Legal Office Procedures: Filing, Records Management, and Financial Records

Vocabulary practice flashcards covering filing systems, records life cycle, client file procedures, and financial record management for legal office assistants based on Chapter 4 notes.

Filing

The systematic storage and organization of office records so that documents can be easily located and retrieved whenever they are needed.

Haphazard Filing System

A filing system that develops over time without established clear rules or written procedures, leading to inconsistent practices, misplaced documents, and lost time.

Master Card File

A central card file that indicates client information for all legal actions in which every attorney in the firm is involved.

Active Files

Individual client folders containing active records for legal actions currently being worked on by attorneys.

Inactive Files

Individual client folders for legal matters that have been concluded or settled, marked as closed, assigned a number, and stored numerically.

Miscellaneous Files

Office records that do not pertain to a specific client or action, such as general correspondence, employee 201 files, purchase orders, cancelled checks, and tax records.

Client Index Card

A card prepared when a lawyer takes on a new matter (often a standard 3 by 5 index card) that records the client's contact information, adverse party, type of action, and responsible lawyer.

Cross-Referencing

The creation of secondary index cards for related files—such as trusts set up under a will, subsidiary companies, or opposing parties—to facilitate document retrieval and prevent conflicts of interest.

Out Guide

A printed form or pressed cardboard card inserted into a filing drawer when a file folder is removed or borrowed, indicating the borrower's name and serving as a reminder to return it.

File Folder Label

A label pasted onto a folder tab sticking beyond the edge of the folder, printed, typed, or legibly handwritten to identify its contents.

Master File

A central index summary placed on an index box that lists all file folders inside a cabinet to correspond with client cards.

Records Life Cycle

The total lifespan of a record, consisting of six stages: Record Creation and Capture, Active Use and Access, Storage and Maintenance, Retention and Compliance Management, Inactive Records and Long-Term Preservation, and Disposal.

Alphabetic Filing

A filing method that arranges files in alphabetical order according to the name of a person, firm, company, or organization.

Numeric Filing

A filing method that assigns a unique number to each client, case, or organization and arranges physical files according to the assigned numbers.

Subject-Alphabetic Filing

A filing method that arranges files alphabetically according to the subject or topic of the documents rather than primarily by client name.

Geographic Filing

A filing method that arranges files according to the location (such as city, province, region, or country) of the client, office, property, case, or transaction.

Legal Fees

Charges paid by clients to reimburse the time a lawyer devoted to a legal matter, representing the income of the law firm.

Retainer Fees

Set monthly payments made by clients who require regular legal services throughout the year, allowing them to consult or obtain assistance from the attorney whenever needed.

Statement of Account

A periodic bill sent to a client detailing attorney's fees, paralegal/staff services, disbursements, and retainer deductions for legal services rendered.

Docket Sheet

A record used to track all important activities, dates, documents, and expenses connected to a specific client's case (also called a client docket or case docket).

Disbursements

Expenses paid by a law office on behalf of a client during a legal action, such as court filing fees, transportation, photocopying, postage, and legal notice fees.

Petty Cash Fund

A set amount of cash kept on hand in the office to pay for incidental expenses and immediate small cash requirements.

Check Disbursement Request

A procedure or form noting the date, amount, purpose, client, and payee submitted to the accounting section to issue a check for expenses exceeding petty cash limits.

Account Sheet

A financial record to which information from client dockets is transferred at regular intervals or case conclusion to convert attorney hours and expenses into cash figures for billing review.