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RECMGMT-L  May 2006, Week 3

RECMGMT-L May 2006, Week 3

Subject:

Re: Question for Legal Records Managers on the List

From:

"Smith, Bonnie D." <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Tue, 16 May 2006 12:18:15 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (184 lines)

This is some of what we do.

RECORDS DEPARTMENT DEPARTURE PROCEDURES 
(Coordinated with the checklist)

	1.  Start a departure file for each attorney or paralegal
leaving the firm.  The separation notice 	from the managing
partner is the first piece of documentation in the file.
	2.  Provide an audit report with a cover memo to the departing
attorney or paralegal with copies to 	the partner -in-charge and the
practice area manager of the office, the "Transition Partner."  
	3.  Provide attorney departure procedures to the departing
attorney with sample notification letter 	and sample release
letter to the departing attorney.
	4.  Conduct an audit of the attorney or paralegal's office,
assigned file cabinets and appropriate 	areas in the assigned
secretarial work station which will produce an inventory of all
materials 	(client files, working files, personal reference
materials, personal files, & library materials) as soon 	as
notified that the person is leaving the firm.  This inventory may
involve working in the attorney's 	office while the attorney is
doing work so to minimize interruption, check with the secretary to see
when the attorney will be at lunch or in meetings, etc.  Additionally,
if the attorney's files have 	been added to the records management
database, perform an inventory and then print a files 	checked out
report and make sure they are collected or reassigned to a new attorney.
  	5.  Process the hardcopy and electronic files according to the
directions of the approved audit 	report and the file inventory
provided by the departure attorney and Transition Partner.
	_____  Client releases received for all files being transferred
out.
	_____  Files reviewed and copies made (where specifically
directed) of files being 			transferred.
	_____  Billing files, New Matter Memos, and Conflict Searches
pulled from files being 			transferred.
	_____  Docketing notified for active deadline cases.

	6.  Documentation completed for all:
	_____  Active cases to be transferred out
	_____  Active cases reassigned 
	_____  Inactive cases to be transferred
	_____  Closed cases to be transferred (permanent out)
	_____  Chrons  (off-site, on-site) pull and discard
	_____  Personal files [timesheets, presentations, conferences,
etc.]  (off-site, on-site) pull and 	discard
	_____  Personal reference & research files - pull and discard
	7.  All attorney personal files stored off-site if any pull and
discard
	8.  Courtesy letters from your firm to any clients the attorney
did work.
	9.  Authorization letter permitting the release of boxes from
the building.

Check List:
(To be completed by Records Manager)

RECORDS/DOCKET DEPARTMENT 				
	Billing/Resp. Attorney Audit Report
	and Attorney Matter Report distributed to:
		Departing Attorney
		Practice Area Manager (Transition Partner)
		Partner-In-Charge
___________

	All client authorization letters received for files 	
	going with departing attorney
___________

	List or Index of files to be taken by departing attorney with 
	dispositions of files indicated submitted to Practice Area
Manager
	 (Transition Partner)
___________

	Inventory of attorney's office and file cabinets conducted
___________

	Notice of file transfers and reassignments provided to 
	Records and Docket Supervisor and Practice Area Manager
	(Transition Partner)
___________

	Files reviewed and copies made of files being transferred
___________

	Billing Files pulled from files being transferred
___________
		
	All Firm files retrieved from off-site storage at the
	attorney's request returned to the Records Center
___________

	All Boxes to be transferred reviewed by a member of the
	Records Center 
	
___________
	Attorney's personal files stored at off-site
	storage retrieved and turned over to attorney
	at time of departure
___________
	
	Release letters from your firm to client
___________

	Letter of authorization to remove boxes from suite
___________


	____________________
_______________________
	Departing Attorney		  		 Practice Area
Manager
	   attorney's name				     Partner in
Charge	

	________________________
	Records Manager
	    (your name)
 


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Creamer, William
Sent: Tuesday, May 16, 2006 11:37 AM
To: [log in to unmask]
Subject: Question for Legal Records Managers on the List


When attorneys leave your Firm what is the exit process as regards
records they may have in their possession?

Here the current process is for the attorney to call Records. At that
time we speak to them about making sure that: 
1) all the officialbar-coded files checked out to them are returned to
Records, 

2) thatthey attach client/matter filing memos to anything that they are
sending
to records to be filed, 

3) that they let us know if they aretransferring files to another
attorney 

4) that they discard their time sheets, expense forms & chron files, 

5) that they empty any filing drawers they are using within and outside
their office and 

6) remind them that as a matter of policy, the Firm expects that they
will not
take any work product with them, other than redacted form files. 

Does anyone do anything more than that? Do you have them sign an exit
statement about records? Do they meet with anyone? Do you have they
point out any drawers they are using and have them indicate the
disposition of those files?



***********************************************************************

IMPORTANT NOTICE:  This e-mail message is intended to be received only
by persons entitled to receive the confidential information it may
contain.  E-mail messages to clients of Willkie Farr & Gallagher LLP
presumptively contain information that is confidential and legally
privileged; e-mail messages to non-clients are normally confidential and
may also be legally privileged.  Please do not read, copy, forward or
store this message unless you are an intended recipient of it.  If you
have received this message in error, please forward it back.  Willkie
Farr & Gallagher LLP is a limited liability partnership organized in the
United States under the laws of the State of Delaware, which laws limit
the personal liability of partners.
***********************************************************************

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
 
IRS CIRCULAR 230 NOTICE. Any advice expressed above as to tax matters was neither written nor intended by the sender or Mayer, Brown, Rowe & Maw LLP to be used and cannot be used by any taxpayer for the purpose of avoiding tax penalties that may be imposed under U.S. tax law. If any person uses or refers to any such tax advice in promoting, marketing or recommending a partnership or other entity, investment plan or arrangement to any taxpayer, then (i) the advice was written to support the promotion or marketing (by a person other than Mayer, Brown, Rowe & Maw LLP) of that transaction or matter, and (ii) such taxpayer should seek advice based on the taxpayers particular circumstances from an independent tax advisor
 
This email and any files transmitted with it are intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. If you are not the named addressee you should not disseminate, distribute or copy this e-mail.

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

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