File And Records Management

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File And Records Management

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

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