Enable Safe Custody Document Register

The Safe Custody Register is a document storage tool designed to help law firms meet compliance standards for a secure record of any documents held on behalf of clients. Once enabled by an administrator in Clio Manage, the document register allows you to track document location details and report on the safe custody of your client's documents.

Before creating a new document record, you need to enable the Safe Custody Document Register tool. Once enabled, all firm users can access the register and manage records of document details.

1. Go to Settings > Documents.
2. Select the Safe Custody Register subtab.
3. Toggle the button to enable the Safe Custody Register.

Add, edit and delete safe custody locations

Once you have enabled the safe custody document register, you will need to include the location of the document when recording the safe custody of a document in a secure facility in the office, a specialized facility, or a trusted third party. To add a safe custody location:

1. 1. Go to Documents or the Documents subtab of a contact.
   2. Select the Safe Custody Register subtab.
   3. Click Manage Locations.
   4. Click Create a location and enter the Location name.
   5. Click Add location to save the location.

Edit locations:

1. 1. Go to Documents or the Documents subtab of a contact.
   2. Select the Safe Custody Register subtab.
   3. Click Manage Locations
   4. Select Actions next to the location and click Edit.
   5. Edit the location and Save location.

Delete locations:

1. 1. Go to Documents or the Documents subtab of a contact. 
   2. Select the Safe Custody Register subtab.
   3. Click Manage Locations.
   4. Select Actions next to the location and click Delete.
   5. Select Delete in the pop-up modal to delete the location.

Create, edit and delete safe custody packets

Once enabled, you can create a packet from the Safe Custody Register to organize your firm's record of client documents. The packet number will auto-populate, and you will need to complete the required fields to save the packet. You can edit the packet client, location, or description or delete a packet. If you need to delete a packet, first delete all documents in it, as you cannot delete a packet that contains documents.

Create a new document record

After creating a safe custody packet, you can record the documents in the register. When registering new document records, the packet number will auto-populate, and you can provide the date on the document you are storing and the date the document arrived at its location.

1. Go to Documents or the Documents subtab of a contact.
2. Select the Safe Custody Register subtab.
3. Click on the Packet Number to open the client packet.
4. Click New document record.
5. Fill in the required information in the pop-up modal and click Add document.

Update document records status

Once you have registered documents in the Safe Custody Register, you can track their physical status from the Actions button inside the packet. The document statuses include held, temporarily removed and removed, and maintain a record of who removed the document, if and when it can be expected to be returned, and the reason for removal.

1. Go to Documents or the Documents subtab of a contact.
2. Select the Safe Custody Register subtab.
3. Click on the Packet Number to open the client packet.
4. Under the Actions column, select the status and complete the required information.
   • Held: The document or asset is stored securely at a secure custody location on your client's behalf.
   • Temporarily removed: The document or asset was temporarily removed from this location.
   • Removed: Your firm no longer stores the document or asset at this location.
5. Click Save.

View document status history

To view the status history of a registered document:

1. Go to Documents or the Documents subtab of a contact.
2. Select the Safe Custody Register subtab.
3. Click on the Packet Number to open the client packet.
4. Click Actions and View status history.
   • The status history includes the status, date, user, reason and who completed the document transfer.

Edit, delete and recover records

You can edit and delete a document record in Clio Manage from the main Documents page or the Documents subtab within a matter or client. Deleted document records can be recovered for six months, but Clio does not guarantee that the lost data can be recovered.