An accident file does not need to be complicated. A few clearly named folders can make it easier to find the right document when an attorney or insurer asks for it. The aim is to preserve a reliable record, not to build an argument from memory.
Start with the original files
Keep original photographs and video clips, including versions stored on the phone that captured them. Make a backup without discarding the originals. If you want to highlight something, use a separate copy and explain what you marked.
Save full emails and attachments when possible. A screenshot of one sentence may leave out the sender, date, claim number, or qualification that gives the message its meaning.
Use four simple folders
A practical structure is “Trip and scene,” “Medical and expenses,” “Insurance and correspondence,” and “Timeline.” Put the receipt, driver information, photographs, and witness details in the first folder. Store bills and appointment paperwork in the second.
Use the third for claim letters and messages. In the fourth, keep a dated list of events and calls. Descriptive filenames such as “crash-location-photo” or “insurer-letter-September-24” are easier to navigate than a long sequence of unnamed downloads.
Record the limits of your knowledge
Write down what you remember while distinguishing exact information from estimates. You may know the receipt time but only approximate the moment of impact. Do not alter a record to make those details match.
If someone else took a photograph or provided a statement, note who supplied it and when. If you believe a nearby business or vehicle might have video, tell your attorney promptly; do not assume that footage exists or that it will remain available.
Protect sensitive records
Keep the folder somewhere secure and share information only through a channel you have confirmed with the intended recipient. Avoid posting medical records, full insurance cards, or other people’s contact details publicly.
You can bring an incomplete file to a consultation. A list of what you have and what is missing provides a useful starting point. Preserve new records as they arrive rather than waiting until you think the claim is ready.
Sources & further reading
- Uber: collecting information after a crash
- Florida Department of Financial Services: auto insurance overview
Information checked September 24, 2026. Laws, policy terms, and platform procedures can change. This article is general information, not legal advice or a prediction of a result.