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Subject: Re: Law dept filing system
From: Steven Morgan <[log in to unmask]>
Reply-To:Records Management Program <[log in to unmask]>
Date:Tue, 18 Nov 2003 08:33:18 -0800
Content-Type:text/plain
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No offense taken, at all. Sorry if it seemed like it. I meant that I was in total agreement with you.

-----Original Message-----
From: Tyche Gage [mailto:[log in to unmask]]
Sent: Tuesday, November 18, 2003 8:21 AM
To: [log in to unmask]
Subject: Re: Law dept filing system


Sorry Steve.  Didn't mean to offend you.  :)

I personally am very fond of this filing system because I worked with it so long.

Tyche Gage
Systems Engineer
inetsupport inc.
www.inetsupport.com
www.inetportal.com
(510) 364-4159

________________________________

From: Records Management Program on behalf of Steven Morgan
Sent: Tue 11/18/2003 8:09 AM
To: [log in to unmask]
Subject: Re: Law dept filing system



I totally agree. That's what we did. I just didn't want to go into so much detail, at this point.

Steve

-----Original Message-----
From: Tyche Gage [mailto:[log in to unmask]]
Sent: Tuesday, November 18, 2003 7:57 AM
To: [log in to unmask]
Subject: Re: Law dept filing system


Dear Terry,

Just as a side note, if you adapt a system like client number, matter number (like the readers below), I think it is always good to add leading zeros to the matter numbers so the sort properly.  For instance, 9999 (firm general), 001 (2 leading zeros and the 1 signifies the first matter).  If you were to sort 12022.1 and when you got to 12022.11, when sorted 12022.11 would be smaller rather than larger that 12022.1.

Another consideration is grouping client types by number.  At the firm I worked at previously certain client matters (if they started with 9999 were general), 6--- series were reserved for real estate clients, 1--- series litigation and so on. So it is important when designing the number system to allow for the maximum digits so your filing system can last for forever :)  If you go with this type of system, how many digits you use, is a decision which should be carefully considered -- by everyone.

Wish you luck!

Tyche Gage
Systems Engineer
inetsupport inc.
www.inetsupport.com
www.inetportal.com
(510) 364-4159

________________________________

From: Records Management Program on behalf of Steven Morgan
Sent: Tue 11/18/2003 7:40 AM
To: [log in to unmask]
Subject: Re: Law dept filing system



Do you use a client number for billing? We used to use a client and matter number. As in 12022.1 the client would be the 12022 and, the matter number would be .1. Then, you could have quiet a few different matters that you handle for the same client. And, all the same client's matter would be, basically, with each other. It can go on from there.

Steve

-----Original Message-----
From: Terry Doyle [mailto:[log in to unmask]]
Sent: Tuesday, November 18, 2003 5:19 AM
To: [log in to unmask]
Subject: Law dept filing system


Hello List.  I am seeking your knowledge on corporate Law Department filing
systems.  I've been asked by our new General Counsel to redesign their
department filing structure - he isn't happy with the current structure.

The department consists of General Counsel, five attorneys, one paralegal, one
secretary.  Currently, each attorney keeps his/her own working files.  The
storage for paper records is spread out among a dozen filing cabinets, in
different areas of the office (no centralized filing room is available).  Our GC
would like the ability to know who is working on what, and where any file is in
the event of an unexpected absence of his staff, or for other reasons.   Seems
like an easy task, right?

Our paralegal and I started to conduct a departmental inventory of records.
They have all the usual categories of corporate law documents: contracts,
research, regulatory, leases, filings, etc.  We suggested a simple plan for a
redesigned filing system, which was based on the categories of documents and
alpha sorting.  Our GC didn't like it.

I'm being asked to suggest another system for filing, however, I do not know
what works in a corporate law environment.  Would a numerical system work?  I
just don't know.   Does anyone have a file plan they would suggest for our Law
Department?

Oh, and did I mention the November 30 deadline to complete the redesign project?

Thanks for your ideas.

Terry Doyle
 Sr. Records Management Analyst
 (610) 666-4519

"Control your records, before your records control you."

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