To the Legal Professionals: the South Central students are now studying filing and records management in the law office. Could you briefly describe the process of opening a new client file in your office. Explain how the process is connected to your billing process! Also, explain what goes into a new file according to what area of law the client needs assistance in. (example, the tabs needed for a personal injury case as opposed to a dissolution of marriage or a real estate file.) If you could send an example of the file-opening document by email to me, I will share it with the students. If your process is similar to someone else's process and they have posted already, just add what might be different about your office.
To South Central Students: Read the comments from the law office professionals about filing and records management. Ask questions about what is unclear to you. Don't repeat other people's questions.
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The first most important thing to do when opening a file is completing a "Conflict Check." It must be determined whether any lawyer in the office has every represented any of the parties involved in the new matter and, if so, that the representation was not adverse to the potential new client. For example, if the firm represents XYZ Company and an employee of that company calls about a possible employment case against XYZ, a conflict would exist and the firm would not represent the employee because it already represents XYZ. The larger the law firm, the more complex this conflict check is. Our conflict check is done through our financial department who runs the names through our software and any potential conflict is printed on a report and given to the attorney to view and approval.
More on file opening later - gotta go.
I understand the way a conflict check works but if there is more then one lawyer or attorney if the low office why can the other one represent the employee of XYZ company? That is what i'm unclear about.
Do most law firms have a separate department that checks to see if there is a conflict of interest?Also, what kind of filing works the best and is the easiest?
What area of law has the most amount of tabs when filing? Also- what system do you think works best for organization with filing?
Does your office have a computer filing system or centralized filing system? As a legal assistant are you required to spend a certain amount of time filing or does your office have a file clerk. Also, how does your office handle the checking out of files?
Is there an easier way to handle filing? Or is it the same procedure when filing??
I guess I'm kind of wondering the same thing Gabrielle is...but I think I understand how the system works.
so in the financial department who is charge of checking to see for conflicts?
Do these kind of conflicts happen a lot or is it not very common?
I am confused about the numerical filing system. Does each person have a number instead of putting their name on the file for confidentiality? How do you know what number each person has and who has access to that information?
My question goes along with amys question....how often are clients turned down becuase the law office already represents the other side of the case...curious as to what the next step is for that client, are they just out of luck and need to consult another law firm??
What do you find easier numerical or alphabetical filing and why?
the conflict check is really confusing is there an easier way to do it. Also why do they have to have a seperate department to run them? why cant the lawyer or attorney?
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