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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:

Adam Herbst <[log in to unmask]>

Reply-To:

[log in to unmask]

Date:

Tue, 16 May 2006 13:29:53 -0400

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (61 lines)

This is a particularly good subject for discussion as it has come up in one
form or another at almost all of the firms where I have worked.  That being
said, the problem that I have always encountered has not been what gets done
(and I must admit that I am impressed with the amount that does get done)
but actually having the departing attorney assist with the departure.  At
that point, attorneys are short-timers and are not concerned with (as if
they ever are) assisting the records department.  Attorney non-compliance at
this stage often results in lots of material arriving at the door to the
records department without file instruction sheets.  This is very time
consuming.
Adam Herbst
Forrest Solutions

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]]On
Behalf Of Creamer, William
Sent: Tuesday, May 16, 2006 12:37 PM
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 official
bar-coded files checked out to them are returned to Records, 2) that
they attach client/matter filing memos to anything that they are sending
to records to be filed, 3) that they let us know if they are
transferring 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?



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