How should I name electronic evidence files?
Last reviewed: August 17, 2026
General information only. This article explains practical record preservation and organization. It is not legal advice and does not tell you what evidence is legally sufficient for your case.
Use consistent sortable filenames, for example YYYY-MM-DD_Incident-##_Type-##_Status.ext. Preserve source originals separately and rename working copies when appropriate. Use version labels such as ORIGINAL, COPY, TRANSLATION, ANNOTATED, REDACTED, and TRANSCRIPT consistently, and keep a master index mapping organized names to source names.
Practical preservation rules
Keep original records unchanged whenever possible. Work from copies for renaming, highlighting, annotation, compression, conversion, or redaction. Record uncertainty honestly rather than inventing exact dates, identities, locations, or explanations. Keep a master index so an attorney or accredited representative can locate the underlying source material quickly.
If documents will be filed in immigration court, your personal folder structure is not automatically the filing format. Check the current EOIR rules and the immigration judge's instructions, including requirements that may apply to document order, pagination, exhibits, service, and certified English translations.
Official sources
- USCIS — Form I-589: https://www.uscis.gov/i-589
- DOJ EOIR — Policy Manual, Documents: https://www.justice.gov/eoir/policy-manual-eoir/part-II/icpm/chapter-2-3
- DOJ EOIR — Immigration Court Practice Manual, Chapter 3.3: https://www.justice.gov/eoir/reference-materials/ic/chapter-3/3
Before publishing
Recheck the linked official sources for updates. For case-specific questions, use a licensed immigration attorney or DOJ-accredited representative.