How do I deal with an original document?

TABLE OF CONTENTS

• Introduction to tracking original documents
• Postroom Department Protocol
• List of Originals to be Tracked
• How to add a Record of an Original Document
• How to mark an original document as sent out
• How to check an original document back in (receive)
• How to Request an Existing Will/Deeds
• How to place an original document back into storage  (Checking In)
• How to Relinquish an original document
• Specific Departmental Guide

Introduction to tracking original documents

In Partner we use Document Enquiries to keep track of original documents so we can see the exact whereabouts of the original at all times. 

Originals should be saved to the individual entity in question rather than the joint record i.e. Will. 

Postroom Department Protocol

Receiving originals by post/by hand, Postroom Department scan the original/add details of the original to the Document Enquiries Screen/create a red wallet to put the physical original inside ready to go up to the relevant department.

Once the original has been received by the Department, you will need to update Document Enquiries to state that the Department have received the same.

At the end of this guide are some pointers for different Departments.

Below is a list of originals we should be keeping track of. (e.g. in a cabinet/within specific department/in Postroom to return to client/sent to OPG/sent to Court/sent to client for signature etc). This feature should not include drafts of any documents it is purely for originals.

List of Originals to be Tracked

How to add a Record of an Original Document

Within the Entity/Matter Profile screen click on “Document Enquiries” icon.

Then click on the green plus icon

Select the “Type” of document you are making a record for from the dropdown list available.

Enter the Client Barcode or use the binoculars icon to lookup your client.

Type in a description of the Document using the following formats:-

Passport	Passport for Louise Joanne Devall expiry date 20/09/2028
Driving Licence	Driving Licence for Louise Joanne Devall expiry date 20/04/2025
Will	Will for Louise Joanne Devall For a Will you will also need to add the date of the Will on the “Will” Tab
Deeds	Deeds relating to 3 Jelly Lane Wolverhampton WV3 9TR (if they are only Pre-reg deeds please put the words Pre-reg in front of the Description)
Lease	Lease of 3 Jelly Lane Wolverhampton WV3 9TR dated 23/06/2020
Marriage Certificate	Marriage Certificate for Louise and Alfred (date of marriage)
Death Certificate	Death Certificate for Louise Joanne Devall (date of death)
Birth Certificate	Birth Certificate for Louise Joanne Devall (date of birth)
LPA Health & Welfare	Signed/Registered LPAHW for Louise Joanne Devall You will also need to click on the LPA/EPA Tab and enter the date of the LPA (if there is no date yet add 01/01/1800 remember to update the date when known)
LPA Property & Finance	Drafted/Signed/Registered LPAPFA for Louise Joanne Devall You will also need to click on the LPA/EPA Tab and enter the date of the LPA (if there is no date yet add 01/01/1800 remember to update the date when known)
Codicil	Codicil for Louise Joanne Devall dated 28/02/2019
Probate Papers	Probate paper for Louise Joanne Devall
Probate papers with Revoked Will	Probate Papers and Revoked Will for Louise Joanne Devall enter the date of the Revoked Will on the Wills Tab
Safe Custody Item(s)	Jewelry, Paintings, keys to house/antique coins
Trust	Trust for Louise Joanne Devall dated 24/04/2018 (possibly include the Trustees Names)

After you have selected which type of document you are recording you then need to select the Status.

Storage Location:-	Accounts Office Contentious Department Conveyancing Department Conveyancing Originals Cabinet Crown for Scanning Crown Records Docustore Kingswinford EPA/LPA Store Kingswinford Will (stored at Crown Records) Kingswinford Will Store Legal Aid Department Live Deeds (Merry Hill) LPA Storage in Private Client Dept (Merry Hill Office) Non-Con Death Certificate Folder Non-Con Live Wills Cabinet Non-Con Original Documents Cabinet Non-Con Red Envelope Box Non-Contentious Department Paperless (no paper file) Partner/Shredded Post Room Reception Dudley Reception Kingswinford Reception Merry Hill Reception Worcester
Matter Ref:-	If the document relates to a specific matter you can lookup and select the matter it is linked to.
File Name	If you have selected a matter ref as above you can then attach a scanned version of the original document here from the history of a matter, so anyone can view the scanned copy if required.
Date received	Date we receive the original document into the office {today} Click “OK” once you are happy that all the necessary fields are completed.

How to mark an original document as sent out

If you have an existing record for a Signed LPAHW and you are sending this out to the Probate Registry to be officially registered - you need to mark the document as out. To do this you will need to highlight the document you are sending out and click on “View/Amend document movement history”

Select the “Send Out” option

Within this screen complete the fields as shown in the example above including the details field with a description e.g. “Sent to Probate Registry for registration”. Click “OK” when finished.

You can now see that this document has been sent out, click “OK” to complete.

From the Document Enquiries screen you will now see that that document is marked as “Off Site”.

How to check an original document back in (receive)

When we receive the Registered LPAHW back from the Probate Registry you will need to check the document back in by clicking on the “View/Amend Document Movement History” Icon.

Highlight the document which has been returned and select “Receive” icon.

In the screen below update you new details and select “OK” to save your new details.

Your updated version can now been seen.

Click “Ok” to finish.

You will need to change the description and maybe the storage location by selecting the “Edit Document Details” icon

Remember to add the date of registration within the description field.

Click on “OK” icon to finish.

How to Request an Existing Will/Deeds

To request a Will or Deeds out of storage select “Document Enquiries” icon

Highlight the Will/Deeds and select the “View/Amend Document Movement History” icon

To obtain a Will out of our storage you will need to select the “Request” option from the screen below:-

Complete the fields as required

Once you click “OK” in the background it will automatically send an email to the relevant person who will obtain the physical Will from storage for you.

The screen will be updated to say requested:-

Once you receive the Will in your hands, you need to confirm the request and mark the document as withdrawn from storage.

To do this you highlight the Will record and select “View/Amend Document Movement History” icon

Then select “Withdraw” icon

Enter relevant details and add a description e.g. “Authorised removal”:-

Click “Ok” and “Ok” again on the next screen.

The status on the main screen now shows that the document is on site.

How to place an original document back into storage  (Checking In)

To return the document back into storage use the “Check In” feature

Enter relevant details and add a description e.g. “Added back to Storage”:-

Click “Ok” and you will then see the record has updated.

Click “Ok” again.

You will then see that the status has changed to say “In Storage”.

How to Relinquish an original document

This option is for when you send an original document out which will not be returning to us.

Highlight the document and select “View/Amend Document Movement History” icon

Within the screen below select “Relinquished”

A warning message will appear asking you to make confirm you are sure you wish to relinquish the document - you cannot undo a relinquish once selected “Yes”. Please be careful with this option – once it’s gone its gone.

Specific Departmental Guide

** Please note that the Postroom Department will only deal with original documents from the List at the beginning of this guide. Anything else is the Department’s responsibility to maintain.**

Family Department

In addition to the “List of Originals to be tracked” your Department Manager has requested that the following be added to the List purely for your Department to use.

Financial Disclosure Documents/Court Orders

Compensation Department

In addition to the “List of Originals to be tracked” your Department Manager has requested that the following be added to the List purely for your Department to use.

Complaints Response

Bank Statements

Root Cause Analysis Report

Serious Investigation Report

Wage Slips

Funeral Documents

Inquest Documents

Medical Notes

Discs

Contentious Departments

Contentious Red Envelope Cabinet

Non Contentious Departments new Storage Locations added:-

Non con Death Certificate Folder

Non Con Red Envelope Box

Non Con Original Documents Cabinet