{"id":56,"date":"2021-07-14T12:36:57","date_gmt":"2021-07-14T11:36:57","guid":{"rendered":"http:\/\/192.168.91.100\/wordpress\/?page_id=56"},"modified":"2025-05-23T16:46:38","modified_gmt":"2025-05-23T15:46:38","slug":"2-3-1-entering-new-client-records-and-keeping-records-up-to-date","status":"publish","type":"page","link":"https:\/\/www.thelovens.co.uk\/OfficeManual\/?page_id=56","title":{"rendered":"2.3.1 Entering New Client Records and Keeping Records up to date"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Before reading further, please refer to <a href=\"https:\/\/www.thelovens.co.uk\/OfficeManual\/?page_id=642\" data-type=\"page\" data-id=\"642\">Equinox Address Book<\/a> to understand how Equinox keeps records of our clients and contacts.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>It is vital that our name and address records are kept up to date, and that they contain as much detail as possible.<\/strong>&nbsp; We need to do this because:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>We have a duty of care to our clients to ensure that all our communications reach them, and that nothing goes to the wrong address &#8211; this could have disastrous results if the information in our communications is confidential and falls into the wrong hands;<\/li>\n\n\n\n<li>We need to capture accurate information for marketing purposes.&nbsp; Out of date information is worse than useless &#8211; it can waste money in a mailshot, and it makes us look very inefficient.<\/li>\n\n\n\n<li>We need to record accurately who we are acting for.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Please therefore make sure that you check our records to see that they agree with the most current information you have from a contact, and update where necessary.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">We may be told the company name by the person who gets in touch, but we should not take that as accurate. Check Companies House records &#8211; take a pdf snapshot &#8211; and make sure you enter the Company Registration Number in the Company Registration field.&nbsp; If the client tells you that the company has changed its name, confirm this by checking the Companies House record for that company number.&nbsp; If the number is not the same, it is not a change of name, but a new entity and an assignment will be required.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If you become aware of a change of address, we will need to advise the client of the need to record that change at all the relevant IPOs for all matters.&nbsp; Put a copy of the notification of change of address (or file or telephone note &#8211; whatever evidence you have) on&nbsp;<em>each<\/em>&nbsp;of the case files for that client, and enter diary dates for the responsible person to action the change of address.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In order to use the Address Book in Equinox as a resource for marketing, it is important that it is maintained as accurately as possible.&nbsp; Please follow the following rules for entry of data:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Internal Organisation Name: Keep it short and memorable &#8211; it does not need to be the full company name, for example;<\/li>\n\n\n\n<li>Address: use the address as shown on the Royal Mail Post Code database &#8211; don&#8217;t take what the client says, as clients often use outdated addresses.&nbsp; In particular make sure that the &#8220;City\/Town&#8221; field shows the actual post town or city NOT the village name, even if that is what the client tells you. Enter the Town or City name in capital letters.<\/li>\n\n\n\n<li>Primary Type: Please make sure that this accurately reflects the status of the contact.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">\u00a0<a href=\"https:\/\/www.thelovens.co.uk\/OfficeManual\/?page_id=19\" data-type=\"page\" data-id=\"19\">Return to\u00a0General Office Administration<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Before reading further, please refer to Equinox Address Book to understand how Equinox keeps records of our clients and contacts. It is vital that our name and address\u2026<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":54,"menu_order":2,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_lmt_disableupdate":"","_lmt_disable":"","footnotes":""},"class_list":["post-56","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=\/wp\/v2\/pages\/56","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=56"}],"version-history":[{"count":8,"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=\/wp\/v2\/pages\/56\/revisions"}],"predecessor-version":[{"id":759,"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=\/wp\/v2\/pages\/56\/revisions\/759"}],"up":[{"embeddable":true,"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=\/wp\/v2\/pages\/54"}],"wp:attachment":[{"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=56"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}