This document discusses best practices for file and records management. It notes that many professionals waste significant time each day and year searching for documents. Proper paper and digital filing systems can help avoid this loss of time. The document provides tips for implementing effective paper and digital filing structures and procedures, including topics like file closing, retention, and destruction. Special concerns around client requests for files are also addressed. The overall goal highlighted is implementing sound office procedures enforced through technology with trained staff.

1. File and Records ManagementBeverly MichaelisProfessional Liability Fund

2. How Much Time Is Wasted Searching for Documents?

3. Daily? 0 Minutes10 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. TrainingTopicsPaper Filing SystemsDigital Filing SystemsFile ClosingFile Retention and DestructionSpecial Concerns

10. Paper Filing Systems

11. Supplies and Color Coding

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 HabitsIndexed?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 SignaturesThe Cloud v. The Machine

23. Minimal or No Paper Files

24. TechnologyDocument Management Software

25. Case Management Software

26. Desktop Search EnginesThe 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 …

32. File Retention

33. Keep All Files 10 Years

34. Capture Electronic Data

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 LastBut Not Least …

42. “Clever is the Pessimist, for She Makes Backups.”

43. Our GoalSound Office Procedures

44. Enforced via Technology

45. Staff Trained