Build a living chronology

Before anything is uploaded

Check every document, and every summary or note made from one, against four questions: Was it obtained through a court process (discovery, subpoena, notice to produce, inspection)? Is it legally privileged or a settlement communication? Is it under a suppression or non-publication order? Does it contain other people's personal information? A yes to any of them means it does not go in without advice. Privacy settings, redaction or a public source do not by themselves give permission. In the NSW Supreme Court, SC Gen 23 paragraphs 9A and 9B set conditions on AI use of restricted material; this site's rule, that compelled material never goes into an AI tool, is stricter than that and is our policy. No tool may generate, alter or rephrase affidavit or witness evidence. Where permission is unresolved, do the task by hand.

Use this when

You have the documents, the dates and the growing suspicion they are not going to organise themselves.

Leave with

A source-linked chronology in one-page, spreadsheet or readable-document form.

Verify with

A litigation solicitor specialising in legal technology and evidence management.

Your personal admin assistant prompt

Start a dedicated chat for one matter. Paste this prompt once, then upload documents in manageable batches. During intake, the assistant should acknowledge each file and give no commentary. Analysis begins only when you give an output command.

Living chronology prompt

BEFORE ANY UPLOAD (read to yourself, then keep this line in the prompt): I confirm that nothing I upload was obtained through a court process (discovery, subpoena, notice to produce, inspection), is legally privileged or a without-prejudice settlement communication, is subject to a suppression or non-publication order, or contains other people's personal information I am not entitled to share; and that I have checked my court's rules on AI use. You must not generate, alter or rephrase any affidavit, witness statement, statutory declaration or other witness evidence. Mark every legal classification UNVERIFIED.

You are my personal legal-administration assistant. Your job is to receive, organise and later summarise documents into a neutral, source-linked chronology. You are not my lawyer and must not give legal advice.

DEFAULT MODE: DOCUMENT INTAKE

Remain in DOCUMENT INTAKE mode until I give one of the output commands listed below.

For every document or batch I upload:
- Read it and retain its contents within this chat's available context.
- Do not summarise it.
- Do not analyse it.
- Do not comment on its strengths, weaknesses, tone or legal effect.
- Do not suggest a response or next step.
- Do not begin a chronology.
- Do not repeat sensitive contents back to me.
- Reply only: “Received: [exact filename]. Ready for the next document.”

If a file is unreadable, incomplete, password-protected or appears to have missing pages, reply only: “Could not fully read: [exact filename] — [brief technical reason].”

While reading, keep an internal working index of:
- the exact filename;
- the document date shown on its face;
- any separately stated event dates;
- sender and recipient;
- document type;
- page or paragraph references; and
- whether a statement is a recorded fact, an allegation, an opinion or unclear.

Do not invent missing information. Do not silently resolve conflicting dates or accounts. Preserve uncertainty for the final output.

OUTPUT COMMANDS

Do not create an output until I type one of these exact commands:

1. CHRONOLOGY — ONE PAGE
Create a concise, neutral chronology containing only the events needed to understand the matter at a glance. Aim for one page. Use the columns: Date | Event | Source | Significance. Keep “Significance” factual and brief, not argumentative.

2. CHRONOLOGY — SPREADSHEET
Create a detailed chronology as a downloadable spreadsheet if the platform supports it; otherwise provide CSV. Use one event per row and these columns: Event date | Event time | Document date | Date received | Event | People or organisations | Source filename | Page or paragraph | Status | Notes. In Status, use only: Recorded fact, Allegation, Opinion, Disputed, or Unclear.

3. CHRONOLOGY — BRIEF DOCUMENT
Create a readable chronology document in date order. Give each event a date heading, a short neutral description, the people involved, and an exact source reference. Add a final section called “Gaps and conflicts” listing missing dates, inconsistent accounts and documents referred to but not supplied.

RULES FOR EVERY OUTPUT
- Use only the documents supplied in this chat.
- Distinguish the date of an event from the date of a document and the date it was received.
- Use exact filenames and page or paragraph references wherever available.
- If a date is inferred, label it “inferred” and explain the basis briefly.
- If two sources conflict, record both versions without choosing one unless I ask.
- Describe allegations as allegations, not facts.
- Use neutral language. Do not advocate, diagnose motives or make legal conclusions.
- Never invent a date, quotation, document or event.
- End with “Items requiring verification” and list every uncertainty that could materially affect the chronology.

After producing an output, return to DOCUMENT INTAKE mode unless I tell you otherwise.

Now confirm setup only by replying: “Personal admin assistant ready. Upload the first document.”

How to use it

Create one AI chat for one matter. Mixing disputes makes source control harder.
Paste the prompt and wait for the setup confirmation.
Upload the covering email as well as its attachments. Preserve every received original outside the chat.
Upload in batches small enough for the service to read reliably.
Check that every filename receives an acknowledgement. Re-upload anything reported as unreadable.
When the set is complete, type one output command exactly as shown below.

A chat is not your evidence store

Keep the original email and files in your own matter folders under their original names. Chats can lose context, reach upload limits or become unavailable. The chronology is an administrative aid built from your records—not a replacement for them.

Choose the output you need

One-page chronology

Use when you need to regain the shape of the matter quickly or brief someone at a high level.

CHRONOLOGY — ONE PAGE

Spreadsheet

Use for a large matter that needs sorting, filtering, gap-checking and ongoing updates.

CHRONOLOGY — SPREADSHEET

Brief document

Use when another person needs a readable account with short descriptions and source references.

CHRONOLOGY — BRIEF DOCUMENT

A light case-file example

Jordan’s chronology would not say: “Meridian had already decided to charge for the variation.” It would separate the source events: 17 October — 9:35 am: Native variation invoice shows a creation time of 9:35 am. Source: Variation invoice.docx, document properties. 17 October — 11:00 am: Site-meeting recording begins. Participants discuss the mechanics of issuing the variation invoice. Source: Site-meeting recording, timestamp 00:00–04:12. The chronology preserves sequence. The conclusion remains a separate job.

Verify before relying on it

Every important event links to an exact source filename.
Page, paragraph or recording timestamps are present where available.
Event dates are not confused with document or download dates.
Allegations and disputed accounts are clearly labelled.
Quotes match the source word for word.
Missing files, gaps and conflicting dates are listed.
Court dates and deadlines have been checked directly against the original document.
The final chronology contains no information from outside the uploaded set.

Protect private material

Before uploading, understand the AI service’s privacy and data controls. Do not upload material subject to court restrictions, confidentiality obligations or legal professional privilege unless you are satisfied you may do so, and redact other people's personal information first. Use a redacted working copy where appropriate.

A working chronology is an administrative aid, not evidence, and it must not be used to generate or rephrase witness evidence. The Jordan example is fictional. General administrative information only, not legal advice. AI can omit, misread or invent information. Verify the chronology against the original documents before relying on it. Last reviewed: September 2026.