Define the question and gather the records.
Write down what needs to be understood and which documents are available. Give each file a stable reference. Distinguish originals, copies, versions and missing pages using the information you actually have.
- Identify the case and each document’s role.
- Record what is missing without assuming its contents.
Check that the comparison makes sense.
Before comparing dates, descriptions or amounts, establish that they concern the same item or event. Check currency, period and document type. An estimate and an invoice may differ for legitimate reasons.
- Return to the original excerpt if the reading is uncertain.
- Identify the documents and pages supporting the observation.
Separate the finding, explanation and verification.
Describe the observable difference first. Then record possible explanations and the information needed to evaluate them. An external search with no result does not establish falsity; state its scope and availability.
Prepare the next step.
Share a summary that lets the responsible reviewer inspect the source, understand the limitations and decide what records to request. This guide provides document workflow guidance; it is not legal advice, a forensic standard or a coverage rule.
- What was observed and where.
- What could not be confirmed.
- Which question the team needs to resolve.