Data transfer - case files

If your previous provider accommodated digitization of your case files, we understand the expectation of those files transferring to Passare. However, more often than not, this is rarely supported in data transfers.

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

Additionally, case files are typically not part of the traditional data request and would need to be explicitly requested from your provider, which often incurs 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 current provider can assist with one of the two following options:

1. In this systematic naming scenario note above, your previous provider can provide a key explicitly indicating which file names belong to which cases.

1. You previous provider outputs case files in a folder structure where we can explicitly determine which files belong to specific cases.  An example folder structure would be: