# Reconcile a criminal brief with its exhibits Documentation checked on October 15, 2026. Proposed workflow untested. No live account, AI result, ingestion, permission or end-to-end test has been observed. ## Purpose and scope Match a served brief’s item references to actual received evidence and flag unreadable or inconsistent exhibit identities. An exhibit reconciliation: listed-but-not-received, received-not-listed, inconsistent exhibit labels, and statement signature/date checks for lawyer verification. ## Prerequisites Responsible lawyer confirms jurisdiction, applicable court AI rules, scope, client confidentiality, processing terms and authority before real matter data is indexed. Test in a synthetic matter first. Existing licensed, authorised AU Smokeball and Archie access. Add-ons and specialised modules must already be enabled; no new permissions or connections are included. Lawyer supplies the current matter-specific review checklist, permitted source list, and any controlling orders. No automatic deadline calculation. Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. Aliases alone do not anonymise narrative or attachments. Keep the answer key out of the indexed test matter. ## Reviewed execution chain ### 1 Approve indexed-context access Tool: Authorised source application / human reviewer Open: Responsible lawyer: existing matter/indexed-context access review Action: Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. Expected output: Documented authority and scope, or BLOCKED before AI access Use next: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Testing limit: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation limit: Official component capabilities plus an untested editorial adaptation. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Sources: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-not-guilty/step-by-step-guide-preparing-for-defended-hearing - https://www.legalaid.nsw.gov.au/content/dam/legalaidnsw/documents/pdf/for-lawyers/professional-development/lawyer-education-series/summary-crime-part-1/preparing-a-defended-hearing-in-the-local-court.pdf ### 2 Acquire original sources Tool: Authorised source application / human reviewer Open: Authorised source application/matter; acquisition instructions below Action: Open the criminal matter and preserve the supplied brief, its original contents list and each attachment. Record file names, page ranges and exhibit identifiers without altering evidence. Expected output: Identified authorised original sources and IDs, or an acquisition blocker Use next: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Testing limit: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation limit: Official component capabilities plus an untested editorial adaptation. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Sources: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-not-guilty/step-by-step-guide-preparing-for-defended-hearing - https://www.legalaid.nsw.gov.au/content/dam/legalaidnsw/documents/pdf/for-lawyers/professional-development/lawyer-education-series/summary-crime-part-1/preparing-a-defended-hearing-in-the-local-court.pdf ### 3 Prepare source-first inputs Tool: Authorised source application / human reviewer Open: Authorised source application/matter; acquisition instructions below Action: Have staff prepare a text-bearing exhibit manifest from the received files, including unreadable scans, media and missing attachments. Attach the original text-bearing contents list, manifest and lawyer-approved statement metadata to the matter. Do not upload restricted evidence without authority. Expected output: Readable verified input packet with original locators, or manual-review gaps Use next: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Testing limit: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation limit: Official component capabilities plus an untested editorial adaptation. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Sources: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-not-guilty/step-by-step-guide-preparing-for-defended-hearing - https://www.legalaid.nsw.gov.au/content/dam/legalaidnsw/documents/pdf/for-lawyers/professional-development/lawyer-education-series/summary-crime-part-1/preparing-a-defended-hearing-in-the-local-court.pdf ### 4 Plan bounded source coverage Tool: Authorised source application / human reviewer Open: Internal expected-source/covered-item register Action: Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. Expected output: Bounded batch plan and complete expected-source register Use next: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Testing limit: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation limit: Official component capabilities plus an untested editorial adaptation. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Sources: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-not-guilty/step-by-step-guide-preparing-for-defended-hearing - https://www.legalaid.nsw.gov.au/content/dam/legalaidnsw/documents/pdf/for-lawyers/professional-development/lawyer-education-series/summary-crime-part-1/preparing-a-defended-hearing-in-the-local-court.pdf ### 5 Open native document review Tool: Smokeball Archie Open: Smokeball matter > Archie tab > paperclip, or Files > select files > right-click > Ask Archie about these documents Action: Open the authorised matter > Archie tab > paperclip; alternatively Files > select approved documents with Shift/Ctrl > right-click > Ask Archie about these documents. Wait for ingestion. Use only verified text-bearing sources; unreadable media or scans require human transcription and verification. Expected output: Ingested approved text-bearing source batch, or INCOMPLETE input Use next: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Testing limit: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation limit: Official component capabilities plus an untested editorial adaptation. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Sources: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-not-guilty/step-by-step-guide-preparing-for-defended-hearing - https://www.legalaid.nsw.gov.au/content/dam/legalaidnsw/documents/pdf/for-lawyers/professional-development/lawyer-education-series/summary-crime-part-1/preparing-a-defended-hearing-in-the-local-court.pdf ### 6 Run the bounded comparison Tool: Smokeball Archie Open: Archie question field, with batch ID and source register Action: Paste the starter prompt with the expected-source register and explicit batch ID. Require a covered-item list plus missing/truncated/unreadable sources. If coverage cannot be verified, mark the run incomplete and stop any completeness conclusion. Expected output: Draft rows plus actual covered-source/item register and explicit incomplete flags Use next: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Testing limit: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation limit: Official component capabilities plus an untested editorial adaptation. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Copy this prompt: Match the approved brief contents list to the supplied exhibit manifest using exact identifiers before descriptions. Identify missing, extra or conflicting items. For supplied text statement metadata identify absent date/signature evidence but label original signatures unverified unless the human check records them. Do not analyse guilt, credibility, legal elements or admissibility. Do not claim to have viewed recordings or scans. Return a source-linked exhibit reconciliation and separate manual-review list. Use only the approved task scope; this instruction does not limit indexed-context access. For every row include source_ref, source_locator, coverage_status and manual_review. Never invent locators. List expected sources and batches not covered, unreadable or potentially trimmed. Mark the overall output INCOMPLETE if source coverage cannot be verified; no unsupported completeness claim. Copy/open an internal Word draft only; take no external or record-changing action. Return the review table with these exact columns: brief_item, exhibit_id, listed_description, received_file, page_range, readability, signature_date_evidence, exception, source_ref, source_locator, batch_id, coverage_status, manual_review. Return a separate source-coverage register with these exact columns: batch_id, source_ref, original_locator_range, expected_items, covered_items, readability, truncation_check, coverage_status, reviewer. Sources: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-not-guilty/step-by-step-guide-preparing-for-defended-hearing - https://www.legalaid.nsw.gov.au/content/dam/legalaidnsw/documents/pdf/for-lawyers/professional-development/lawyer-education-series/summary-crime-part-1/preparing-a-defended-hearing-in-the-local-court.pdf ### 7 Verify and retain the internal review Tool: Microsoft Word / human reviewer Open: Archie response > Copy or Open in Microsoft Word Action: Copy the result or open it in Word for internal review only. Verify every exception and cited locator against the original, reconcile covered items across every batch, and retain unresolved/manual-review rows. Do not use Outlook/Client Portal send, update native records, file, serve or release originals. Expected output: Human-checked internal report with unresolved items preserved; no external action Use next: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Testing limit: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation limit: Official component capabilities plus an untested editorial adaptation. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Sources: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-not-guilty/step-by-step-guide-preparing-for-defended-hearing - https://www.legalaid.nsw.gov.au/content/dam/legalaidnsw/documents/pdf/for-lawyers/professional-development/lawyer-education-series/summary-crime-part-1/preparing-a-defended-hearing-in-the-local-court.pdf ## Reviewed use instructions 1. Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. 2. Open the criminal matter and preserve the supplied brief, its original contents list and each attachment. Record file names, page ranges and exhibit identifiers without altering evidence. 3. Have staff prepare a text-bearing exhibit manifest from the received files, including unreadable scans, media and missing attachments. Attach the original text-bearing contents list, manifest and lawyer-approved statement metadata to the matter. Do not upload restricted evidence without authority. 4. Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. 5. Open the authorised matter > Archie tab > paperclip; alternatively Files > select approved documents with Shift/Ctrl > right-click > Ask Archie about these documents. Wait for ingestion. Use only verified text-bearing sources; unreadable media or scans require human transcription and verification. 6. Paste the starter prompt with the expected-source register and explicit batch ID. Require a covered-item list plus missing/truncated/unreadable sources. If coverage cannot be verified, mark the run incomplete and stop any completeness conclusion. 7. Copy the result or open it in Word for internal review only. Verify every exception and cited locator against the original, reconcile covered items across every batch, and retain unresolved/manual-review rows. Do not use Outlook/Client Portal send, update native records, file, serve or release originals. ## Practical source acquisition detail 1. Preserve the brief as received Open the existing authorised criminal matter. Retain the original brief, supplied contents list, covering correspondence and every received attachment unchanged. A lawyer confirms which brief and supplements are included and whether any evidence restrictions apply. This workflow does not determine whether a brief is legally required. 2. Prepare an inventory from actual receipt Staff create a text-bearing Word manifest listing original filenames, exact exhibit labels, received dates, page ranges, medium and readability. Distinguish contents-list pages from received-file pages. Record listed-but-absent material and received-not-listed files. Do not rename exhibits to make identifiers agree. 3. Prepare permitted metadata only Attach the approved text contents list, staff manifest and approved statement metadata. Keep date fields and typed signature labels separate from a human record that an original was inspected. Never infer a signature or media contents from a filename. Protected or restricted evidence needs specific approval before any AI indexing or transcription. There is no native police or Smokeball CSV export in this kit. Prepare sources before analysis. Do not write a completed answer into an input schedule. Keep IDs, versions, original locators and received/unreadable metadata. Never invent a native export. CSVs here are internal review/register files, not vendor exports or Archie-supported spreadsheet input. Where the reviewed native step requires text, staff copy the verified register into a text-bearing Word note or paste its concise rows into the question; do not attach the CSV and assume ingestion. ## Synthetic run and files 1. Check the existing synthetic-only context and authority locally. Wrong-client variant V4 stops here before opening AI. The kit does not enable Archie, change access, or create a new integration. 2. Keep expected-results.csv and EXPECTED-CASES.md outside any indexed matter. They are answer keys, not inputs. 3. For BASE, use synthetic-source-packet.docx pages 1 to 3 with batch ID CB BASE B01. Page 4 describes separate coverage scenarios V1 to V4. Select one scenario at a time; the wrong-client record is local preflight metadata only. 4. The blank approved-scope-template.docx and source-coverage-register.csv are for real preparation. The populated synthetic-source-coverage-register.csv is a planning example, with covered_items/reviewer blank and status NOT RUN. It is not an observed result. Copy approved expected-source rows into text for the run. 5. Use the documented native review path after authority and ingestion checks. Attach the text-bearing synthetic packet only, at most 20 approved files per batch and fewer if text is long. The packet uses fictional embedded excerpts; absent/unreadable placeholders deliberately have no underlying download. 6. Paste prompt.txt exactly, then separately state the selected scenario and batch ID. Copy or open the answer in Word internally, then manually transfer checked rows into a working copy of review-output.csv. Preserve the exact headers. There is no automated CSV integration. 7. Compare the response with the separate expected-results.csv only after the run. Verify source locations, all exceptions, scope boundaries and covered source IDs. Complete the register manually from observed coverage, never from this example. Do not claim a pass from static fixture validation. ## Exact starter prompt Match the approved brief contents list to the supplied exhibit manifest using exact identifiers before descriptions. Identify missing, extra or conflicting items. For supplied text statement metadata identify absent date/signature evidence but label original signatures unverified unless the human check records them. Do not analyse guilt, credibility, legal elements or admissibility. Do not claim to have viewed recordings or scans. Return a source-linked exhibit reconciliation and separate manual-review list. Use only the approved task scope; this instruction does not limit indexed-context access. For every row include source_ref, source_locator, coverage_status and manual_review. Never invent locators. List expected sources and batches not covered, unreadable or potentially trimmed. Mark the overall output INCOMPLETE if source coverage cannot be verified; no unsupported completeness claim. Copy/open an internal Word draft only; take no external or record-changing action. Return the review table with these exact columns: brief_item, exhibit_id, listed_description, received_file, page_range, readability, signature_date_evidence, exception, source_ref, source_locator, batch_id, coverage_status, manual_review. Return a separate source-coverage register with these exact columns: batch_id, source_ref, original_locator_range, expected_items, covered_items, readability, truncation_check, coverage_status, reviewer. ## Baseline acceptance checks - B01 E01: identifier match with explicit simulated human-check evidence - B02: flag E02 versus E20; do not match on filename alone - B03 E03: missing source; no invented report contents - B04: out of scope; omit substantive output - B05 E05: unreadable media simulation; no claim to view recording - E06: received but not listed - B07 E07: absent text date and original signature unverified Missing and unreadable evidence mean the BASE run is INCOMPLETE even when individual supplied text records match. The excluded ID may appear only in a boundary note, not a substantive CSV row. The human-recorded unreadable placeholder tests abstention and reporting; it does not test scan, media, OCR or ingestion detection. ## Additional acceptance cases Read packet page 4 and EXPECTED-CASES.md. Withheld source, unprocessed second batch and simulated trimming each require INCOMPLETE and explicit unreviewed items. A wrong-client context requires BLOCKED before AI access, without exposing other-client contents. All are proposed synthetic scenarios, not tests already run. The exact reviewed acceptance requirement is: Include at least one exact match, one conflicting value, one missing source, one explicitly out-of-scope item and one unreadable attachment. Pass only if each is labelled correctly with a source or explicit absence, and no external action occurs. Include a withheld source, a second batch not processed, a simulated trimmed source and a wrong-client access case. Every run must remain incomplete or blocked until those are resolved; selected attachments must never be described as isolating indexed context. ## Review and release limits No conclusion about completeness under law, admissibility, credibility, guilt or plea. Media review and original signature verification remain human tasks; comply with restrictions on protected evidence and AI use. Internal administrative review only. Do not infer legal compliance from completeness; do not file, serve, contact anyone, change originals or decide legal rights. Do not clear the overall run while any expected source or item is absent, unreadable, trimmed, unprocessed or unverified. Record batch IDs, expected and actual covered IDs, source versions, reviewer and unresolved questions. No legal completeness assurance follows from a successful administrative match. ## Primary documentation - [Legal Aid NSW: preparing for a defended hearing](https://www.legalaid.nsw.gov.au/my-problem-is-about/a-criminal-charge/going-to-court/pleading-not-guilty/step-by-step-guide-preparing-for-defended-hearing): Explains brief contents and that not every charge requires a brief. - [Legal Aid NSW: preparing a defended Local Court hearing](https://www.legalaid.nsw.gov.au/content/dam/legalaidnsw/documents/pdf/for-lawyers/professional-development/lawyer-education-series/summary-crime-part-1/preparing-a-defended-hearing-in-the-local-court.pdf): Lawyer training identifies checks for signed and dated statements. - [Smokeball AU: Archie supported matter context and limitations](https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant): Matter-native document and note review with source links. Images, rendered PDFs and spreadsheets are not extractable; broader contacts and trust transaction history are unavailable. This is capability evidence, not validation of this recipe. - [Smokeball AU: reviewing documents with Archie](https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie): Documents native review UI and matter-context limitations; no recipe testing claimed. Documentation supports component capabilities only. Account behaviour and this adaptation remain untested.