File And Records Management
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Transcript of File And Records Management
![Page 1: File And Records Management](https://reader034.fdocuments.in/reader034/viewer/2022051400/55a5ac951a28abc3238b45f2/html5/thumbnails/1.jpg)
File and Records Management
Beverly Michaelis
Professional Liability Fund
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How Much Time Is Wasted Searching for Documents?
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0 Minutes
10 Minutes?
30 Minutes or More?
41%
37%
Daily?
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Yearly?
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Objective Corporation Survey – 2005 / Published on Goliath-Business Knowledge on Demand
3½ Weeks!
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What Do We Lose?
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Why Do We Lose It?
Office Procedures
Enforcement
Training
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1. Paper Filing Systems
2. Digital Filing Systems
3. File Closing
4. File Retention and Destruction
5. Special Concerns
Topics
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Paper Filing Systems
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Supplies and Color Coding
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Find Common Patterns
Keep it Chronological
Document Your Structure
Adjust for Each Practice Area
File Structures That Work!
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Form Good Habits
1. Indexed?
2. Secured?
3. Organized?
4. Stored?
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Be a Filer, Not a Piler
“Friends Don’t Let Friends Print E-Mail.”
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Digital Filing Systems
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Inbound Documents
Paper ArrivesDate
StampedScanned to
OCR
Applied
Entered into Database
Forwarded Electronically
Fate of Paper is Decided
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Outbound Documents
Electronic File Created
Saved to eFolder
eSignedEntered into
Database
Sent to Client
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Electronic SignaturesThe Cloud v. The Machine
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Minimal or No Paper Files
Scan and eFile
Shred
Send to Client
Chron File
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Technology
Document Management Software
Case Management Software
Desktop Search Engines
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The Electronic File Butler
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File Closing
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7 Keys to File Closing
1. Closing letter sent
2. Client originals returned
3. File intact
4. Electronic documents captured
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5. Destruction date assigned
6. Final bill or refund issued
7. And …
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File Retention
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Keep All Files 10 Years
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Capture Electronic Data
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File Destruction
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Special Concerns
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The Client Wants Her File…
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Can We Charge for Copies?
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Can We Withhold the File?
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And Last
But Not Least …
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“Clever is the Pessimist, for She Makes Backups.”
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Our Goal
Sound Office Procedures
Enforced via Technology
Staff Trained