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completed cases, keeping two boxes one alpha
betical the other numerical for ease of reference
in tracing completed cases.
7.
The "dead" files relating to completed cases
in the office should be removed from cabinets
and shelves and stored (if not destroyed) in card
board filing cases which can be bought at any law
stationers. When starting a new system based on
reference numbers
the existing completed
files
might be put away in alphabetical order if that
is the system already in use. As from the installa
tion of the new system the completed files should
be put away in numerical order and this filing
system should be kept separate from the old one.
8. The cardboard filing cases for completed
case files should be kept somewhere away from
the general office. The only papers and files in
the general office and principals' rooms should be
those in current use.
9.
Stop using brief paper. All paper used in
the office should be a maximum standard size i.e.
foolscap sheets which can be photocopied easily.
It is up to solicitors to organise their own office
systems for maximum efficiency and practices,
however hallowed by tradition, which interfere
with efficiency and service
to clients generally
should be discontinued.
10.
As far as possible all documents should
be filed daily, as produced or received, on the
case file. This will be facilitated by adopting a
standard maximum
size
for office paper.
If
bundles of documents cannot be avoided
they
should be given the same reference numbers and
title as
the case files and stored in numerical
order in a place specially arranged, or if possible
with the case files.
11.
The files and documents should
not
be in
the partners' or assistants' rooms-except files and
documents immediately required. Files and docu
ments not immediately required should be re
turned to their place in the filing room or space
so that principals' rooms will be clear. This is of
course subject to some exceptions-but they should
be exceptions.
12.
(a) It is
important that all
letters and
documents should be filed immediately. When a
letter comes for attention it should be accom
panied by the file. The files should go out to the
typist in the Out basket with the dictabelts con
taining replies etc., and the typist should initial
and file
the carbon copy before
the file goes
back to the filing space. Instructions should be
given on the dictabelt ns to the disposal of the
file, e.g., returned to the dictator or returned to
filing room.
(b) When opening a file for a case which has
a number of aspects, e.g., a fairly heavy adminis
tration, it is advisable to break it into subfiles,
e.g., death duties, income tax, debts and funeral
expenses, property sales, stocks and shares, rentals,
etc. No folder should be allowed to become over
loaded. Breaking down the files into special sub
files facilitates control of the case.
(c) Filing clerks and typists should be instructed
on the most efficient filing methods. If the typist
starts the first line of the continuation sheet of a
letter right at the top edge of the page part of
the first few lines will be covered when the letter
is filed. Therefore, a continuation sheet should
commence at least H to 2
inches from top of
the sheet. Manuscript letters continuing on the
top of
the back page
require
special
filing
methods.
13.
All
this
involves
the creation of a
re
mainder system
for the person dealing with each
case. This could be a dictated memo of each
matter requiring attention with the target date.
The memo slips are returned to the dictator and
kept on his desk until
the appropriate action
has been taken. Obviously new memo slips will
be prepared from time to time in each case.
14.
The person who has dealt with a case is
best qualified to decide when the papers may be
destroyed. With a view to avoiding the accumula
tion of old files etc., the operator should as soon
as it has been completed decide when it may be
destroyed, failing delivery to the client. This date
depends on the nature of the case-it might be
12 months, 3 years, 6 years or even longer. A list
should be kept of such files showing the dates on
which they are to be reviewed for disposal. The
files should be looked at again at the operative
dates and appropriate action taken. In this way
the disposal of old papers will be continuous not
cummulative. The date of final disposal of the
file, etc., should be noted in its card.
15.
The practice of holding clients' title deeds
and valuable documents should be critically re
viewed. Solicitors
today can hardly afford
to
maintain
free private
record offices
for
their
clients. The old idea was that by holding the
title deeds you held the client. This idea is out
of date and involves so many disadvantages from
the point of office organisation that it should be
changed. The best way to retain clients is to do
their work promptly and efficiently. As soon as a
case is finished the valuable documents should be
listed and returned to the client or deposited in
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