Data transfer - case files

See the limitations of transferring case files, as well as some potential workarounds.

The #1 reason Passare does not support the transfer of case files (i.e., photos, scanned documents, etc.) is the inability to accurately associate files to the corresponding cases. The naming of case files is generally inconsistent and doesn't align with either a specific case identifier and/or case name.

Case files are typically not part of the traditional data request and would need to be explicitly requested from your provider, which can sometimes incur additional fees. 

Below we outline two of the most common ways case files are named in your previous system and why these naming conventions are not supported in the data transfer process. 

Example naming conventions

Generic

Most often, organizations do not have a unique and consistent file naming convention. Files are named according to the content by the user and not in a uniform way that confidently ties the files to one singular case. 

For example, John Doe - Case #12345 has the following files:

Systematic

Some providers will systematically change the name of files upon being uploaded into their system. This is done to ensure no two file names are the same. The naming convention is typically based on a timestamp or another unique identifier.  

For example, John Doe - Case #12345 has the following files:

What can be done?

We can transfer your case files if your previous provider can assist with one of the following.

Option 1: Case files key

Your previous provider can provide a key explicitly indicating which files belong to which cases.

Option 2: Case files folder structure

Your previous provider can sort case files into a folder structure where Passare can determine which files belong to which cases. An example folder structure would be: