# Check where original wills are recorded Canonical page: https://agents.paretoid.com/workflows/reconcile-original-will-custody-evidence/ Category: Operations & Reporting Practice relevance: specialty-specific. Separates an original will’s physical custody from scans and release records. Jurisdiction/provider scope: AU: firm custody procedure; state-specific legal review Compare the original-will custody record with the approved physical-packet and release evidence. Status: Primary workflow and tool capabilities documented; editorial adaptation, untested. Verification: No measured outcome for this exact adaptation. Run synthetic acceptance tests before deployment. ## The problem The executed will scan in a matter does not establish where the original is physically held or whether it was released. Why it matters: A scanned will does not show who holds the original. Conflicting location or release records can delay retrieval when the original is needed, so the custody record and physical evidence need separate checks. ## Sources and evidence - method: [Smokeball AU: Safe Custody register](https://support.smokeball.com/hc/en-au/articles/6112048755735-Using-the-Safe-Custody-register) Documents contact-based packets, references and native reporting. - method: [Smokeball AU: Archie supported matter context and limitations](https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant) Matter-native document and note review with source links. Images, rendered PDFs and spreadsheets are not extractable; broader contacts and trust transaction history are unavailable. This is capability evidence, not validation of this recipe. - method: [Smokeball AU: reviewing documents with Archie](https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie) Documents native review UI and matter-context limitations; no recipe testing claimed. Source checked: October 15, 2026. This is an editorial adaptation of documented methods and tool features. No customer result or end-to-end test is claimed. ## Suggested approach Start when: A will file closes or staff prepare a lawyer-authorised original-document retrieval. 1. Confirm authority for the existing indexed matter context before opening AI review. 2. Collect the approved original records and make only the checked text copies needed for readability. 3. Run the bounded comparison with source IDs, item coverage and explicit incomplete flags. 4. Check the report against the originals and retain it for internal human review. ## What you need - Responsible lawyer confirms jurisdiction, applicable court AI rules, scope, client confidentiality, processing terms and authority before real matter data is indexed. Test in a synthetic matter first. - Existing licensed, authorised AU Smokeball and Archie access. Add-ons and specialised modules must already be enabled; no new permissions or connections are included. - Lawyer supplies the current matter-specific review checklist, permitted source list, and any controlling orders. No automatic deadline calculation. - Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. - Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. ## How to use Documentation-checked steps; this adaptation has not been run in a live account. - Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. - Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. - Preparing and checking the source packet takes staff time. For a small record set, use direct human review if preparation would take longer. No efficiency gain has been measured. Access and setup: - Existing AU Smokeball/Archie licensing, required modules and staff access must be confirmed by the firm; the directory has not inspected its account. - Jurisdiction, court AI rules, source-processing terms and client authority require the responsible lawyer’s approval. This guide does not enable AI, connect accounts or change access. ### 1. Approve indexed-context access Tool: Authorised source application / human reviewer Location: Responsible lawyer: existing matter/indexed-context access review Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. Expected output: Documented authority and scope, or BLOCKED before AI access Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://support.smokeball.com/hc/en-au/articles/6112048755735-Using-the-Safe-Custody-register https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant ### 2. Acquire original sources Tool: Authorised source application / human reviewer Location: Authorised source application/matter; acquisition instructions below Open the testator’s Contact card > Safe Custody Register. Use Reports > report dropdown > Safe Custody – Full List for the native report; use packet/document right-click > View History for movement evidence. The register is contact-based, not a matter collection. Capture only authorised records. Expected output: Identified authorised original sources and IDs, or an acquisition blocker Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://support.smokeball.com/hc/en-au/articles/6112048755735-Using-the-Safe-Custody-register https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant ### 3. Prepare source-first inputs Tool: Authorised source application / human reviewer Location: Authorised source application/matter; acquisition instructions below A custody officer verifies physical packet evidence and any release receipt. Prepare an approved text-bearing snapshot listing will date, codicil references, packet ID, recorded location, recorded movement and source IDs. Store this in the appropriate matter for review; Archie cannot search the wider contact register directly. Expected output: Readable verified input packet with original locators, or manual-review gaps Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://support.smokeball.com/hc/en-au/articles/6112048755735-Using-the-Safe-Custody-register https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant ### 4. Plan bounded source coverage Tool: Authorised source application / human reviewer Location: Internal expected-source/covered-item register Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. Expected output: Bounded batch plan and complete expected-source register Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://support.smokeball.com/hc/en-au/articles/6112048755735-Using-the-Safe-Custody-register https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant ### 5. Open native document review Tool: Smokeball Archie Location: Smokeball matter > Archie tab > paperclip, or Files > select files > right-click > Ask Archie about these documents Open the authorised matter > Archie tab > paperclip; alternatively Files > select approved documents with Shift/Ctrl > right-click > Ask Archie about these documents. Wait for ingestion. Use only verified text-bearing sources; unreadable media or scans require human transcription and verification. Expected output: Ingested approved text-bearing source batch, or INCOMPLETE input Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://support.smokeball.com/hc/en-au/articles/6112048755735-Using-the-Safe-Custody-register ### 6. Run the bounded comparison Tool: Smokeball Archie Location: Archie question field, with batch ID and source register Paste the starter prompt with the expected-source register and explicit batch ID. Require a covered-item list plus missing/truncated/unreadable sources. If coverage cannot be verified, mark the run incomplete and stop any completeness conclusion. Prompt: ```text Compare only the approved custody snapshot, physical-check record and release evidence. Distinguish an image/copy from a physically sighted original. Flag mismatched will/codicil dates, packet IDs, locations and unsupported release entries. Never infer revocation or entitlement to an original. Return a chain-of-custody exception list and the human verification still needed. Do not change the register or release anything. Use only the approved task scope; this instruction does not limit indexed-context access. For every row include source_ref, source_locator, coverage_status and manual_review. Never invent locators. List expected sources and batches not covered, unreadable or potentially trimmed. Mark the overall output INCOMPLETE if source coverage cannot be verified; no unsupported completeness claim. Copy/open an internal Word draft only; take no external or record-changing action. Return the review table with these exact columns: testator_alias, will_date, codicil_date, packet_id, original_sighted_by, sighted_date, recorded_location, release_receipt, exception, source_ref, source_locator, batch_id, coverage_status, manual_review. Return a separate source-coverage register with these exact columns: batch_id, source_ref, original_locator_range, expected_items, covered_items, readability, truncation_check, coverage_status, reviewer. ``` Expected output: Draft rows plus actual covered-source/item register and explicit incomplete flags Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://support.smokeball.com/hc/en-au/articles/6112048755735-Using-the-Safe-Custody-register ### 7. Verify and retain the internal review Tool: Microsoft Word / human reviewer Location: Archie response > Copy or Open in Microsoft Word Copy the result or open it in Word for internal review only. Verify every exception and cited locator against the original, reconcile covered items across every batch, and retain unresolved/manual-review rows. Do not use Outlook/Client Portal send, update native records, file, serve or release originals. Expected output: Human-checked internal report with unresolved items preserved; no external action Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://support.smokeball.com/hc/en-au/articles/6112048755735-Using-the-Safe-Custody-register ## What you will get A discrepancy list separating scanned copy, original sighted, custody entry and release evidence, with unresolved chain-of-custody questions. ## Human review and limits No automatic release, movement, destruction or revocation of wills. Lawyer verifies authority and recipient before any retrieval/release; an AI report cannot certify original possession. Internal administrative review only. Do not infer legal compliance from completeness; do not file, serve, contact anyone, change originals or decide legal rights. What to measure: In a synthetic pilot, record confirmed findings, false alarms, missed items and preparation/review time. Do not infer a saving from an untested draft. ## Original prepared-input schema approved-scope-template.docx: the lawyer’s scope, permitted sources and context-access checks. synthetic-source-packet.docx: a fictional test packet only; replace it with approved actual source records only after all access and scope gates pass. source-coverage-register.csv columns: batch_id, source_ref, original_locator_range, expected_items, covered_items, readability, truncation_check, coverage_status, reviewer review-output.csv is a blank OUTPUT table, not source evidence. Columns: testator_alias, will_date, codicil_date, packet_id, original_sighted_by, sighted_date, recorded_location, release_receipt, exception, source_ref, source_locator, batch_id, coverage_status, manual_review expected-results.csv is the answer key. Keep them outside the AI’s indexed test context. Synthetic example input: ```text Use the kit’s synthetic-source-packet.docx and approved-scope-template.docx. The packet includes matching, conflicting, missing, excluded and human-recorded unreadable cases, plus separate withheld-source, unprocessed-batch, simulated-trimming and wrong-client-access tests. Do not give the answer key to the model. ``` Expected synthetic output: ```text The expected-results.csv answer key shows the exact output columns and source locators. Missing, unreadable or unprocessed sources keep the overall run INCOMPLETE. An unauthorised indexed context is BLOCKED before AI access. These are expected test behaviours, not observed results. ``` Failure check: Include at least one exact match, one conflicting value, one missing source, one explicitly out-of-scope item and one unreadable attachment. Pass only if each is labelled correctly with a source or explicit absence, and no external action occurs. Include a withheld source, a second batch not processed, a simulated trimmed source and a wrong-client access case. Every run must remain incomplete or blocked until those are resolved; selected attachments must never be described as isolating indexed context. ## Starter files Native blank scaffolds and original synthetic examples may use different schemas. Follow NATIVE-INPUT-MAPPING where supplied. These files do not connect accounts or install automation. - [Download starter kit](https://agents.paretoid.com/assets/starter-kits/reconcile-original-will-custody-evidence-starter-kit.zip) — All inputs, synthetic examples and review notes in one ZIP. No automation is installed. - [Source acquisition and review guide](https://agents.paretoid.com/assets/starter-kits/reconcile-original-will-custody-evidence/START-HERE.md) — Reviewed source acquisition, exact documented handoffs, prompt, file-use instructions and human gates - [Approved scope template](https://agents.paretoid.com/assets/starter-kits/reconcile-original-will-custody-evidence/approved-scope-template.docx) — Blank internal lawyer-authority and source-scope worksheet; no official legal form - [Separate synthetic expected results](https://agents.paretoid.com/assets/starter-kits/reconcile-original-will-custody-evidence/expected-results.csv) — Offline human answer key; never attach or index for AI; includes blocked preflight expectations - [Exact reviewed starter prompt](https://agents.paretoid.com/assets/starter-kits/reconcile-original-will-custody-evidence/prompt.txt) — Verbatim locked source starter prompt including output and coverage schemas - [Blank review output](https://agents.paretoid.com/assets/starter-kits/reconcile-original-will-custody-evidence/review-output.csv) — Exact reviewed output headers only; staff report format, not native export or AI-ingestible spreadsheet - [Blank source coverage register](https://agents.paretoid.com/assets/starter-kits/reconcile-original-will-custody-evidence/source-coverage-register.csv) — Exact reviewed coverage headers only; staff worksheet; copy approved bounded rows as text for AI context - [Synthetic unreviewed source plan](https://agents.paretoid.com/assets/starter-kits/reconcile-original-will-custody-evidence/synthetic-source-coverage-example.csv) — Separate synthetic expected-source plan; actual covered items and reviewer deliberately blank; never represents an executed review - [Synthetic source packet](https://agents.paretoid.com/assets/starter-kits/reconcile-original-will-custody-evidence/synthetic-source-packet.docx) — Invented text-bearing source and availability metadata with stable page and section references; separate from answer key ## Optional original prepared-input prompt Destination: Archie inside the authorised Smokeball matter This original prompt uses its own prepared-input schema. Do not mix it with native-step tables without the supplied mapping. ```text Compare only the approved custody snapshot, physical-check record and release evidence. Distinguish an image/copy from a physically sighted original. Flag mismatched will/codicil dates, packet IDs, locations and unsupported release entries. Never infer revocation or entitlement to an original. Return a chain-of-custody exception list and the human verification still needed. Do not change the register or release anything. Use only the approved task scope; this instruction does not limit indexed-context access. For every row include source_ref, source_locator, coverage_status and manual_review. Never invent locators. List expected sources and batches not covered, unreadable or potentially trimmed. Mark the overall output INCOMPLETE if source coverage cannot be verified; no unsupported completeness claim. Copy/open an internal Word draft only; take no external or record-changing action. Return the review table with these exact columns: testator_alias, will_date, codicil_date, packet_id, original_sighted_by, sighted_date, recorded_location, release_receipt, exception, source_ref, source_locator, batch_id, coverage_status, manual_review. Return a separate source-coverage register with these exact columns: batch_id, source_ref, original_locator_range, expected_items, covered_items, readability, truncation_check, coverage_status, reviewer. ``` Editorial prompt · proposed, not tested Published by Law Firm Agents. Proposed adaptation; not tested. Not legal advice.