Tacitus is a legal document database management system. It is designed to fulfil the requirements for Discovery and at the same time to facilitate identification of documents by key issue/s. The database produce reports of the key documents selected by Individual or Organisation (either To or From), by Date/s, by Title, by Abstract remark, or by Type of document. It can be used to identify and separate original documents from their copies and separate documents which have privilege.

Hardware IBM compatible PC with Windows 95

Software Microsoft Access for Windows 95. Microsoft Office Pro is preferred

Stationary Folders: A4 Lever Arch

Labels: Avery L7656 for documents

Avery LXXX for document folders

Documents are collated into folders and individually numbered by label. The details of each documents are then recorded into the database. This is then used to produce the List of Documents for Discovery. The key issues of each document (if any) are then recorded in the database. Upon completion, Tacitus can produce Issue Folder ...........

It is important that data entry commence at least one week prior to recording and entering the key issues of documents.

All documents and covers (if any) are hole punched and placed in folders. It is not necessary to put them in any order. Remove all paper clips and staples.

The numbering of both documents and folders must follow a strict convention. The number code used for documents is a 3 digit sequential number to identify each folder, followed by a maximum 8 digit description of type of documents in folder, followed by 3 digit sequential number for individual documents (021/CORR01/027). Place one pre-numbered label on the top right hand corner of each document, or as close to the corner, as is practicable. Do not obscure any part of the text of the document.

Once all documents have been numbered and collated, two copies of the entire library of documents are to made. They can either be scanned or photocopied. Both copies goes offsite, to protect the library against loss (fire). One copy of the documents goes to the offices of John McMullan Solicitor to enable data entry to proceed.

Complete the following lists of key fields in order to complete the drop down menu lists.

• Client details
• Key Personnel
• Organisations
• Forms
• Issues

For the purpose of Tacitus, a document is an item of information. It may be correspondence such as letter, fax, report. It may also be in different forms such as video, photographs, newspapers

DocID 052/CORR01/021

Date 1/6/95

DocType letter, memo, photo, etc (As per drop down menu only)

FileID Corr, Con Doc, etc (As per drop down menu only)

Privilege Yes/No

Original Yes/No

From K Bloggs (JFA)

To J Bloggs (JFA)

Abstract Uppercase for start of sentence, remainder lowercase

Subject Uppercase for start of sentence, remainder lowercase

Abstract Uppercase for start of sentence, remainder lowercase

Issues Mark "X" in appropriate boxes

It is important to maintain a standard when entering data or instructing on the entering of data.

Date dd/mm/yy.

Name J Bloggs (JFA)

Organisation John Ford & Assoc (JFA)

Subject Uppercase for start of sentence, remainder lowercase

Abstract Uppercase for start of sentence, remainder lowercase

DocType As per drop down menu only. (letter, memo) lowercase

FileID As per drop down menu only. (Con Doc) Uppercase/lowercase

Repetitive names can be entered from the abbreviations list to speed up data entry and reduce errors. The Abbreviations menu list is to be completed prior to data entry. Further abbreviations can be added during data entry. Documents cannot be entered However, unless there is an appropriate abbreviation on the Abbreviation List first.

What is a document ?

For the purpose of Tacitus, a document is an item of information.

What if there are multiple pages ?

Multiple page documents are to be treated as single page documents. The number of pages, however, should be noted.

What if multiple documents are attached ?

Remove all clips and staples and number each document individually.

What if multiple copies of a documents are attached ?

Care should be taken that the documents are indeed identical (group faxes). They can be treated as the a single document, noting the number of copies.

What if a document has no date ?

The Date field should be left blank.

When is a document "privileged" ?

When a document is written for the sole purpose of gaining or giving legal opinion it is considered to be privileged and as such need not be disclosed. However "privileged documents" should still be entered into Tacitus .

When is a document "original" ?

A document is an original when it contains a fresh piece of information. Comments or remarks added to a copy of a document, may in fact make the copy an original document in its own right.

What if a document has no date ?

The Date field should be left blank.

As mentioned earlier, once all documents have been numbered and collated, two copies of the entire library of documents are to made and sent offsite to protect it against loss.

Tacitus automatically saves each document record as it is entered. The entire database should be copied, dated and archived each day. These backup copies should only be used in the event of the Master Database becoming corrupted or destroyed.

All copies of the database, both master and backup, should be password protected.