Long Client Documents: Logging Page Ranges for the Pass

Jane Doe sends the Firm a Doe Bank statement that runs to many file pages. For long client documents, the Preparer follows "What counts, in this method".

In this method, the Preparer logs the document and its page ranges by hand, with the first and last file page of each range and the heading the range opens with, word for word, and asks the client about any page that seems missing. Every entry drafted from a logged range 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 range log layout, a coverage check, a citation pattern, a client message, a marking table, a pre-review check and a Doe example. It states no rule about where a range starts or ends.

Several documents, several accounts, or one long document

For several documents in one file, follow the combined-file steps in combined files where they apply.

For several accounts in one statement, follow the multi-account steps in multi-account statements where they apply.

For a check that every document has drafted entries, follow the coverage-check steps in the coverage check where they apply.

Here the file is one document that runs to many file pages, and the Preparer splits it into logged page ranges. 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 page ranges for a document when all of these are true:

• The file is one document, not several documents or accounts.
• The document runs to many file pages.
• The Firm's own method calls for a range log for this document.

The Preparer looks only at what the pages show, not the file name or the folder.

The range log

In this method, the Preparer logs each range of the document on the file index, by hand, on its own line.

The Preparer writes no reason for where a range starts or ends.

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

Checking the ranges cover the document

In this method, the Preparer checks by hand that the logged ranges together cover every file page of the document with no gap and no overlap.

If a file page sits in no range, or in more than one, the Preparer corrects the range log by hand. Where a page seems missing from the document itself, such as where the printed page numbers jump, the Preparer asks the client.

Citing a page inside a logged range

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

"[document], range [range name], 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 on these documents. A version to adapt:

"[document], range [range name]. The Firm's instructions ask for each entry's citation by document, range, file page and printed page, and for nothing these 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.

Where the Firm's own method says so, the Preparer takes one logged range at a time and runs the drafting pass on it by hand. This piece states no order for the ranges.

Asking the client about a page that seems missing

In this method, the Preparer asks the client about each page that seems missing, as noted on the range log. The Firm can adapt this message:

Hi Jane Doe, thanks for sending [document]. Near file page [file page]: [printed heading, word for word, or no heading printed]; [plain note of what shows]. Could you tell us whether a page belongs there, or send another copy if you have one? Thanks, [Preparer name] at [Firm]

Marking entries drafted from a logged range

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

When the client answers

If the client says whether a page belongs there, the Preparer quotes the answer word for word on the range log line and in the note of every entry drafted from that range, marked "Client answer noted". The Preparer keeps "Client asked" on the log line, as logged.

The Preparer logs a client-supplied page or copy on the index; its line stays open for the Reviewer's decision; the earlier ranges stay as logged.

If the client can't say or doesn't answer, the Preparer notes that on the range log line; any further document steps follow the Firm's own policy.

In every case, each range log line, and every entry drafted from a logged range, stays open for the Reviewer's decision.

The pre-review check

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

• The Preparer checks documents covered by "What counts, in this method" have range log lines naming who logged them.
• The Preparer checks each range log line shows its first and last file page and its heading word for word, or "no heading printed".
• The Preparer checks the ranges against "Checking the ranges cover the document".
• The Preparer checks each "Client asked" line describes what shows and names the client question.
• The Preparer checks the Firm's instructions include each logged range's line.
• The Preparer checks range citations against "Citing a page inside a logged range", other citations by file page, and each entry's marks by hand.
• The Preparer checks client replies against "When the client answers" and the log and notes.

Who logs and who decides

The Firm names people for the document-handling steps.

The Preparer sets each mark and range 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 range log and decides on each entry and each log line; the Reviewer signs off on the whole file, range 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, a synthetic client, sends a long Doe Bank statement and a short Doe Holdings letter. Alex Doe is the Preparer; Pat Doe is the Reviewer.

Under the Firm's method, Alex logs the statement's printed name and logger name, with headings as printed: "Account summary", opening file page to the page before "Transaction detail"; "Transaction detail", through the page before "Fees and notices"; "Fees and notices", through the closing file page. The letter gets no range log.

In the "Transaction detail" range, the printed page numbers jump. Alex notes that on its line, sets it to "Client asked" and messages Jane Doe; the other lines show "Logged".

Under the Firm's method, Alex adds the statement's range instruction lines and runs the pass by hand, range by range; Alex runs the letter's pass by hand without a range instruction.

Alex checks citations and marks entries by hand, noting logged headings word for word: statement entries get "Checked against a logged range"; "Transaction detail" entries also get "Checked against a range with a client question"; letter entries get "Cited by file page".

Jane writes back about the jump. Alex quotes Jane Doe's reply word for word on that line and in those entries' notes, marked "Client answer noted". Each log line and each entry stays open for the Reviewer's decision.

Alex runs the pre-review check and sends the file to Pat. Pat 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.