[CLBS] Signature Pages

[dbc dbclarklaw.com]

We keep everything they signed and their questionnaires/disclosures.  We also scan them.  Everything else is scanned and placed on our server with a cloud backup through Code42.  We use the document management part of Practice Master as it ties into our Tabs3 system that we've used for probably 20 years +.  So far so good.  

D. Blair Clark
LAW OFFICES OF D. BLAIR CLARK PC
967 E. Parkcenter Blvd., #282
Boise, ID 83706
Phone:  208-475-2050
Fax:  208-475-2055
Cel:  208-863-2505

-----Original Message-----
From: CLBS <clbs-bounces at admws.idaho.gov> On Behalf Of Bart Green
Sent: Tuesday, February 16, 2021 8:34 AM
To: Paul Ross <paul at idbankruptcylaw.com>
Cc: CLBS <clbs at admws.idaho.gov>
Subject: Re: [CLBS] Signature Pages

Paul,
I make a practice of keeping a hard copy of all documents that are signed, not just the signature pages, for a period of five years from the date the case is closed or representation of a client is concluded. So, for instance, in a Chapter 13 case that runs for 60 months, that means keeping the documents for at least 10 years, again five years from the date the case closes.  Ethically, I think that the I.S.B. rules require that we keep a client's file for five years from the date of our last representation of them.  I suppose people could scan the documents, or generate a PDF and then just save the signature pages, but if someone were to do that, and if an issue were to subsequently arise, then how do you prove that the digital copy is what they actually signed?  I think that keeping the original hard copy of the documents signed is the more prudent practice.  I know that it is not fun having to keep that large a footprint of real estate for storage space for client documents, but I  think that is what is required of us as lawyers.
Sincerely,
Bart Green

----- Original Message -----
From: "Paul Ross" <paul at idbankruptcylaw.com>
To: "CLBS" <clbs at admws.idaho.gov>
Sent: Saturday, February 13, 2021 6:09:07 PM
Subject: [CLBS] Signature Pages

Dear Listserv,

As a sort of informal survey, would you mind responding to me directly (rather than the entire listserv).

Do you keep all physical copies of every document signed?
Do you only keep physical signature pages of those documents?
Do you keep any physical signature pages?
Do you do some sort of electronic signing?

I promise I am not trying to tattle.  We just want to see what current practice is in the district.

Paul

--
Idaho Bankruptcy Law
T: (208) 219-7997
F: (208) 416-6996

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