{"id":1068,"date":"2012-12-14T11:46:44","date_gmt":"2012-12-14T18:46:44","guid":{"rendered":"https:\/\/www.myconstructionexpert.com\/blog\/?p=1068"},"modified":"2012-11-29T11:47:07","modified_gmt":"2012-11-29T18:47:07","slug":"paperwork-and-more-paperwork-discovery-in-the-construction-lawsuit","status":"publish","type":"post","link":"https:\/\/www.myconstructionexpert.com\/blog\/paperwork-and-more-paperwork-discovery-in-the-construction-lawsuit\/","title":{"rendered":"Paperwork, and more Paperwork\u2013Discovery in the Construction Lawsuit"},"content":{"rendered":"<p style=\"margin: 0px 0px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\">Melissa Dewey Brumback &#8211; November 19, 2012<\/p>\n<p style=\"margin: 0px 0px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\">As I\u00a0<a style=\"text-decoration: initial; color: #4265a7; font-weight: bold;\" href=\"http:\/\/constructionlawnc.com\/2012\/09\/27\/law-order-intro\/\" target=\"_blank\">mentioned at the start of this series<\/a>, one of the reasons that I like watching Law &amp; Order is that things happen fast, and there is always a smoking gun paper\u00a0 to be found by the lawyers over a night of eating cold Chinese food.\u00a0 Yes, well- about that.\u00a0 In the construction world -not so much.<\/p>\n<p style=\"margin: 0px 0px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\">Depending on the size of the project, there may be massive amounts of paperwork involved.\u00a0\u00a0<strong>Think about every email, of every employee who touched the project, from initial proposal through final punch list<\/strong>.\u00a0 Add in the change order logs, pay applications (with backup), submittals, shop drawings, project correspondence, drawings, specifications, diaries, meeting minutes, daily reports, site inspections, etc\u2014and you can begin to visualize the problems that the magnitude of documentation creates.\u00a0 Naturally, in the age of electronic data, digital cameras, and cloud computers, the issue of quantity is even more magnified.<\/p>\n<p style=\"margin: 0px 0px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\">Now, let\u2019s discuss the\u00a0<em>discovery<\/em>\u00a0process in a construction lawsuit\u2014that is, what the other side can ask for, what you must give, and how the process works.\u00a0 Then I\u2019ll detail a few recommended practices to put your firm in the best position possible if and when it has to deal with the information overload of a construction lawsuit.<\/p>\n<p style=\"margin: 0px 0px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\"><strong>What is \u201cdiscovery\u201d in the legal world?<\/strong><\/p>\n<p style=\"margin: 0px 0px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\"><em>Discovery<\/em>\u00a0is the all-encompassing term for means and methods to get information necessary to prosecute or defend a lawsuit.\u00a0 The main written discovery consists of\u00a0<strong><em>interrogatories\u00a0<\/em><\/strong>and<strong><em>\u00a0requests for production of documents<\/em><\/strong>.\u00a0 Interrogatories are written questions that you (with the help of your lawyer) must answer about the project.\u00a0 Requests for production, on the other hand, are requests made for documents that may, or may not, be relevant or admissible.\u00a0 Inevitably, in one form or another, your entire project files need will likely need\u00a0to be produced to the other side.<\/p>\n<p style=\"margin: 0px 0px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\"><strong>Be aware: things that you may not consider part of your firm\u2019s project files may still be demanded.\u00a0<\/strong><\/p>\n<ul style=\"list-style: none; margin: 0px 0px 10px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\">\n<li style=\"margin: 5px 0px; padding: 0px 0px 0px 17px; display: block; background-image: url('http:\/\/constructionlawnc.com\/bwh-wp\/wp-content\/themes\/titan\/images\/list-item.gif'); background-position: 0px 0.3em; background-repeat: no-repeat no-repeat;\">Does anyone at your company keep an old-fashioned pocket calendar, filled with a mixture of\u00a0both business items and personal information?\u00a0 It can be demanded in the discovery process.<\/li>\n<li style=\"margin: 5px 0px; padding: 0px 0px 0px 17px; display: block; background-image: url('http:\/\/constructionlawnc.com\/bwh-wp\/wp-content\/themes\/titan\/images\/list-item.gif'); background-position: 0px 0.3em; background-repeat: no-repeat no-repeat;\">Does your company conduct internal post-mortem meetings to discuss ways to improve on future problems and what went wrong on this one?\u00a0 Discoverable.<\/li>\n<li style=\"margin: 5px 0px; padding: 0px 0px 0px 17px; display: block; background-image: url('http:\/\/constructionlawnc.com\/bwh-wp\/wp-content\/themes\/titan\/images\/list-item.gif'); background-position: 0px 0.3em; background-repeat: no-repeat no-repeat;\">Does one of your employees have a personal relationship with an employee of the general contractor, such that they\u00a0<span style=\"color: #800000;\"><strong>send good-natured barbs and sarcastic comments<\/strong><\/span>\u00a0about the project or project personnel to one another?\u00a0 Yep- you guessed it\u2014discoverable.<\/li>\n<\/ul>\n<p style=\"margin: 0px 0px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\">Each and every document, paper, back of envelope note, or personal diary entry can be demanded.\u00a0 Scary prospect, right?<\/p>\n<p style=\"margin: 0px 0px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\"><strong>What can you do to limit the embarrassment and lessen the pain?<\/strong><\/p>\n<p style=\"margin: 0px 0px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\">To lessen the pain, be sure to adopt some best management project and personnel practices, including:<\/p>\n<ul style=\"list-style: none; margin: 0px 0px 10px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\">\n<li style=\"margin: 5px 0px; padding: 0px 0px 0px 17px; display: block; background-image: url('http:\/\/constructionlawnc.com\/bwh-wp\/wp-content\/themes\/titan\/images\/list-item.gif'); background-position: 0px 0.3em; background-repeat: no-repeat no-repeat;\"><strong>Consistent intake methods.<\/strong>\u00a0 Every employee who brings in work should know to find, modify, and\u00a0use the Firm\u2019s contract and\/or form proposals.\u00a0 Educate both your employees and your clients on the importance of having\u00a0<span style=\"color: #4265a7;\"><strong>good, written contracts<\/strong><\/span><a href=\"http:\/\/constructionlawnc.com\/2010\/05\/03\/writtenconstructioncontractmice\/\" target=\"_blank\"><span style=\"color: #4265a7;\"><strong>\u00a0<\/strong><\/span><\/a>and proposals, and procure them in a uniform and systematic way.\u00a0 There should also be a follow up\u00a0procedure in place, in case a signed contract or proposal is not obtained.\u00a0 One suggestion<span style=\"color: #4265a7;\"><strong>\u00a0<\/strong><\/span><span style=\"color: #4265a7;\"><strong>I have made previously<\/strong><\/span>:\u00a0 do not open a new client or matter number to bill against until the contract is in place.<\/li>\n<\/ul>\n<ul style=\"list-style: none; margin: 0px 0px 10px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\">\n<li style=\"margin: 5px 0px; padding: 0px 0px 0px 17px; display: block; background-image: url('http:\/\/constructionlawnc.com\/bwh-wp\/wp-content\/themes\/titan\/images\/list-item.gif'); background-position: 0px 0.3em; background-repeat: no-repeat no-repeat;\"><strong>Management of rogue employees.<\/strong>\u00a0 Ideally, don\u2019t let any\u00a0employees only use their hard drive.\u00a0 If you can\u2019t achieve that level of cooperation, at least insist that documents be copied over to the Firm\u2019s computer system on a regular basis, and\u00a0at least weekly.<\/li>\n<\/ul>\n<ul style=\"list-style: none; margin: 0px 0px 10px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\">\n<li style=\"margin: 5px 0px; padding: 0px 0px 0px 17px; display: block; background-image: url('http:\/\/constructionlawnc.com\/bwh-wp\/wp-content\/themes\/titan\/images\/list-item.gif'); background-position: 0px 0.3em; background-repeat: no-repeat no-repeat;\"><strong>Decide on Firm-wide\u00a0file management.<\/strong>\u00a0 Everyone on your staff should be filing everything the same way, whether in paper records or in email folders.\u00a0\u00a0 As noted in my post on\u00a0<span style=\"color: #4265a7;\"><strong>how to smartly handle project documents<\/strong><\/span>, all communications should be in one place, preferably in a chronological order.\u00a0 Failing that, a master chronological file could be kept for future reference.\u00a0 You\u00a0also must decide whether and which emails need to be printed and\/or saved, and institute a standard policy Firm-wide for those as well.<\/li>\n<\/ul>\n<ul style=\"list-style: none; margin: 0px 0px 10px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\">\n<li style=\"margin: 5px 0px; padding: 0px 0px 0px 17px; display: block; background-image: url('http:\/\/constructionlawnc.com\/bwh-wp\/wp-content\/themes\/titan\/images\/list-item.gif'); background-position: 0px 0.3em; background-repeat: no-repeat no-repeat;\"><strong>Create a Problem file(s).<\/strong>\u00a0 If problems in certain areas arise, maintain a separate file and\/or e-folder for all documents relating to that area.\u00a0 Who knows, one of those may end up being the smoking gun that makes your case.<\/li>\n<\/ul>\n<ul style=\"list-style: none; margin: 0px 0px 10px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\">\n<li style=\"margin: 5px 0px; padding: 0px 0px 0px 17px; display: block; background-image: url('http:\/\/constructionlawnc.com\/bwh-wp\/wp-content\/themes\/titan\/images\/list-item.gif'); background-position: 0px 0.3em; background-repeat: no-repeat no-repeat;\"><strong>Use a separate Legal file, if necessary.<\/strong>\u00a0 Related to the problem file, if you get any legal help or help from your insurance company, create a\u00a0new\u00a0\u201dLegal\u201d file for legal issues, communications, and the like.\u00a0 Do NOT keep this file with the other project files.\u00a0 Ideally, all legal files should be kept in a different location\/drawer\/desk\/office to prevent inadvertent disclosure in a lawsuit.<\/li>\n<\/ul>\n<p style=\"margin: 0px 0px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\"><strong>And, the #1 Rule relating to document best practices?<\/strong><\/p>\n<ul style=\"list-style: none; margin: 0px 0px 10px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\">\n<li style=\"margin: 5px 0px; padding: 0px 0px 0px 17px; display: block; background-image: url('http:\/\/constructionlawnc.com\/bwh-wp\/wp-content\/themes\/titan\/images\/list-item.gif'); background-position: 0px 0.3em; background-repeat: no-repeat no-repeat;\"><strong>Follow the Grandma\/Newspaper rule.<\/strong>\u00a0 That is, instruct your employees to be careful in what they say in any forum\u2013 website, newsgroup, email, etc.\u00a0\u00a0Before sending off any questionable communications, each employee\u00a0should ask himself:<\/li>\n<\/ul>\n<blockquote style=\"margin: 20px 0px 20px 20px; padding: 0px 0px 0px 20px; border-left-width: 3px; border-left-style: solid; border-left-color: #cbcac8; color: #666666; font-style: italic; line-height: 1.5em; font-family: Arial, Helvetica, sans-serif; background-color: #f9f7f5;\">\n<p style=\"font-size: 1em; margin: 0px 0px 10px; padding: 0px;\"><strong>How would my grandma feel if she read my message in the newspaper?\u00a0<\/strong><\/p>\n<\/blockquote>\n<p style=\"margin: 0px 0px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\">If\u00a0he feels comfortable that\u00a0the message wouldn\u2019t make Grandma hold her head in shame, then and only then should\u00a0he press\u00a0\u201dsend\u201d.<\/p>\n<p style=\"margin: 0px 0px 10px; padding: 0px; color: #444444; font-family: Arial, Helvetica, sans-serif; line-height: 22px; background-color: #f9f7f5;\">While you don\u2019t need to know all the details of how to answer discovery unless and until you\u2019ve been sued, if you follow these document best practices, you will be far ahead of the curve should you have to defend yourself in court.<\/p>\n<p><a href=\"http:\/\/constructionlawnc.com\/2012\/11\/19\/laworder-4-discovery\/\">Paperwork, and more paperwork\u2013Discovery in the construction lawsuit (Law &amp; Order: Hard Hat files Part 4)<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Melissa Dewey Brumback &#8211; November 19, 2012 As I\u00a0mentioned at the start of this series, one of the reasons that I like watching Law &amp; Order is that things happen fast, and there is always a smoking gun paper\u00a0 to be found by the lawyers over a night of eating cold Chinese food.\u00a0 Yes, well-&hellip; <a class=\"more-link\" href=\"https:\/\/www.myconstructionexpert.com\/blog\/paperwork-and-more-paperwork-discovery-in-the-construction-lawsuit\/\">Continue reading <span class=\"screen-reader-text\">Paperwork, and more Paperwork\u2013Discovery in the Construction Lawsuit<\/span><\/a><\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_publicize_message":"","jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":false,"jetpack_social_options":{"image_generator_settings":{"template":"highway","enabled":false},"version":2}},"categories":[172],"tags":[27,248],"class_list":["post-1068","post","type-post","status-publish","format-standard","hentry","category-construction-law-2","tag-construction-law","tag-discovery","entry"],"jetpack_publicize_connections":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Paperwork, and more Paperwork\u2013Discovery in the Construction Lawsuit - Advise &amp; Consult, Inc.<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.myconstructionexpert.com\/blog\/paperwork-and-more-paperwork-discovery-in-the-construction-lawsuit\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Paperwork, and more Paperwork\u2013Discovery in the Construction Lawsuit - Advise &amp; Consult, Inc.\" \/>\n<meta property=\"og:description\" content=\"Melissa Dewey Brumback &#8211; November 19, 2012 As I\u00a0mentioned at the start of this series, one of the reasons that I like watching Law &amp; Order is that things happen fast, and there is always a smoking gun paper\u00a0 to be found by the lawyers over a night of eating cold Chinese food.\u00a0 Yes, well-&hellip; Continue reading Paperwork, and more Paperwork\u2013Discovery in the Construction Lawsuit\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.myconstructionexpert.com\/blog\/paperwork-and-more-paperwork-discovery-in-the-construction-lawsuit\/\" \/>\n<meta property=\"og:site_name\" content=\"Advise &amp; 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