Informal Discovery – Process / Workflow for Client Communication

This workflow should only be used for INFORMAL DISCOVERY. For Formal Discovery see: Formal Discovery – Process / Workflow – K|H Law Wiki

As part of ongoing concerns regarding client’s not providing us full and complete discovery responses, we developed a protocol/timeline to be used, which can be viewed here: https://kohlmeyerhagen.sharepoint.com/:w:/s/FamilyLawDivision/IQBkpKDHc6HsRpItG8SWslYgAbz6Cydc_ZeFqEyLl4x2X1M?e=lPfggL

Here is a very brief overview, but please refer to the above referenced document for full information:

 

Day 0: Steps to Begin the Process 

• Initiate the workflow called “FLD Informal Discovery.” NOTE: to copy and paste message templates, you have to view it in the full task list, not the case task list.  

• Upload and Share informal discovery letter from OPA to client via MyCase 

• Upload and Share Informal Discovery Information for Client via MyCase 

• Send a message to client to review uploaded docs and schedule a call (15 min to 30 min) to walk through the process within the next few days, the sooner the better. If needed, send a text to client to alert them that there is a message they need to review.  

• Draft the skeleton response letter to OPA 

Day 1-3: First Call 

• Required initial call with client to discuss the informal discovery process. Pull up the skeleton response letter to OPA to fill in or type notes as needed. Also pull up the Informal Discovery Information for Clients and use the tips section for talking points.   

Day 10 – Follow up with client 

• If no submissions are received or only partial submissions are received, send friendly reminder. 

Day 17 – Second Follow-Up 

• If no progress, send a firmer reminder. 

• Share a reduced checklist and reference specific documents/information still needed. 

• If client is submitting incorrect or incomplete items: 

• Use the sample docs to help explain what exactly is needed 

• These will be in an FLD Sharepoint folder and linked here: 12. Sample Financial Documents for Discovery 

Day 24 – Third Follow Up & Escalation Notice 

• Call the client to discuss status of responses and identify barriers  

• Note potential impact of non-compliance (full discovery, more time, more money, delays). 

• Set up a call with the attorney on Day 27 if few or no documents are received and address whether we need to ask for an extension.  

Day 27 – Escalate to Attorney 

• Message from attorney if there are significant gaps or lack of follow-through from client. Address potential consequences (formal disco, more time, more money, case delays) and possible request for extension from OPA (if they set one). 

• Discuss with attorney whether we need to ask for an extension or not. If so, use the letter template on Mycase called “Disco Extension Letter.” 

Day 30 – Discuss Strategy with Attorney 

• If no response, discuss strategy with attorney. Does attorney need to call client directly? Should attorney send another message? Do we threaten withdrawal?  

Tips for Each Case: 

• Use templated messages for each follow-up to ensure consistency. 

• Start the workflow at the time of discovery delivery so that all reminders/tasks in MyCase are set up automatically and document creation is triggered. 

• Note every communication attempt and client action (or lack thereof) and make sure your time entries reflect the same. 

• For calls, make absolutely sure you are noting whether you actually talked to the client, left a voicemail, or were unable to leave a voicemail. If contact is made, your time entry needs to reflect a brief overview of what was discussed.