Office Practices and Recordkeeping
What this domain tests
This domain covers the administrative side of reporting: exhibit control, file naming, retention of transcripts, and the chain of custody that makes a record trustworthy.
Exhibits and case files
- Log each exhibit when marked: number or letter, description, sponsoring party, and date.
- Keep original exhibits and copies separate, and record who retrieved a file and when.
- Match file names to case name, index number, and date so search works months later.
Retention and confidentiality
- Transcripts and notes are court records; retention follows court rules and the terms of any sealing order.
- Sealed, expunged, and juvenile records require restricted access and secure storage.
- Keep a backup in a separate location, and label drafts DRAFT so they cannot be mistaken for certified transcripts.
Worked example
Two parties mark exhibits in the same trial. Plaintiff’s exhibits are numbered 1, 2, 3; defendant’s are lettered A, B, C. When plaintiff later adds an exhibit, it becomes 4 - not 3A - so the record stays sequential and unambiguous. The reasoning: numbering and lettering are separate series, and gaps or duplicate labels create confusion on appeal.
Traps
- Reusing file names like transcript_final.pdf across different cases.
- Storing only one copy, or on a single local drive.
- Discarding notes before the appeal period expires.
- Letting an unauthorized person view a sealed file.