23 attorney corporate law firm. Centralized filing. Side and top tab
filing in a Spacesaver moveable aisle system.
We developed "permanent" out cards. We typed a duplicate of the file label
which includes the
client number/matter number/department name/matter name
company name
We then placed the duplicate file label on the far upper right of both sides
of a new outguide. (We designed our own outguides and had them printed).
Both labels are covered with a clear plastic label protector. The outguide
has 10 columns across that just require the initials of the person taking
the file and the date.
The outguide is kept WITHIN the file on the shelf. When someone takes the
file all they need to do is record their initials and the date and leave the
outguide on the shelf in place of the file.
When files are returned we mark a line through the initials and date.
We have found a marked improvement in outguides being completed since
implementing this procedure approximately 10 years ago.
Good Luck!
Audra M. Ritenauer
Wickens, Herzer, Panza, Cook & Batista
A Legal Professional Association
1144 West Erie Avenue
P.O. Box 840
Lorain, OH 44052-0840
(440) 246-5268 x3129
(440) 244-4380 FAX
[log in to unmask]
_______________________
Notice of Confidentiality
This e-mail message is intended only for the person or entity to which it is
addressed and contains confidential and/or privileged material. If the
reader of this message is not the intended recipient, or the employee or
agent responsible to deliver it to the intended recipient, you are notified
that any use, copying, or disclosure of this communication is strictly
prohibited. If you receive this communication in error, kindly notify the
sender, and then delete it from your system.
-----Original Message-----
From: Beth Kahn [mailto:[log in to unmask]]
Sent: Tuesday, April 03, 2001 8:55 AM
To: [log in to unmask]
Subject: in/out cards
I was wondering if anyone has developed a better system of tracking the
in/out procedure. We currently do not have a bar coding system and our
tracking system seems not to be working well. Currently we have cards in
all of our employees boxes and when they request a file we write the names
on the out card and then give them the files. When they return them we
cross off the name and put it back on the shelf. The problem is when
another worker comes in and wants that file we might not know who checked
it out so we have to look through all of the cards. Also, when the file
comes back their isn't a clear way to show what worker checked it out. Any
help would be appreciated.
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
|
