Double-Sided Client Documents: Logging Front and Back Pages

Jane Doe sends the Firm a Doe Holdings lease printed on both sides, with the backs in their own file. For double-sided client documents, the Preparer follows "What counts, in this method".

In this method, the Preparer logs by hand each sheet's front and back file pages as seen, logs a back that seems absent, and asks the client. Each log line, and each entry drafted from a logged page, 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 sheet log layout, a citation pattern, a client message, a marking table, a pre-review check and a Doe example. It states no rule about what any back, found or not, means or changes.

Empty backs, page order, absent pages or a printed back

Where the back of a sheet prints nothing, follow the empty-back steps in blank pages in a client scan where they apply.

Where the question is the order of a document's pages, follow the page-order steps in pages out of order where they apply.

Where printed page numbers show pages absent from a document, follow the absent-page steps in a partial copy of a client document where they apply.

Here a sheet prints on both sides and its back comes in as a separate file, out of step, or seems absent. In this method, the Preparer doesn't supply anything the pages don't print.

What counts, in this method

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

• Both sides print, or the back seems absent and the front prints a line like "continued on back". For a back that prints nothing, follow the empty-back steps under "Empty backs, page order, absent pages or a printed back" where they apply.
• The Preparer can tell which document each page belongs to. For pages the Preparer can't place, the Preparer writes "Can't tell", without guessing, and asks the client.
• The back is in the same file, in another file, or seems absent. For pages a document's printed page numbers show as absent, follow the absent-page steps under "Empty backs, page order, absent pages or a printed back" where they apply.

Where the Preparer can't tell which front a back belongs with, the Preparer writes "Can't tell", without guessing, and asks the client.

The sheet log

In this method, the Preparer logs each sheet covered by "What counts, in this method" on the file index, by hand, on its own line.

The Preparer writes each file page as seen, wherever the back sits, and writes no reason for where it sits or why it seems absent.

In this method, the Preparer keeps each file as it came in and doesn't move, join or reorder its pages. Any further document steps follow the Firm's own policy.

Citing a page from a two-sided sheet

In this method, the Firm's instructions ask for the document, file, file page and printed page in each drafted entry's citation; the Preparer checks each citation against its page and the sheet log by hand. A pattern the Firm can adapt:

"[document], [file], file page [file page], printed page [printed page or no page number printed]"

A line for the Firm's AI instructions

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

"[document]. The Firm's instructions ask for each entry's citation by document, file, file page and printed page, and for nothing the pages don't print."

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 about a back

In this method, the Preparer asks the client about each sheet logged "Back seems absent" or "Can't tell". The Firm can adapt this message:

Hi Jane Doe, thanks for sending [document]. We can't find the back of the sheet at [file-page location] [or can't tell which page is its back]. Could you tell us what you know about it, or send a scan of both sides? Thanks, [Preparer name] at [Firm]

Marking entries drafted from a two-sided sheet

In this method, the Preparer marks by hand, in the entry's note, every entry drafted from a logged sheet with one or more of these marks.

When the client answers

In this method, the Preparer handles a client reply this way:

• If the client says what they know, the Preparer quotes the answer word for word on the log line and in the note of each entry checked against that sheet, marked "Client answer noted".
• If the client sends a scan, the Preparer logs it on its own file-index line and follows "What counts, in this method" on a new log line; the earlier log line stays as written.
• If the client can't say or doesn't answer, the Preparer notes that on the log line.

Each log line, and each entry drafted from a logged page, 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 and sends it to the Reviewer.

• The Preparer checks that each sheet covered by "What counts, in this method" has a log line naming who logged it.
• The Preparer checks that each log line shows its file pages, "Not in what the client sent" or "Can't tell".
• The Preparer checks that each "Back seems absent" and "Can't tell" line has a client question.
• The Preparer checks that each logged file page and each client quotation agrees with its source.
• The Preparer checks that the Firm's instructions include each logged document's line.
• The Preparer checks that each entry's citation shows document, file, file page and printed page, and that each entry drafted from a logged sheet has a mark set by hand.
• The Preparer checks that each client reply is handled as "When the client answers" sets out.

Who logs and who decides

The Firm names people for the document-handling steps.

The Preparer sets each mark and log line status to show the Reviewer where to look. A mark isn't a sign-off and doesn't stand in for one. The Reviewer sees every marked entry and the log and decides on each entry and each log line; the Reviewer signs off on the whole file, sheet log included.

No file is done without the Reviewer's sign-off.

A Doe example

The names and files below are made up for illustration.

Jane Doe, a synthetic client, sends a Doe Holdings lease with printed fronts and backs, the backs in a separate file. Alex Doe is the Preparer; Pat Doe is the Reviewer.

Alex reads every file page. Each front has a back in the backs file except the last sheet's, whose front prints "continued on back".

Alex logs each sheet in "The sheet log" by hand: "Front and back logged" for each sheet but the last, "Back seems absent" for the last. Each log line stays open for the Reviewer's decision.

Alex adds the instruction and starts the drafting pass. Alex also messages Jane Doe about the last sheet's back. Alex checks each citation by hand and marks entries drafted from the last front "Checked against a sheet logged 'Back seems absent'" and the rest "Checked against a logged sheet". Each entry stays open for the Reviewer's decision.

Jane writes back about the last sheet's back. Alex quotes Jane Doe's reply verbatim on its log line and in notes for entries drafted from that sheet, marked "Client answer noted". 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 prep work in your Firm's workflow, while your Preparer prepares 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.