Archiving Steps

The main procedure/policy for archiving is contained in the Office Manual (found on your desktop). Please ensure this policy is followed when archiving your file.  A standard File Storage Checklist must be completed prior to archiving.

The first step is for the support staff to complete followed by the Legal Advisor whose steps are to sign the archiving off.

SUPPORT STAFF

To begin the process of completing the electronic Archiving form insert the step called "Electronic ARC2".  Some workflows will automatically insert the Closing Risk Assessment (Arc2) ready for you to take.

Click the Process icon to run the step.

An email will generate when processing this step addressed to the Legal Advisor asking them to complete the Closing Risk Assessment. 

Click send which will produce a task in the case history ready for the Legal Advisor to take.

When the Legal Advisor has dealt with the Closing Risk Assessment, you will receive an email back as illustrated below.  There will also be a task in the case history ready for you to complete.  

Within your email you can click on the link which will take you directly to the task in case, or;

If you go to the case history you will see the step as illustrated below which you will need to complete.

Complete the step above using the Complete icon.

You will be asked to confirm the following:-

• Whether the SmartSearch flag has been cleared.  If it hasn't then you’ll need to arrange for it to be cleared unless there are any ongoing matters in which case the flag can remain.
• That there are no originals on file.
• That any deeds/originals are placed in storage and scanned at entity level.

Assuming that there are no issues, this part of the procedure is now complete and, so that this is consistent with the rest of the Firm, a completed ARC2 will generate in Word.

The CRA will be ‘signed’ by the Legal Advisor because this document will look at the record of the CRA being completed by the Legal Advisor. The archiving checklist will also be signed by you, as the current user. 

LEGAL ADVISORS

(when you receive the email requesting a CRA)

The email will look like the screenshot below. 

As you can see, there is a link which will take you directly to what you need to do (note: this only works on a PC, it will not work on a mobile phone or device that isn’t able to connect to partner). Assuming there is no outstanding file audit activity, please click the link. If there is any outstanding corrective action, please deal with that, notify your auditor then when the corrective action audit is done, return to this email and click the link.

The link will take you directly to the step. When the step is highlighted, press COMPLETE (GREEN TICK) button

You will be prompted with the CRA questions. 

Do you consider the client’s objectives have been achieved?

Could the client fairly complain?

Could the client make a claim for damages?

If the file has no issues, the answers will be (a) Yes (b) No (c) No

If you say “yes” to questions 2 or 3, an email will be generated to JAN. The process then stops while any issues are rectified. 

If there are no issues, this email will then generate. It will be addressed to the person who requested the CRA. Press SEND. A task will be placed in Partner for the person who requested the CRA, to finish the remainder of the archiving process