Document management

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• Create Folders and Links
• Request Documents
• Monitor Document Receptacles
• Compile and Save 
• Log Document Receipt by Type
• Mark Case Prep Docs Complete

1. Client Folder - If the folder is not already created, create the folder in the Attorney’s Client folder using this naming criteria:  “Flintstone, Fred” or “Flintstone, Fred & Wilma” or “Flintstone, Fred & Smith, Wilma”
2. Client Subfolders - Using the AA - Client Folder Template, copy the subfolders into the newly created client folder.
3. Client Portal - On the Case Tab in the client’s case profile in CaseDriver, follow the instructions to create the Unique Client Portal Link 
4. Dropbox Link - On the CaseTab follow the instructions to create the Dropbox link for the full client folder.

          1.  Client Root Folder

• Fee Agreements
• Attorney Notes
• Intake Forms                     

         2.  Bank Statements

• Naming example:  “BS - Chase - 1234 - Jan-Mar”
• 401k, 403b, retirement statements
• Whole Life Insurance statements
• Venmo, PayPal, CashApp, Chime, etc.

          3. Creditor Statements

• Bills
• Demand Letters

          4.  Docs for Trustee

• Version of documents given to trustees.  
• Will often be duplicates of files in other folder such as taxes
• Naming example:  “23-56431 - 2022 Tax Returns” or "23-56432 - PA - 60 Days"
• Use these files to generate Dropbox links for Trustee Documents Tab

          5. Income

• Paystubs - Naming example:  ”PA 12-22-22 to 3-5-23 - Steven”
• Retirement and Social Security  statements
• Profit & Loss Statements 

          6.  Lawsuits

• Copies of pleadings from collection actions
• Divorce Decrees
• Lawsuits where debtor is plaintiff

          7.  Petition & Pleadings

• All documents that may be filed 
• Create folders for filing events - i.e. “For Filing - 3-13-23” to contain all documents associated with a Motion to Extend Stay to include Motion, Notice, Matrix, etc.  

          8.  Taxes

• Label by year and whether state or federal if not in single PDF
• Naming example:  “2022 Tax Returns - Steve” or “2022 Tax Return - Fed - Steve & Rachael”
• W2 Forms

The following is merely a guideline as you save and name files.  Use your best judgment to lend to a practice that is consistent helping other CMs navigate the same folders.

1.  JotForm Documents - Rename each form you get from the forms@casedriver email as you place them in DropBox.  Examples:

• “EL - Signed”
• “BEFORE Fee Agreement - Signed”
• “AFTER Fee  Agreement - Signed”

2.  Other Document Naming Examples  

• "2020 Tax Returns”
• Paystubs: “PA – Fred -  60 Days”; “PA – Wilma – 60 Days” (PA = Pay Advices)Note:  even though you may create a file with 60 days of paystubs on one day, the         CM will be responsible to make sure the file named PA – 60 days will hold the latest paystubs on the day the case is ultimately filed.          
• P&L Example:  “P&L – Rubble Excavating – Feb – Jul”
• Car Values: “NADA – Dodge Challenger”
• Home Values: “Zillow – 1234 Elm Street”; “CMA – 1234 Elm Street”
• Identity: “DL – Fred”; “SSC – Wilma”
• Certificates:  “CCC” or “CCC1” and “CCC2”
• Bank Statements:  “BS – May to Jul – Chase”; "BS - 90 Days - Key Bank"
• Note:  even though you may create a file with 90 days of bank statements, the CM will be responsible to assure the file named BS – 90 Days will hold the latest bank statements after the case is ultimately filed.  

1.  Not every document should be saved here

• Do NOT include Pleadings, Petitions and Schedules (these will appear on the Docket Tab)
• Only include single formatted and prepared PDF for bank statements, paystubs, P&L, etc.

                          Bank Statements - 90 days pre-petition AND petition date

                          Pay Advices - 60 days pre-petition

                          P&L - 6 months 

                          Taxes - State and Federal in single PDF - one PDF for each year

• Use your judgment, do not over save every small document.  Put yourself in the shoes of the Attorney asking what documents would be helpful        

2.  Due Diligence and Notes

• Save the DL, SSC, and W2 (if used for SSN proof)
• NADA/KBB
• Property Appraisals, County Assessments, Zillow (use screen Snipping Tool as needed)
• Search results from Bestcase for prior filings (use screen Snipping Tool as needed)
• Credit Report

3.  Intake Forms and Notes

• Client Intake Form - The filed should have been placed in the root folder by the CM and named "CIF - Signed" - if you do not see it, look at the Client Tab sub-menu under Client Intake Form.  If the signature is captured, print to PDF and save in the root folder and on the Documents Tab.
• Lead Intake Form - The files should have been placed in the root folder by the CM or Lead Manager and named "LIF - Signed" - if you do not see it, look at the Client Tab sub-menu under Lead Intake.  If the signature is captured, print to PDF and save in the root folder and on the Documents Tab.
• SOFA - The files should have been placed in the root folder by the CM or Lead Manager and named "SOFA - Signed" - if you do not see it, look at the Client Tab sub-menu under SOFA Intake.  If the signature is captured, print to PDF and save in the root folder and on the Documents Tab.
• Attorney Notes
• Any other hand written notes from conversations with the clients

4.  Petition & Pleadings

• This category is listed ONLY to allow placement of critically important pleadings, claims, etc.  Use this category sparingly keeping in mind the same documents appear on the Docket, Objection and Claims Tabs

5.  Certificates

• Only save the CCCs here.  Do not save the second certificate as these are simply filed by the provider and is not worth your time.

6.  Income

• Paystubs, SSA statements, UI Statements, P&L, etc. - Consolidate the paystubs into a single PDF for placement on the Documents Tab.  Do not load each individual paystub.

7.  Creditor Statements & Lawsuits

• Do NOT save every creditor statement received from the client.  This section is only needed for the most significate statements, if they offer controversy to the case or bear some other unusual relevance such as a foreclosure or garnishment or recent divorce.
• Do save any data from lawsuits and offer detail about the parties in the Notes field of the Document entry

Formatting of files

• The files must be smaller than 5 MB
• See if Adobe’s Reduce File Size function can bring the size below 5 MB.
• If not, it may be necessary to split the document and name its parts.
• Make sure to keep  symbols out of the file name like %, #, etc.