Cut-Off Edges on a Client Document: When Print Runs to the Edge of a Scanned Page

Jane Doe uploads a scan of her brokerage statement, and one page stops partway down a table. That's the case here: cut-off edges client documents can show, where print runs to an edge of a file page and something there stops partway.

In this method, the Preparer logs by hand, on the file index, each page with a cut-off edge, naming the edge and copying what shows at it word for word, and asks the client for a full copy. Then the Preparer runs the drafting pass.

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.

Below: a cut-edge log, its patterns, marks and checks, a Doe example and an AI-instruction line. It states no rule about what a cut-off part of a page held or what it means for anything drafted from the file.

Cut-off edges, phone photos, missing pages and pages that can't be read

Logging phone photos of a paper page is covered in phone photos of a paper document.

Pages that never came in are covered in missing pages in a client document.

A page where what shows can't be read is covered in a source page that can't be read.

What counts as a cut-off edge, in this method

In this method, the Preparer logs a file page as cut off when all of these are true:

• The Preparer has read the whole file page.
• Print touches an edge of the file page, with no margin left on that side.
• Something at that edge stops partway: a line of text, a table row, a border or a footer.

If what shows on the page can't be read, the Preparer also follows the unreadable-page steps linked above. If the Preparer can't tell whether an edge is cut off, the Preparer logs it "Can't tell"; it stays open for the Reviewer's decision.

The cut-edge log

In this method, the Preparer logs each cut-off or can't-tell page on the file index, by hand.

Under the log, the Preparer writes a count line by hand. A pattern the Firm can adapt:

"File pages in the scan: [count] = pages with no cut edge [count] + cut off [count] + can't tell [count]"

A page with any edge logged "Cut off" counts once, as cut off.

In this method, where a page's printed page number doesn't show, the Preparer logs it "Not shown" and doesn't number it from the pages around it.

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

A line for the Firm's AI instructions

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

"Cut-off edges: [document]. The cut-edge log lists each file page logged cut off or can't tell. Cite each entry by document, file page and printed page or not shown; the Preparer checks by hand."

The Firm's instructions ask for each drafted entry to cite its page, and the Preparer checks each citation against that page by hand. The line is the Firm's wording, not a promise about what any drafting software does. A pattern the Firm can adapt:

"[document], file page [file page], printed page [printed page or not shown]"

Asking the client for a full copy

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

Hi Jane Doe, thanks for your scan of [document]. On file page [file page], I've noted the [which edge] edge: [what shows]. Could you send a full copy of that page with every edge in view? Thanks, [Preparer name] at [Firm]

Marking entries drafted from a scan with cut-off edges

In this method, the Preparer marks by hand, in the entry's note, every entry drafted from a scan with cut-off edges.

When the client answers

If the client sends a full copy, the Preparer logs it on its own file-index line, runs the drafting pass again on it and checks each citing entry by hand, marked "Full copy noted". Each page and entry stays open for the Reviewer's decision.

If the client says their copy shows the same edge, the Preparer quotes the answer on the log line and in each citing entry's note. If the client can't send one or doesn't answer, the Preparer notes that on the log line and in each citing entry's note. Each page 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 scan with cut-off edges has a file-index log naming its author.
• The Preparer checks each "Cut off" line names the edge and copies what shows, word for word.
• The Preparer checks each "Can't tell" line describes what shows and names the client question.
• The Preparer checks the count line adds up.
• The Preparer has followed the missing-pages steps linked above where printed pages may be absent.
• The Preparer checks the Firm's instructions include each scan's cut-off-edges line.
• The Preparer checks each entry cites document, file page and printed page or "not shown" and carries the Preparer's mark.

Who logs and who decides

The Firm names people for the document-handling steps; the Reviewer decides on entries and on each page logged "Cut off" or "Can't tell", and signs off.

A mark or a log line tells the Reviewer where to look. It isn't a sign-off and doesn't stand in for one. The Reviewer sees every marked entry and the log and decides what happens with each entry, and the Reviewer signs off on the whole file, cut-edge 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 uploads a scan of her Doe Brokerage statement; each page prints its page number and the page total in a footer.

Alex reads every file page. On the page before the last, the bottom edge cuts through a table and the footer doesn't show; Alex logs it "Cut off" at the bottom edge, with printed page "Not shown" and the last row that shows copied word for word. On the last page, a line runs into the right edge; Alex logs it "Can't tell" with a note of the line. The other pages each print their page number and the total; Alex leaves the cut page's printed page "Not shown" and follows the missing-pages steps linked above for the number that doesn't show. Alex's count line adds up: pages with no cut edge, the cut-off page and the can't-tell page, with nothing left over.

Alex adds the instruction line, sends Jane the message, logs it, runs the drafting pass, checks each citation by hand and marks each entry by cited page.

Jane sends a full copy of the cut-off page; Alex logs it on its own line, runs the drafting pass again on it and checks each citing entry by hand, marked "Full copy noted". Jane says her last page shows the same edge; Alex quotes her on the log and in citing notes. Each page 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 logged page 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.