It is best practice to have a neat, chronological file, ideally with all papers in the one bundle/file. Files separated into multiple folders or sub-folders can take longer to cost and can be more time consuming for the Costs Officer to find a specific document. The risk of duplication is also higher.
There are exceptions however, for example, OPG102 and 105 forms and maybe bank statements and financial/investment reports. If you are not including all documents in the file of papers, do make sure you have included your file notes with regards to any time claimed for considering documents not in the file of papers.
Start a new file for each management year, as having the separate files for each management year makes it easier for you and for any auditing but crucially makes the Costs Officers at the SCCO happy as it means your file is easy to follow and deal with as only the relevant year’s papers are there.
Ideally have file costed prior to finalising the OPG102 so that the figures in the Bill of Costs can be used to assist in the preparation of the OPG105 estimate for the following year.
Christine Marsh, Private Client Director: [email protected]