You have a team.
Documents arrive from your registered agent. No one knows who handles them. Deadlines get missed.
You need team procedures.
Roles and responsibilities. Standard operating procedures. Document tracking. Team coordination.
This guide shows you how.
Team structure. SOP creation. Tracking systems. Your coordination.
Read this. Create your procedures. Never miss a deadline.
Key Takeaways
- Designate specific team members responsible for reviewing registered agent documents, with clear backup coverage for absences
- Create a standard operating procedure (SOP) for handling different types of legal documents so everyone knows what to do when notices arrive
- Use shared inboxes or document management systems to ensure all team members can access and track legal documents
- Assign responsibility immediately when documents arrive—someone must own each document from receipt to response
- Track all documents in a central system with deadlines, responsible person, and status so nothing gets lost or forgotten
Table of Contents
Why Team Procedures Matter
Team procedures prevent missed documents.
What happens without procedures:
- Documents get lost
- No one knows who’s responsible
- Deadlines get missed
- Legal problems escalate
What happens with procedures:
- Documents are tracked
- Responsibility is clear
- Deadlines are met
- Legal problems are prevented
The reality: Team procedures are essential for reliable document handling.
Team Structure
Structure your team for document handling:
Primary Reviewer
Who: Designated team member
What: Reviews all registered agent documents
Why it matters: Primary reviewer ensures nothing is missed.
Backup Reviewer
Who: Secondary team member
What: Reviews documents when primary is unavailable
Why it matters: Backup ensures continuous coverage.
Legal Counsel Contact
Who: Designated person or primary reviewer
What: Contacts legal counsel when needed
Why it matters: Legal counsel contact ensures proper response.
Document Tracker
Who: Designated team member or system
What: Tracks all documents and deadlines
Why it matters: Tracking prevents missed deadlines.
Pro tip: Structure your team before you need it. See our document flow guide for processing systems.
Roles & Responsibilities
Define clear roles and responsibilities:
Primary Reviewer Responsibilities
What they do:
- Review all registered agent documents
- Identify document type and urgency
- Assign responsibility
- Track deadlines
Why it matters: Primary reviewer ensures proper handling.
Backup Reviewer Responsibilities
What they do:
- Review documents when primary is unavailable
- Follow same procedures as primary
- Maintain continuity
Why it matters: Backup ensures continuous coverage.
Legal Counsel Contact Responsibilities
What they do:
- Contact legal counsel for legal documents
- Provide document information
- Coordinate response
Why it matters: Legal counsel contact ensures proper response.
Document Tracker Responsibilities
What they do:
- Track all documents
- Monitor deadlines
- Update status
- Alert team to deadlines
Why it matters: Tracking prevents missed deadlines.
Pro tip: Define roles clearly. Assign responsibility. See our document triage guide for response procedures.
SOP Creation
Create standard operating procedures:
Document Receipt SOP
When: Document received from registered agent
Who: Primary reviewer
What: Review document, identify type, assess urgency
How: Within 24 hours of receipt
Document Routing SOP
When: Document type identified
Who: Primary reviewer
What: Route to appropriate person or legal counsel
How: Based on document type and urgency
Response Assignment SOP
When: Document routed
Who: Assigned person
What: Assign action items, set deadlines
How: Within 48 hours of receipt
Deadline Tracking SOP
When: Deadline identified
Who: Document tracker
What: Add to tracking system, set reminders
How: Immediately upon identification
Pro tip: Create SOPs based on your team structure. Customize for your business needs. See our document flow guide for detailed procedures.
Shared Inbox Setup
Set up shared inbox for documents:
Inbox Configuration
What to set up:
- Shared email inbox for registered agent documents
- Access permissions for team members
- Notification settings
- Folder organization
Why it matters: Shared inbox ensures team access.
Document Organization
What to organize:
- Folders by document type
- Folders by urgency
- Folders by status
- Archive folders
Why it matters: Organization prevents lost documents.
Access Management
What to manage:
- Who has access
- What permissions they have
- Backup access
- Security settings
Why it matters: Access management ensures security and availability.
Pro tip: Set up shared inbox before you need it. Organize folders. Manage access. See our document flow guide for inbox setup.
Document Tracking
Track all documents:
Tracking System
What to track:
- Document type
- Date received
- Responsible person
- Response deadline
- Status
Why it matters: Tracking prevents missed deadlines.
Deadline Monitoring
What to monitor:
- Response deadlines
- Filing deadlines
- Follow-up deadlines
- Compliance deadlines
Why it matters: Monitoring prevents missed deadlines.
Status Updates
What to update:
- Document status
- Response progress
- Deadline changes
- Completion status
Why it matters: Status updates keep team informed.
Pro tip: Track all documents. Monitor deadlines. Update status. See our compliance dashboard guide for tracking systems.
Backup Coverage
Ensure backup coverage:
Primary Backup
Who: Secondary team member
What: Covers primary reviewer when unavailable
Why it matters: Primary backup ensures continuous coverage.
Secondary Backup
Who: Tertiary team member
What: Covers when primary and backup unavailable
Why it matters: Secondary backup provides additional coverage.
Coverage Schedule
What to schedule:
- Primary coverage schedule
- Backup coverage schedule
- Vacation coverage
- Emergency coverage
Why it matters: Coverage schedule ensures continuous handling.
Pro tip: Set up backup coverage. Schedule coverage. Never leave documents uncovered. See our document flow guide for coverage procedures.
Your Next Steps
Create team procedures. Set up systems. Never miss a deadline.
This Week:
- Review this guide
- Define team structure
- Assign roles and responsibilities
- Create initial SOPs
This Month:
- Set up shared inbox
- Create document tracking system
- Establish backup coverage
- Train team on procedures
Going Forward:
- Monitor document handling
- Refine procedures
- Update SOPs as needed
- Maintain team coordination
Need help? Check out our registered agent guide for service options, our critical documents guide for document handling, our document flow guide for processing systems, our document triage guide for response procedures, and our compliance dashboard guide for tracking systems.
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Sources & Additional Information
This guide provides general information about team document handling. Your specific situation may require different considerations.
For registered agent services, see our Registered Agent Guide.
For document handling, see our Critical Documents Guide.
For document flow, see our Document Flow Guide.
For document triage, see our Document Triage Guide.
For compliance tracking, see our Compliance Dashboard Guide.
Consult with professionals for advice specific to your situation.
