1. File and Law Library Management
Chapter 9

2. Why paralegals need to know file & law library management:
Organizing, tracking & storing client files is a daily task of paralegals.
Information has to be stored so that it is easily accessible.
“Paperless” office is the wave of the future and new paralegals must be prepared to use their skills in this arena.
In small offices, paralegals may be in charge of a law library.

3. File Management
File information is worthless unless you can easily access it!
Characteristics of a good file system:
Completeness (file contains complete information)
Retention (5 year limit, etc.)
Integrity (Accurate sound & reliable info)
Ease of Use (quick & easy)
Security (maintenance in a safe environment)
Ease of Learning (the system is easy for others to learn)
Adaptability (system can be modified as needed)

4. Filing Methods & Techniques
Each Legal Matter is Maintained Separately
Alphabetized Systems
Numerical Systems
Bar Coding (check in/check out)
Paperless Office- document management

5. Corporate, Government & Legal Aid Filing Methods
Centralized v. Decentralized
Centralized file system: all active files managed in one or more file rooms.
Decentralized file system: files are kept in various locations

6. Opening a New File
Usually starts with a standardized form that asks specific information about the client. Can also be done electronically. This information MUST be correct, because errors can cause serious upset to the client through billing and other internal office matters.

7. ACTIVITY- Opening a New File

8. Tools for Formatting Files
Typical Subcategories of Files:
Accounting
Correspondence w/ Attorneys
Correspondence with Client
Deposition Summaries
Discovery
Evidence
General Correspondence
Investigation
Legal Research
Memorandums
Notes & Miscellaneous
Witnesses

9. Color Coding
A simple but effective way to differentiate various matters within a single file.

10. Checking Files Out
Used when electronically scanning bar-coded documents, or a simple sign in/sign out sheet for files.

11. Closing, Storing & Purging Files
You’re not required to keep a client file forever. Closing a file is the formal internal process of notifying the client that their file has been closed. Most firms choose to store the file off site. Then, after a specific length of time, the file is purged or destroyed with any originals returned to the client.

12. What do you keep & for how long?
See page 536 Figure 9-4
REMEMBER! Rule 1.15(a) states that an attorney must maintain financial records related to a legal matter for five years after termination of representation.

13. File Management & Ethics
Client’s Property
Rule “law office has a duty at the end of a case to give the client the option to pick up information that was delivered to the attorney for representation in a matter.”
Items belonging to the client should not be destroyed or discarded w/out client’s consent.

14. Turning over the file…
When the attorney has been terminated at the client’s request….the attorney should turn over the client’s file pursuant to their local ethical rules and case law in their state.

15. Law Library Management- BASICS
If you’re lucky enough to belong to a law practice that employs a librarian, here is what his or her duties would be:
Explain research techniques
Compiles legislative histories & bibliographies
Catalogues and tracks library resources
Manages the check out of library materials
Performs or assists in legal research

16. A CD-ROM Legal Database
A database like one found on Westlaw or LexisNexis, but packaged on CD-ROMS.
Pros v. Cons
Reduced space- CON
Portability- PRO (although internet is preferential)
Convenience- PRO
Cost- PRO
Maintenance- CON
Training- CON

17. Examples of Library Classification:
See page 542 Figure 9-7

18. Technology & the Law Library
Includes computer-assisted legal researches
Westlaw & Lexis
Quicker than manual research techniques
More accurate than manual research techniques

19. Westlaw & LexisNexis
Come to Justice Day for one on one training with representatives!!!
Saturday, April 24th!

20. Legal Research & the Internet see examples on pages 546-549
Is the Internet an appropriate place to find the legal information?
Understand your legal project and have a strategy.
Choose a finding tool.
Use a legal guidebook for a precise issue.
Get help!
Use an on-line starting point and then reference hardcopy documents.

21. Helpful Tip!
MAKE YOURSELF A COPY OF FIGURES 9-9 AND 9-10 FOR YOUR PORTFOLIO!
This information is a GREAT research tool that can be used in your practice.