Safe Custody
- Gemma Heidemann
- Queenie Flores
The Safe Custody details in Wise Owl are held under the Contacts tab. All Safe Custody information is controlled by rights in the system. If you do not have the rights you think you should, please contact your Wise Owl Power User.
For a video of the Safe Custody module, please click here.
How to Check In a Safe Custody Item
To Check In and Item using the Safe Custody Register, click on ‘New Safe Custody Item’ under the Safe Custody tab.
The description, packet and reference fields are free text fields taht can be made up of text and numbers.
Your description field is a free text field with a large character limit for you to describe what is being put into Safe Custody.
The Packet Number is limited to 10 characters and Reference Number is limited to 20 characters.
When choosing the matter, search for the contact you are entering the Safe Custody item on and choose one of the matters with the yellow star against it.
This yellow star shows that the contact you are entering the Safe Custody item on is the primary client on that matter.
Enter your Checked In Date. This field does not allow backdating or future dating.
Once those fields are entered, you can save your contact and your Safe Custody item will be recorded in grey and unable to be touched.
How to Check Out a Safe Custody Item
When you want to check out a Safe Custody Item, it is following a similiar process to Checking In.
Go into the contact that you checked in the Safe Custody Item for.
Fill in the Checked Out Date (today), who has approved the release and who the Safe Custody item was released to.
Once done, Save your contact.
Once an item is Check Out, it will appear in grey and will be unable to be modified.
What do I do if I make a mistake?
Power users in your organisation will have the ability to edit some details of Checked In Safe Custody Item’s however the preferred way to resolve a mistake is to Check Out an item using the Released to field to record the issue and then re-checking IN the item.