Electronic File Policy of Gordon E. R. Troy, PC
We have, for many years, maintained an electronic work environment and electronic file handling. We were electronic trademark and copyright filers from the outset, having been part of the “beta” testers of both the Patent & Trademark Office’s and the Library of Congress’s respective electronic filing systems. (We were also part of a group of attorneys who successfully petitioned the PTO to establish its dual rate structure for electronic and non-electronic filings.)
The following electronic file policy is incorporated into and is a part of the terms and conditions of your Engagement Letter or online Attorney Engagement Agreement (as the case may be) with Gordon E. R. Troy, PC. As used below, “Client” or “you” refers to any client of Gordon E. R. Troy, PC who has retained us to perform Legal Services.
We shall provide you with copies of all filings, communications, correspondence, notices, and all relevant documents during the course of performing Legal Services. In nearly every instance, such files will be furnished in electronic format only. At the completion of Legal Services, we will, if you so request, return to you any physical files that may exist, failing which we shall have the right to destroy them.
At any time during the course of providing Legal Services, you may request a copy of the electronic and/or physical files maintained by us, but our response to such requests shall be billed as Legal Services if we have already sent you copies of the documents requested.
All incoming paper documents are digitalized and archived electronically. All incoming faxes are received in digital form, automatically converted to PDF format and stored in the appropriate matter. To deal with your matters/projects in an efficient way, we kindly ask you to send all correspondence and documents to us as e-mail or as an e-mail attachment. Please bear the following in mind when corresponding with our office:
- Correspondence and documents concerning new filings, questions in relation to legal advice, trademarks, designs, recordals, contracts, and litigation should be sent to our individual email addresses or, if that is not possible, then firstname.lastname@example.org. We will confirm receipt of your instructions by sending a personal confirmation on behalf of the firm. (Note: any auto-reply should not be considered a confirmation of receipt). Please do not send confirmation copies of any correspondence or documentation that you already have sent us by e-mail unless we specifically request it (e.g., where we need an original document for a particular purpose).
- Content of e-mails. You will see that our emails contain a subject line with the following information: Client ID-Matter ID:Subject (Your Reference if applicable)/Call to action if needed. We would appreciate your including the same information in your messages to us.
- It is preferred that each e-mail should relate to one single matter, not to a combination of two or more matters, unless they are related and a single communication would be more efficient. Kindly specify which attachments are enclosed in your e-mail and use the following formats for your attachments: Word, PDF, JPG, PNG, Excel, Powerpoint.
We thank you in advance for your cooperation in sending your correspondence electronically. If you have any questions or concerns, please don’t hesitate to contact us.