separate reduces errors and makes it easier to correct one date without rewriting the dossier.
Use neutral descriptions such as 'email sent to the seller' or 'tracking without recorded delivery'. Avoid unsupported conclusions: the dossier should make facts easier to read, not replace the recipient's assessment.
3. Flag anything that needs checking
Do not force precision that the documents cannot support. If OCR misreads a date or the file contains two possible days, flag the event and require manual confirmation.
Finally, read the sequence from start to finish. Duplicate dates may be correct, while a gap may reveal a missing document. Export the PDF only after this review.
The four fields to keep
- Associated date
- Source of the date
- Event summary
- Status: verified or needs checking
Common questions
Is the file date always correct?＋
No. It may show when the file was copied or downloaded. Compare it with the content.
What if I cannot find a date?＋
Keep the document separate, describe it and request manual confirmation before adding it to the timeline.