Covered Text on a Client Scan: Sticky Notes, Folds and Fingers Over the Print

Jane Doe sends the Firm a phone scan of her Doe Bank statement. A sticky note sits across part of a page.

That's the case here: covered text client documents, where a sticky note, a fold, a finger or a clip lies across part of a page. In this method, the Preparer logs each covered spot by file page and where it sits, by hand, copies what shows around it word for word, and asks the client for a clear copy. Each log line, and each entry drafted from a document with a logged spot ("Covered" or "Can't tell"), stays open for the Reviewer's decision.

The plugin drafts; the Firm's preparer prepares; the Reviewer signs off. Every step here is one the Firm writes and keeps, in whatever systems the Firm already uses, and the Firm can adapt the document-handling steps; the Reviewer's sign-off on the whole file stays as it is.

This piece gives a what-counts list, a log layout, a citation pattern, a client message, a marking table, a pre-review check, a Doe example and an AI-instructions line. It states no rule about any covered spot or the document it's on. The Preparer logs and asks; the Reviewer decides.

Covered spots, redactions, cut-off edges and handwriting

Redactions: redacted-document steps, where they apply.

Cut-off edges: cut-off-edge steps, where they apply.

Handwriting, including a sticky note's writing: handwritten-notes steps, where they apply.

What counts as a covered spot, in this method

In this method, the Preparer logs a covered spot when all of these are true:

• The Preparer has read the whole page.
• Something lies across part of the page, such as a sticky note, a folded corner, a finger or a clip.
• It isn't a redaction or a cut-off edge.

If the Preparer can't tell whether something lies across part of the page, the Preparer logs "Can't tell" with a plain note of what shows, and asks the client for a clear copy. A redaction or a cut-off edge follows the redacted-document or cut-off-edge steps where they apply, and a sticky note's own writing follows the handwritten-notes steps where they apply.

The covered-spot log

In this method, the Preparer reads every file page and logs each page with a covered spot on the file index, by hand.

The Preparer copies what shows around each spot word for word and stops where the spot begins. The Preparer doesn't guess what a covered spot holds or fill it in from the rest of the page, another page or another document.

In this method, the Preparer keeps the document as it came in. Any further document steps follow the Firm's own policy.

Citing a page with a covered spot

In this method, the Firm's instructions ask each drafted entry to cite the document, file page and printed page or "none printed"; the Preparer checks each citation by hand. A pattern the Firm can adapt:

"[document], file page [file page], printed page [printed page or none printed]"

A line for the Firm's AI instructions

In this method, the Firm adds a line, in its own words, to the instructions it gives the drafting pass. A version to adapt:

"Covered spots: [document]. The covered-spot log lists each logged file page. Cite each entry by document, file page and printed page or none printed; the Preparer checks by hand."

The line is the Firm's wording, not a promise about what any drafting software does. The Preparer still checks each entry by hand.

Asking the client for a clear copy

In this method, the Preparer asks the client for a clear copy of each page logged "Covered" or "Can't tell". The Firm can adapt this message:

Hi Jane Doe, thanks for sending [document]. On file page [file page], [what lies across the page, or a plain note of what shows] sits at the [where on the page]. Could you send a clear copy of that page with nothing across it? Thanks, [Preparer name] at [Firm]

Marking entries drafted from a page with a covered spot

In this method, the Preparer marks by hand, in the entry's note, every entry drafted from a document with a logged spot ("Covered" or "Can't tell").

When the client answers

If the client sends another copy, the Preparer logs it on its own file-index line, reads it against the what-counts list and runs the drafting pass again on it; the Preparer checks each citing entry by hand, marked "New copy noted". Each log line and citing entry stays open for the Reviewer's decision.

If the client writes back without another copy, the Preparer quotes the reply word for word on the log line and in each citing entry's note. If the client doesn't answer, the Preparer notes that on the log line. Each log line and citing entry stays open for the Reviewer's decision; any further document steps follow the Firm's own policy.

The pre-review check

In this method, the Preparer reads the file against this check, then sends it to the Reviewer.

• The Preparer checks each log line names who logged it.
• The Preparer checks each log line gives the file page, where the spot sits and the words around it.
• The Preparer checks each "Can't tell" line describes what shows and names the client question.
• The Preparer checks each page with a covered spot has its own log line.
• The Preparer checks the Firm's instructions include the covered-spots line.
• The Preparer checks each entry's citation and mark, set by hand.
• The Preparer checks each copy the client sends has its own line and each reply is quoted word for word.

Who logs and who decides

The Firm names people for the document-handling steps.

A mark on an entry or a log line tells the Reviewer where to look; it isn't a sign-off. The Reviewer decides on each entry and each log line, and the Reviewer signs off on the whole file, covered-spot log included. No file is done without the Reviewer's sign-off.

A Doe example

The names and file below are made up for illustration.

Jane Doe is a synthetic client of the Firm. Alex Doe is the Preparer and Pat Doe is the Reviewer. Jane sends a phone scan of a Doe Bank statement and a Doe Brokerage statement.

Alex reads every file page. A sticky note with writing on it sits across the bank summary page; Alex logs that page "Covered", copies the words on each side of the note word for word, and follows the handwritten-notes steps for the note's writing, where they apply. At the brokerage summary-page corner, Alex can't tell whether a dark shape lies across part of the page; Alex logs "Can't tell" with a plain note of what shows. The other pages show nothing across them, so the log holds a line for each summary page and none for the other pages.

Alex asks Jane Doe for clear copies, adds the line and runs the drafting pass. Alex checks each citation by hand and marks the bank summary-page entries "Cites a covered page", the brokerage summary-page entries "Cites a can't-tell page" and the other entries "Cited by file page".

Jane sends another copy of the bank summary page and writes that she doesn't know what the dark shape is. Alex logs the copy on its own file-index line, reads it against the what-counts list and runs the drafting pass again on it. Alex checks and marks entries citing the copy "New copy noted" by hand, and quotes Jane Doe's reply on the brokerage log line and its entries' notes. Each log line and entry stays open for the Reviewer's decision.

Alex runs the pre-review check and sends the file to Pat. Pat reviews the marked entries and the log, decides on each log line and each entry, and signs off on the whole file.

Where TracePrep fits

We've built a TracePrep plugin that drafts these steps in your Firm's workflow, while your preparer decides and your Reviewer signs off. Join the waitlist and we'll tell you when plugin access opens.

Get on the list for plugin access

This is general information, not tax or legal advice. In TracePrep's workflow, the plugin drafts, the Firm's preparer prepares, and the Firm's Reviewer signs off. Access to the plugin is by waitlist. Keep client data inside the systems your Firm has approved.