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NALS > Ch 3: The Law Office > Flashcards

Ch 3: The Law Office Flashcards

1
Q

A knowledge of good public relations is not important for every lawyer’s assistant inasmuch as many law offices have receptionists and telephone operators.

A

False

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2
Q

It is all right for a lawyer’s assistant to discuss pending matters with another lawyer’s assistant as long as names are not mentioned.

A

False

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3
Q

Good public relations could be defined as the creation of favorable impressions.

A

True

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4
Q

A good lawyer’s assistant will never address a lawyer by his or her first name.

A

False

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5
Q

Since the receptionist usually handles all outgoing mail, it is rarely necessary for the lawyer’s assistant to be aware of postal regulations and procedures.

A

False

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6
Q

The lawyer’s assistant is guided by the same code of confidentiality as the lawyer.

A

True

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7
Q

Policies and procedures for law office employees need not be in writing.

A

False

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8
Q

The appearance of a lawyer’s assistant can have a direct bearing on the confidence a client has in the lawyer, the lawyer’s assistant, and the firm.

A

True

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9
Q

Filing is not a high priority if you have other things to do.

A

False

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10
Q

A lawyer’s assistant should be specific in the answers to a client’s questions regarding the whereabouts of the lawyer, so the client will not feel they are being put off.

A

False

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11
Q

As long as the lawyer’s assistant gives phone messages to the lawyer promptly, there is little need to keep a copy of the messages.

A

False

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12
Q

Law blanks are those blank lines left in documents to be filled in by the lawyer’s assistant; these lines are usually for the date and signatures.

A

False

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13
Q

New supplies should be placed behind older supplies.

A

True

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14
Q

Registered mail is used when the lawyer’s assistant wants proof that a letter has been received by the person to whom it was mailed.

A

False

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15
Q

Insured mail is the same as certified mail.

A

False

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16
Q

If you need proof that a letter has been received by the sender as well as the date it was received, you should attach a _________ to the letter to be signed by the recipient.

A

Return receipt

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17
Q

A _______ is a book used to keep track of appointments.

A

Diary

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18
Q

Five of the steps in handling incoming mail are

A

Answers will vary. Any five of the following may be used:

  • be careful not to slit the material in the envelope
  • empty each envelope completely
  • fasten enclosures to letter
  • check letter for inside address
  • check the date on letter or certificate of mailing to see if it corresponds to postmark on envelope
  • mend letter or contents of envelope if necessary
  • date-stamp the letter
  • read through the letter and make notations for the atty
  • diary important dates
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19
Q

The two main types of filing systems are ____________ and _____________.

A

Alphabetic and numeric .

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20
Q

A notary may act as a notary

A

Only in a geographic area where commissioned

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21
Q

reminder system should be maintained to help you remember

A

maintained to help you remember

  • payment dates
  • times in which to file pleadings
  • trial dates
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22
Q

If a client walked into your office and demanded to see his or her file you would

A

Ask the lawyer if you should allow the client to see the file.

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23
Q

A sworn statement put in writing and signed before a 1Otary is a(n)

A

Affidavit

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24
Q

A notary public is authorized to

A
  • administer oaths
  • notarize affidavits
  • take acknowledgments
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25
Q

A lawyer’s assistant might assist the lawyer in

A
  • Assuming library duties
  • designing the law office
  • purchasing equipment
26
Q

In answering the telephone, the lawyer’s assistant should

A

Be friendly and helpful

27
Q

Documents relating to the matters handled for a substantial and frequent client should be filed in the

A

Client’s general information file

28
Q

The best filing system for client files is

A

Numeric

29
Q

The person who has the final responsibility for reminding the lawyer of deadlines is the

A

Lawyer’s assistant

30
Q

Acknowledgment

A

Consists of a statement that the person who signed the document declared to and before the notary public that it was the person who signed the document.

31
Q

Affiant

A

The person who is making an affidavit.

32
Q

Affidavit

A

A written statement sworn to as being true before a notary public.

33
Q

Affirmation

A

A solemn or official declaration that the statements the person has just made or is about to make are true, but does not include an appeal to God or any supreme being.

34
Q

Alphabetic filing

A

A system of filing in which files are labeled and stored in alphabetical order, generally by the name of the client.

35
Q

Alphanumeric filing

A

A combination of an alphabetic filing system and a numeric system in which numbers are assigned to files in blocks according to the letter of the alphabet which identifies the client.

36
Q

Brief bank

A

A law firm’s collection, either in electronic form or in hard copy, of legal research, briefs, and forms that may be reviewed or reused for other projects.

37
Q

Centralized filing

A

A filing system in which the files are maintained at a single, central location and also include controlled access.

38
Q

Certificate of mailing

A

A receipt issued by the USPS that shows evidence of mailing.

39
Q

Certified mail

A

A postal service that provides proof of delivery for First-Class Mail and Priority mail.

40
Q

Conflicts check

A

The procedure by which a law firm determines that there is no conflict in accepting work from a new client or on a new matter from an existing client.

41
Q

Consecutive-number filing

A

Filing system where numbers are assigned in straight sequential order and are filed in straight sequence.

42
Q

Controlled access to files

A

A system in which only the file room staff is allowed to check out files to the receiving party.

43
Q

Decentralized filing

A

A filing system in which files are located in a variety of locations, typically near where the work on the files occurs, such as by department.

44
Q

Docket

A

A trial docket is a calendar of cases to be tried in a certain term of court or a specific courtroom; in a law office, the docket is the day’s agenda, including appointments, hearings, and files to be handled.

45
Q

Docket Clerk (or docket coordinator)

A

Law office employee who is responsible for maintaining the law firm docket control system and reminding attorneys of deadlines in advance of the deadline.

46
Q

Docket control system

A

A system for keeping track of deadlines, court dates, and appointments. A docket control system may also include a mechanism for calendaring files to be reviewed or handled.

47
Q

Email

A

The system of delivering and receiving messages electronically using a modem or router, telephone line, or cable and communications software.

48
Q

File management

A

The control of each file in the office from the time it is opened to the time that it is ultimately closed and destroyed.

49
Q

First-Class mail

A

Postal service for letters, postcards, greeting cards, business reply mail, bills, and checks.

50
Q

Notary public

A

A public officer whose function it is to administer oaths, to attest and certify documents, and to take acknowledgements.

51
Q

Priority mail

A

Postal service that provides air mail delivery for First-Class mail weighing over 13 ounces and under 70 pounds.

52
Q

Registered mail

A

A postal service that provides the most secure possible delivery for First-Class or Priority mail.

53
Q

Insured mail

A

A postal service that allows insurance against loss or damage up to $5,000 for First-Class, Priority, Parcel Post, bound printed material, and Medial Mail.

54
Q

New matter report

A

A law firm form that provides necessary detail for opening a new client matter.

55
Q

Restricted delivery

A

A postal service that restricts delivery only to the addressee or an authorized representative of the addressee.

56
Q

Subject filing

A

A system in which files are filed alphabetically by the subject matter involved, e.g., accounting, insurance, personnel.

57
Q

Work product doctrine

A

A doctrine that protects the evaluations, strategy, and planning of the attorney from discovery by opposing counsel during litigation.

58
Q

Terminal-digit filing

A

Filing system where numbers are broken down into groups of two digits and are filed in numerical order by the last two digits.

59
Q

Oath

A

A solemn or official declaration that the statement the person has just made or is about to make are true.

60
Q

Notary public

A

A person authorized by law to administer oaths, attest to and certify depositions, and take acknowledgements of signatures on documents.

61
Q

A notary may act as a notary

A

Only in a geographic area where commissioned

62
Q

Five of the steps in handling incoming mail are

A

Answers will vary. Any five of the following may be used:

  • be careful not to slit the material in the envelope
  • empty each envelope completely
  • fasten enclosures to letter
  • check letter for inside address
  • check the date on letter or certificate of mailing to see if it corresponds to postmark on envelope
  • mend letter or contents of envelope if necessary
  • date-stamp the letter
  • read through the letter and make notations for the atty
  • diary important dates

NALS (11 decks)

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