Safe custody and stock checks

The storage tree

The places the firm keeps originals form a tree under Settings, Documents, Originals storage: a building holds rooms, a room holds safes and cabinets, a cabinet holds shelves, a shelf holds boxes.

1. Add a place at the top for each building, or a place that stands on its own.
2. Open it, then Add a place inside for each room, safe, shelf or box. Give each a code its label carries, and say whether it resists fire.
3. Drag a place into the order the firm walks them, or choose Move up and Move down from its row. Move to another place moves it with everything inside it.

An original is filed in a place with nothing inside it. A place's page shows where it sits, the places inside it, and every original kept in it or inside it.

Kept to named people

Turn on Kept to named people for a place such as a wills safe, then name the people and roles who may take originals out or put them back, under Who may handle originals here. Every place inside it follows the same list.

Somebody named on it may let someone not named take an original this once, saying why; the custody chain records who allowed it.

Stock checks

1. On a place's page, Start a stock check. Every original the register puts in it or inside it becomes a line.
2. Walk the place and mark each Found, Found somewhere else with where, or Missing. Add an original found here records one that should not be there.
3. Complete the check. Anything not marked is recorded as missing, a follow-up task is raised for each original missing or out of place, and a certificate of the check is drawn.

Stock checks lists every check and what it found.