Files Named Scan: Logging Generic File Names on Client Documents

Jane Doe uploads her documents to the Firm. Most are named "scan," and one carries a phone's default name. None of the names says what's inside.

This piece is about generic file names client documents carry: default or placeholder names, or names shared by several files the client sent. In this method, the Preparer logs each file's original name exactly as received next to what the page prints, by hand, on a name log on the file index, then 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.

This piece gives a name log layout, a citation pattern, a client message, a marking table, a pre-review check, a Doe example and a line for the Firm's AI instructions.

A wrong name, a generic name, the Firm's naming

A file name that points to the wrong document is covered in when the file name doesn't match the document.

The Firm's own file naming and file index are covered in setting up the client folder before any AI pass.

In this method, the Preparer reads the pages to see what each file is and asks the client where the pages don't say.

What counts as a generic file name, in this method

In this method, the Preparer treats a file name as generic when any of these is true:

• The name is a default from a scanner, phone or app, such as "scan" or "IMG" plus a run of characters.
• The name is a placeholder, such as "document," "file," "untitled" or "upload."
• Several files the client sent share the same name.

If the Preparer can't tell whether a name says what the file is, the Preparer logs the file anyway. A file whose name points to the wrong document also follows the mislabeled-document steps.

The name log

In this method, the Preparer opens every file, reads its pages and adds a line for it to a name log on the file index.

The Preparer copies the original name and what the pages print word for word. If the pages print no heading or issuer name, the line says "Not shown on the page," and the Preparer doesn't guess what the file is from its figures.

Every file gets its own line, even when several files share a name. The copy ID tells those lines apart.

In this method, any new name follows the Firm's own policy on naming, and the Preparer adds it to the line. The original name as received stays on the line, so the file ties back to what the client sent.

Citing by the name log

In this method, the Firm's instructions ask for each drafted entry to cite the file by its name log line, and the Preparer checks each citation against its page and the log by hand. A pattern the Firm can adapt:

"[original file name, as received], [copy ID], [heading as printed or Not shown on the page], [printed page or unnumbered]"

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 on a folder holding files with generic names. A version to adapt:

"Generic file names: [folder]. The name log lists each file's original name as received, its copy ID and what its pages print. Cite each entry by original name, copy ID, what the page prints and printed page or unnumbered."

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

Asking the client about a file

In this method, the Preparer asks the client about each file whose line says "Not shown on the page." The Firm can adapt this message:

Hi Jane Doe, thanks for your upload. The file you sent as [original file name, as received] in [message or upload] shows [what the pages print, or no heading or issuer name]. Could you tell us what document it is and who issued it? Thanks, [Preparer name] at [Firm]

Marking entries drafted from a file with a generic name

In this method, the Preparer marks by hand, in the entry's note, every entry drafted from a file with a generic name. The Firm can rename the marks.

When the client answers

If the client names the file, the Preparer adds the answer to its log line word for word, checks the entry against its page and marks it "Named by client answer." The entry stays open for the Reviewer's decision.

If the client can't say, the Preparer notes the answer on the entry and marks it "Still unnamed." The entry stays open for the Reviewer's decision, and 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.

• Every file the client sent has its own line on the name log, and each line names who logged it.
• Each line copies the original file name exactly as received.
• Each line says what the pages print, or "Not shown on the page."
• Any new name on a line follows the Firm's own policy on naming, with the original name kept beside it.
• The Firm's instructions hold a generic-name line for the folder.
• No entry from a file with a generic name cites the file name alone.
• Entries from these files carry marks set by hand, and each "Not shown on the page" line has a client question.

Who logs and who decides

The Firm names people for the document-handling steps; the Reviewer decides on entries and signs off. People at the Firm do every document-handling step, including any renaming.

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, name 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 is a synthetic client of the Firm. Alex Doe is the Preparer and Pat Doe is the Reviewer. Jane uploads several files, each named "scan," and a file with a phone's default name.

Alex opens every file and reads its pages. Each "scan" file prints a heading: a Doe Bank statement or a Doe Brokerage statement. The phone-named file prints figures with no heading or issuer name.

Alex logs every file on its own line by hand. The "scan" lines share a name, and their copy IDs tell them apart. The phone-named file's line says "Not shown on the page." Every file Jane sent has a line, and every line has a file.

Under the Firm's own policy on naming, Alex gives the headed files new names and adds them to their lines, leaving each original name as received. The phone-named file's line says "not renamed."

Alex adds the Firm's generic-name line to the instructions for the folder and runs the drafting pass. Alex checks each citation against its page and the log by hand and marks entries: "Cited by name log" on entries from the headed files; "Not shown on page, open" on entries from the phone-named file. Each stays open for the Reviewer's decision.

Alex sends Jane the message about the phone-named file. Jane says it's a Doe Bank fee notice. Alex logs her answer verbatim, checks entries against their pages by hand and marks them "Named by client answer"; each 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 name log, decides what happens with 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.