Legal Office Procedures

Week 1: May 5, Thur

File Folder Labels

  • Components:

    • Client's last name (Sullivan).

    • "v" for versus.

    • Opposing party's name (Ramirez).

    • Brief description (Vehicle Accident).

    • Client number.

    • Matter number.

Client and Matter Numbers

  • Client number: Stays consistent for each client.

  • Matter number: Unique to each case or matter.

"ATS" vs "V" vs "RE"

  • "V": Plaintiff versus Defendant

  • "ATS": At the suit of (defendant's name first).

  • "RE": Regarding the matter.

Professional Courtesy

  • Exchange client numbers between firms for clarity.

Et Al

  • E t al. (and others) use for multiple parties.

Records Management

  • Record: A document or history containing client information (name, address, DOB, contact info).

  • Client contact information is added to physical file folders for easy access.

Filing Systems

  • Law firms: Alpha-medical systems (client name).

  • Medical offices: Numerical system (privacy).

  • Filing can be alphabetical or numerical.

Practical Exercise

  • Names should be put in index form and then in alphabetical order.

Law Firm Software

  • DivorceMate (DM): Software used for family law, accessible via the cloud.

  • Automated Civil Litigation (ACL): Used for civil litigation, accessed through ClassApps.

Electronic File Management

  • Importance of file paths in footers for document organization.

  • Using subfolders for document categorization.

Conflict of Interest

  • Purpose: to avoid representing opposing sides.

  • Conflict search in the database.

Tickler System

  • Task reminders: Using Outlook tasks instead of cue cards.

Retainer and Authorization

  • Retainer: Initial agreement with the client that outlines where data is saved and electronic data storage.

  • Authorization: Client's consent for the firm to collect medical or other details.

Copies

  • Original retained by law firm, copies provided to the client.

  • Always make copies of signed documents.

Closed Files

  • Physical files: Stored in offsite storage facility.

  • Electronic files: Put on folder closed, archived

Destroying Close Files

  • Physical copies: A signature from the lawyer, identification the date that it was opened, the date it was archived, and the date it's being destroyed, and the reason why it's being destroyed.

  • Electronic copies: File deletion.