File information is generally worthless unless it is organized and available to the attorneys, legal secretaries and legal assistants who use it on demand. File management is a large task no matter the size of the law practice. A file that is a disorganized mess can be useless in a law office.
In today’s world there is a challenge in keeping track of papers, files and just getting and staying organized. Being disorganized causes less productivity.
One of the main reasons I am called to perform an assessment is normally they are frustrated because they can't find things, wasting valuable billable hours looking for it. Somehow, documents or papers get lost in a black hole somewhere, it turns up later in the most bizarre place or wrong file and they need a "system" set up.
All types of law offices need a file system that allows them to store, track and retrieve information about cases in a logical, efficient and expeditious manner. The outcome of many legal matters depends on the case information gathered, including evidence, depositions, pleadings, discovery requests, and witness interviews, etc.
A client could see piles in your office and think that their paperwork might get lost, or if you are really competent in handling their case.
In the upcoming weeks, I will be blogging on a series of organizational tips focusing on law offices on various topics.
An Effective File Management System
Completeness:
The files (hard copy and/or electronic) are complete and contain all of the information relevant to the case or matter.
Retention:
Filing procedures ensure that all items are retained for the appropriate length of time.
Integrity:
Files are maintained so that they are accurate, sound, and reliable.
Ease of Use:
The file structure and file access provide for quick and easy location of files. Electronic file systems are readily available to all staff.
Security:
Files (hard copy and electronic) are maintained in a safe environment which prevents unauthorized access to the system as a whole or to individual files.
Ease of Learning:
The file system is candid, straightforward, and easy for others to learn.
Adaptability:
The file system is flexible and easy to modify if structural or functional changes in the firm are necessary.
Create a "UNIVERSAL SYSTEM" where it is user-friendly with everyone that needs to access files. It needs to be kept uniform!
Upcoming post... "Various Filing Systems"
In today’s world there is a challenge in keeping track of papers, files and just getting and staying organized. Being disorganized causes less productivity.
One of the main reasons I am called to perform an assessment is normally they are frustrated because they can't find things, wasting valuable billable hours looking for it. Somehow, documents or papers get lost in a black hole somewhere, it turns up later in the most bizarre place or wrong file and they need a "system" set up.
All types of law offices need a file system that allows them to store, track and retrieve information about cases in a logical, efficient and expeditious manner. The outcome of many legal matters depends on the case information gathered, including evidence, depositions, pleadings, discovery requests, and witness interviews, etc.
A client could see piles in your office and think that their paperwork might get lost, or if you are really competent in handling their case.
In the upcoming weeks, I will be blogging on a series of organizational tips focusing on law offices on various topics.
An Effective File Management System
Completeness:
The files (hard copy and/or electronic) are complete and contain all of the information relevant to the case or matter.
Retention:
Filing procedures ensure that all items are retained for the appropriate length of time.
Integrity:
Files are maintained so that they are accurate, sound, and reliable.
Ease of Use:
The file structure and file access provide for quick and easy location of files. Electronic file systems are readily available to all staff.
Security:
Files (hard copy and electronic) are maintained in a safe environment which prevents unauthorized access to the system as a whole or to individual files.
Ease of Learning:
The file system is candid, straightforward, and easy for others to learn.
Adaptability:
The file system is flexible and easy to modify if structural or functional changes in the firm are necessary.
Create a "UNIVERSAL SYSTEM" where it is user-friendly with everyone that needs to access files. It needs to be kept uniform!
Upcoming post... "Various Filing Systems"
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