File And Records Management
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  • 1. File and Records Management
    Beverly Michaelis
    Professional Liability Fund
  • 2. How Much Time Is Wasted Searching for Documents?
  • 3. Daily?
    0 Minutes
    10 Minutes?
    30 Minutes or More?
    41%
    37%
  • 4. Yearly?
  • 5. 3½ Weeks!
    Objective Corporation Survey – 2005 / Published on Goliath-Business Knowledge on Demand
  • 6. What Do We Lose?
  • 7. WhyDo We Lose It?
    • Office Procedures
    • 8. Enforcement
    • 9. Training
  • Topics
    Paper Filing Systems
    Digital Filing Systems
    File Closing
    File Retention and Destruction
    Special Concerns
  • 10. Paper Filing Systems
  • 11. Supplies and Color Coding
  • 12.
  • 13. File Structures That Work!
    • Find Common Patterns
    • 14. Keep it Chronological
    • 15. Document Your Structure
    • 16. Adjust for Each Practice Area
  • 17. Form Good Habits
    Indexed?
    Secured?
    Organized?
    Stored?
  • 18. Be a Filer, Not a Piler
    “Friends Don’t Let Friends Print E-Mail.”
  • 19. Digital Filing Systems
  • 20. Inbound Documents
  • 21. Outbound Documents
  • 22. Electronic Signatures
    The Cloud v. The Machine
  • 23. Minimal or No Paper Files
  • 24. Technology
    • Document Management Software
    • 25. Case Management Software
    • 26. Desktop Search Engines
  • The Electronic File Butler
  • 27. File Closing
  • 28. 7 Keys to File Closing
    Closing letter sent
    Client originals returned
    File intact
    Electronic documents captured
  • 29. Destruction date assigned
    Final bill or refund issued
    And …
  • 30.
  • 31.
  • 32. File Retention
  • 33. Keep All Files 10 Years
  • 34. Capture Electronic Data
  • 35.
  • 36. File Destruction
  • 37. Special Concerns
  • 38. The Client Wants Her File…
  • 39. Can We Charge for Copies?
  • 40. Can We Withhold the File?
  • 41. And Last
    But Not Least …
  • 42. “Clever is the Pessimist, for She Makes Backups.”
  • 43. Our Goal
    • Sound Office Procedures
    • 44. Enforced via Technology
    • 45. Staff Trained