Short answer: Use an evidence index that records the source of each item, when you obtained it, and where the original is stored. If you do not know the source or date, mark that uncertainty instead of guessing.
This page provides general information and organization guidance only. It does not decide whether evidence is legally sufficient, tell you what to file, or replace advice from a licensed immigration attorney or DOJ-accredited representative.
Create a source column for every item
A useful evidence index can include an evidence number, event date, document date, source, date obtained, original filename, working filename, language, translation status, and a short factual description. For a public report, keep the publisher, title, publication date, direct URL, date accessed, and relevant page or section.
EOIR's filing guidance asks parties to identify published material clearly, including source information. Keeping that information from the beginning makes later review much easier.
Distinguish firsthand material from forwarded material
If you took a photograph yourself, say so in your private index. If a relative sent it to you, record that. If you downloaded a public image or report, keep the public source. Do not turn an unknown source into a certain one merely because the item looks familiar.
The same principle applies to messages, videos, medical records, police records, and screenshots: document what you actually know about where the item came from.
Why source tracking helps
Good source tracking helps you locate originals, avoid duplicates, answer attorney questions, identify translation needs, and notice when context is missing. It also makes it easier to separate an original from a working copy.
This is an organization practice, not a determination that a document is admissible, authentic, or legally sufficient. Those questions depend on the forum and the individual record.
A practical way to organize this
Use a simple evidence index with columns for date, source, file name, short description, language/translation status, and where the original is stored. Keep uncertain information marked as uncertain. Do not change an original document to make it fit a timeline or another record.
If you are preparing for an attorney meeting, bring the index and the records you already have. You can also use the free Evidence Toolkit to organize a timeline, evidence inventory, missing-evidence list, witness list, and attorney questions.
Check current sources before filing
Agency rules can change, and the rules for USCIS, Immigration Court, and the Board of Immigration Appeals are not identical. Verify the current source that applies to the forum handling the case.
- EOIR Policy Manual: Documents
- EOIR Policy Manual: Sample Table of Contents
- Immigration Justice Campaign: Asylum application and supporting evidence
For case-specific questions about relevance, disclosure, authentication, safety, deadlines, or how a document should be presented, use the Legal Help Center or speak with a qualified immigration representative.