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3 Strategies for Effective File Management for Legal Assistants

By Chandler's Watch / Published on Tuesday, 24 Mar 2015 03:17 AM / Comments Off on 3 Strategies for Effective File Management for Legal Assistants / 1624 views

File ManagementA proper case management system can literally transform even the most disorganized law firm into a super efficient legal service delivery engine. It saves you time looking for case information and helps you satisfy your clients.

As a legal assistant, the complex task of organizing files and cases falls on your hands—and it’s up to you to turn the entire firm around.

It’s a daunting task, but the good news is that you don’t have to struggle so much if you organize documents the right way.

Here are some strategies to help you successfully manage cases and files for the firm:

Create a Plan

It is important to know about the three planning elements before you even start the process of file and case management.

First, create a plan for assembling and categorizing the documents according to origin or source. Second, consider creating and maintaining a database with a search option. Third, think about getting copies made and keep them separate from the original copies.

Ensure Every File is Accessible

Many legal assistants tend to make their process of file organization more complicated than it should be. According to The Center for Legal Studies, it’s all about a subject-neutral approach. If you focus too much on the subject matter of the documents, you may end up getting lost in the mountain of other case files waiting to be organized.

Focus on making sure that every file is easily accessible for those who will be needing them, whether it’s the lawyer or the court.

Identify the Languages

Translation can be a huge issue facing your file management system, especially if your firm has clients in other countries. The key here is to know the number of languages you are dealing with. It’s important to know the number of the documents, too. Separate all the documents that need translation and look for someone—a third party, maybe—who offers reliable translation services.

Consider Using Computer-Based Management Systems

Technology offers quick, simple, and effective ways to organize your firm’s files and cases. If you are not already using a software to help you with the management and organization of the files, you will be pleasantly surprised at how much easier your job can get if you get one.

Having strong organizational skills can make you efficient, punctual, and reliable. These strategies can help you develop those skills, which will then make you an indispensable asset to your attorney or law firm.