Timestamping for law firms: a dated record of client files and document versions

Why timestamping matters in a law practice

IP clients often arrive with a version of “we had this first”. A timestamp can’t look backwards, but from the day a client instructs you it can record exactly which files they held, so there’s no later question about what was in the bundle.

In commercial work, questions tend to be about versions: which draft the other side saw, or what the advice said when it went out. Your document management system records dates on your own systems. A TimeBind adds a date for the exact file that sits outside them.

Because nothing is uploaded, you can do this without sending client documents to another provider.

What IP and commercial lawyers timestamp

• Client materials at intake for IP matters: drafts, designs, source code, manuscripts or recordings the client hands over. This records what the client held on that date, not who made it.
• Each contract draft as it goes to the other side, and the executed version.
• Advice letters and file notes as they’re sent or finalised.
• Brand and design materials before a trade mark or design application is filed.
• Confidential information packs handed over under a non-disclosure agreement.
• Document sets as served, as one zip or a list of file fingerprints.

Each TimeBind holds up to 10 files. Zip a larger set and timestamp the zip.

A routine for client files

1. Finalise the exact file. Export the PDF as sent, or zip the client’s bundle as received. Don’t re-save it afterwards, because the TimeBind matches the exact file.
2. Make the TimeBind in the TimeBinder app.
3. Keep reference text generic. Reference text you add is processed by TimeBinder, so use a matter number rather than client names.
4. File the certificate with the matter, alongside the original file.
5. Choose who can check it: public by QR code, or restricted to email addresses you choose, such as the client’s.

How firms can date a document

These tools do different jobs, and most firms will keep using all of them. For more, see blockchain timestamp vs notary and RFC 3161 vs blockchain timestamps.

Which plan suits a law firm

A sole practitioner timestamping a few matters a month may only need Expert, at USD $50 a month for 15 Tokens, or the Free plan plus Tokens when needed. A firm timestamping several matters a week is usually better on Business: USD $149 a month for 60 Tokens, one company account, a monthly invoice and help getting set up. Business Plus is USD $299 a month for 150 Tokens. If your IT provider wants to timestamp from your own systems, API access is included in the Business, Business Plus and Enterprise plans. See TimeBinder business plans for the details, and the legal document verification guide for more on legal documents.

When another option suits better

• Your client needs a registered right, such as a trade mark, design or patent. That comes from filing with IP Australia or the office in the relevant country. A timestamp doesn’t register anything. See copyright registration vs a timestamp.
• You need signatures or witnessing. Use e-signature, a notary or a justice of the peace, as the matter requires.
• You need a records system. TimeBinder doesn’t store files, so your document management system stays the record.
• The question is about an earlier date. A TimeBind made today shows what a file looks like today, not last year.