1. Filing in the Law Office A Primer

2. Filing in the Law Office Materials: File folders Sub-file Folders (suggestions)  Accounting  Correspondence (attorney/client)  Pleadings  Discovery  Notes/research  Duplicates Metal Clips Hole punch Staples File Labels (color coded) for outside file folders Open File Forms

3. How to File Alphabetical Numeric Alpha-numeric Include:  Date of opening  Court District (DA=Dakota, RI=Rice, HN=Hennepin, RA=Ramsey, ST=Steele)  Attorney  Type of matter (PR=Probate, FL=Family, CR=Criminal, TR=Tort/Civil, K=Contract)  Client’s Name  Numeric

4. Order of Filing Within Sub files: Always chronological- With oldest on bottom Newest, most recent on the top!

5. Other Considerations Bar Coding Disengagement Letter File Closing

6. Every person who is seen is to get:  File created for him/her, or  Letter stating why there will be no representation If any action is possible, also state the date the statute of limitations will expire If the case is rejected on the basis of facts, the firm must complete a full investigation of those facts.

7. First meeting with client- one office’s procedures: Prepare a folder for each new client to take:  Business card of attorney and paralegal  Insert letter : “To Our Clients”  Add Retainer Agreement  Client Intake Form for appropriate type of case  Other print-outs from MN Bar for type of case

8. New Clients- one office’s procedures: Check Conflicts List Make rolodex card with client’s name, address, phone numbers, our file # in upper right, Court File # in lower right Prepare file folder with legal sized main folder with LABEL: color coded for type of case, with client’s file number and client’s name

9. New Clients, continued Three letter sized file folders go inside the legal sized main folder labeled: Correspondence, Pleadings, Legal Notes Include the original, signed by the client, of the Retainer Agreement in file. Copy goes to the Client in the Client’s file When calls for fee quotes: Always give to Attorney  Unless an initial consult, then $ amount for ½ hour consult

10. Building and Maintaining Files Mail regarding Client  Copy to Client, with cover letter or Enclosure note  Original in file Pleadings  Original saved to file with court  Copy to Client, with cover letter of Enclosure note  Copy to Opposing Party  Copy for Client’s File

11. Maintaining File Letters to client  Copy in file! Letters written on behalf of client  Including settlement letters  Including letters to other attorney  Including letters of inquiry to others  Send copy to client with cover letter or Enclosure note to explain  Copy in file! ANY mail in regard to client  File in client file

12. Closing files Check that each file is  In the rolodex with phone number, current address and name  Billings have been sent and payments received  Name in the client conflicts check list, including current and former client’s names and names of witnesses and opposing parties  On rolodex, mark “Closed, Box ___” or other indication of location

13. What goes where for subfolders Civil:  Pleadings and Motions Summons and Complaint Answer and Counter Complaint Motion and Affidavit Orders Judgment and Decree  Correspondence Letters to Client Letters from Client Letters to and from opposing counsel Letters of offers of settlement Letters to and from court Letters to and from others regarding case

14. What goes where for subfolders Family/Divorce:  Pleadings and Motions Summons and Petition Answer and Counter Petition Motion and Affidavit Orders Judgment and Decree  Correspondence Letters to Client Letters from Client Letters to and from opposing counsel Letters of offers of settlement Letters to and from court Letters to and from others regarding case

15. Family/Divorce and Civil:  Discovery Notice of Deposition Deposition Transcript Interrogatories Answers to Interrogatories Requests for Production of Documents Documents produced Requests for Admission Replies to Requests Subfolders Contain

16. Other Folders Contain: Wills  Client Questionnaire  Earlier will (if relevant)  Notes  Rough draft(s) of Will  Copy of Final Will  Letters to and from client