Task guide
The off-site archive
Pack closed files into boxes, send them to an archive company, ask for one back, recover the fee, and record the company's certificate of destruction.
Closed files the firm keeps off site are kept in boxes with an archive company. Everything about them is under Compliance, Data, Archive.
The company
Companies, Add a company names the company from the party register, the firm's account with it, and its fee to send a box back. The company's store becomes a place in the storage tree.
Boxes
- Boxes, Add a box: its number as the label reads, the company, and what is in it.
- On the box's page, Add a file puts a closed matter's paper file in it. Originals are packed by moving them to the box from their own page.
- Send records the day it went, with the company's reference.
While a box is at the company, the review list shows each matter's paper file there, so a destruction is also asked of the company. Once the company confirms, Record the company's certificate on the box's files records its reference and date.
Asking for a box back
- On the box's page, Ask for it back, for the whole box or one file, with the reason and the day it is due back.
- When it arrives, It has arrived records the day and the company's fee. Recover the fee from a matter records the fee on the matter as a disbursement, billable unless you say otherwise.
- Send it back returns it to the company.
Retrievals lists every request, and those out past the day they were due back.
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- Safe custody and stock checksSet up the firm's storage tree, keep a place to named people, and walk a place with the register in hand.
- The client's file before destructionOffer a client their closed file and originals back before it is destroyed, record their answer, and release what they ask for.
- Record a disbursementRecord what was paid out on a matter from office money, client money or petty cash; petty cash posts in the same step, office and client money once the payment voucher is approved and paid.