Filing Flashcards
filing Correspondence
When filing correspondence, incoming and outgoing should be arranged in reverse chronological order (oldest on bottom, newest on top)
Specially Handled Documents (3 alternative ways to file them)
Some docs require special handling, for such docs, unless specifically told otherwise, do the following:
- Place original docs in envelope with holes punched or;
- Staple original docs to piece of paper and punch that
- Place copy in a file and place original doc in safe deposit box noting on copy where original doc is located/can be found
Types of Specially handled Documents
Some examples include escrow instructions, agreements, invoices, and leases
Returning Files to Storage
Straighten-up files before returning them to storage
Moving/Naming Files
When moving files, make sure they get put in the correct place
When naming files, follow conventions established by your office
Know how to rename files/folders, copy and move correctly and archive
Know whether office uses alphabetical or numerical filing system or some combination of the two
Document Management Software (DMS)
Legal doc management software provides a built-in organizational system for docs
Docs can be associated w/ case files or matter, and access can be limited to certain firm users
Final versions of all docs, letters, memos, pleadings, and discovery should be saved to the DMS
Make sure to check whether or not your firm has a standard naming protocol for the system
Most common DMS
iManage, Worldox, NetDocuments
Importance of Filing
Filing is the central core which keeps a law office running smoothly
If not accurate/efficient, the professionalism of any office is lost
It is responsibility of all support staff to ensure the filing system runs/is running smoothly
One misfiled document could eventually lead to your attorney being sued for malpractice
Important that filing rules are followed consistently
