This feature is available to Brief Managers, Document Managers and Document Filers only.
Please read these instructions carefully, and look through the folder structure in the Brief and understand it, before uploading any document.
Ideally you should make pdf's searchable, for example by creating a pdf from a Word document or by running an OCR function over a pdf file that is in image form. Make the file size as small as possible to optimize upload time. Obtain and use software that enables you to reduce the size of a pdf file.
The file name of an electronic document can give you useful information about the document before you open it, particularly when you have a number of document name icons showing on your computer screen.
Correct naming may reduce the need to open the document and read its text. Many firms do not maximise the advantage that can be obtained from the way an electronic file is named.
Cloudbrief suggests that before a document is uploaded it is named or re-named (on your or your firm's hard drive) in a form that puts date first followed by type of document and then name of author and name of recipient. The name of the document then tells the reader something about the document. This might be in a shortened form.
For example a letter from you (A) to person B dated 7 September 2010 will be '20100907 ltr A to B’. This form makes the information in the document name useable when the document is downloaded and its name icon is displayed on a computer screen. This form is preferable to a file number or string of letters and/or numbers that conveys no information about the document.
With names of documents on your or your firm's hard drive short forms for types of documents are fax for facsimile, rep for report, sta for witness statement, memo for memorandum. If the document type word is no more than 5 letters use the full name eg note, list, order.
With pleadings, put the type of pleading first (eg defence, or statement of claim) followed by name of the parties who authored and received the document (eg ptf to def, def to ptf, 1def to tp).
If the document is a draft, put the word 'draft' at the end of the document description. You can also add the word ‘draft' to the Doc ID box (eg statement of claim ptf to def draft).
Additional security can be provided by password protecting a document before it is uploaded; where the native software provides that option. This may be best controlled by the Brief Manager.
Password protecting documents is recommended for highly confidential or highly sensitive documents, every electronic file that contains advice or information that is confidential, witness statements, every electronic file that is the subject of legal professional privilege or client legal privilege, and any other document that in the event of improper disclosure is likely to result in loss or damage of any kind including loss of reputation or embarrassment to any party including any third party.
You must remember to store in a safe and secure place, and make available to authorised Users, the document password. It is not the same as a User's login password.