5 Filing in the Law Office Lawyers usually want specific file folders, papers, orletters in ahurry, and one of the secretary’s most important duties is to produce them Promptly. No matter what system of filing is used, the accuracy with which you file determines whether you will be able to find the desired materia without extended searching and fumbling. A paper misplaced even tempo- rarily can cause embarrassment and can even mean a lost client. Your filing system should be so well organized that someone other than you can find papers when needed. You might know where a paperis because you put it there, but no one else will be able to locate it. “Memory” filing is not a filing system. In this chapter we classify the material to be filed and describe the methods appropriate to the material. We also tell how to prepare the material for filing and how to arrange the papers so that disorderly files and unnecessary searching will be avoided. ORGANIZATION OF MATERIAL 5.1. Classification of Files Itis expedient to segregate files pertaining to clients’ business fro files pertaining to personal and office-administration matters. The followin classification of files is appropriate for the typical law office: 1. Clients’ business. Files in this category include all matters relating to clients, with the exception of commercial collections whe? handled in volume. Some offices separate the material into litige” tion and nonlitigation matters. Other offices segregate files rela ing to a particular field of law if large part of the practice is in® 80 Fillsin ahuny, 6 ce them with which «C pne other 2a paper is “ Memory" « |eribe the t.material y files and s' ness from e following ters relating stions when 1 nto litiga- ¢ files relat- a ‘ice isina { t : } { Filing in the Law Office 81 » » B * a 2 specific field. Still other offices segregate matters relating to a retainer client with a large volume of business. In a small law office, the files for each client can be kept together with separate folders for each matter. Most offices, however, segregate inactive client files from the active ones (see section 5.6). Since clients’ files constitute by far the major part of the files ina law office, the detailed explanations in this chapter of the numerical and alpha- betical systems of filing relate to clients’ files. Commercial collections. When a fair volume of commercial col- lections is handled, the files are segregated from other clients’ business because of the close follow-up on these cases. Chapter 20 describes fully the system of filing used for these cases. Personal files. The lawyer's personal files contain material relat- ing to the lawyer’s personal business matters, correspondence, and outside activities, such as bar association committees . General correspondence files. This is the miscellaneous or catch-all category. These files contain correspondence not re- lating to clients’ business or to the lawyer’s personal matters. Correspondence about a case the lawyer does not accept would be filed here. Office-administration files. This category might include per- sonnel applications and records, correspondence about office equipment, correspondence with law-book publishers, and the like. . Periodicals, bulletins, and so on. Every office accumulates pam- phiets, booklets, periodicals, and the like that contain information likely to be needed in the future. These items are library materials that may be filed by subject in file cabinets, in pamphlet boxes, or in looscleaf binders, as the material requires or as the lawyer prefers. Other files. You may need files (other than the general correspon- dence or office-administration files) for material such as sample legal forms. Although forms are generally kept on the computer, secretaries often keep a set of sample forms in a looseleaf note- book or in file folders. Some material must not be destroyed (e.g., stock certificates) and is kept in a fireproof company safe or fireproof locked file.82 General Duties in the Law Office ELECTRONIC FILING 5.2. Modern Filing Systems. The modem law office uses the computer extensively for electronic storage of files on hard disks and diskettes, The computer is also used for indexing hard-copy and other types of files, such as a cross-index for a numerical file or an index for files in large information storage and retrieval systems of central file departments. Section 1.4 in Chapter 1 describes the differentfiling systems, including electronic, optical disk, and micrographic storage, and section 1.9 describes the use of the computer for file manage- ment in a law office. NUMERICAL SYSTEM OF FILING: CLIENTS’ FILES 5.3. What Is the Numerical System of Filing? Under the numerical system of filing, each file is given a number and positioned in numerical sequence. Although this system lends itself well to electronic filing and large file systems, it is an indirect system since it must be used in connection with a cross-index that has the subject and numberof each file listed alphabetically. Such indexes are usually maintained by ‘computer since the search-and-find procedure is handled rapidly and itis easy to insert new files and delete old ones electronically. The advantages of the numerical system are the rapidity and accuracy of refiling and the opportunity for unlimited expansion. The disadvantages are the need to maintain an auxiliary index and the need to make two searches (at least some of the time) when material is withdrawn, first @ search of the alphabetical index and then a search of the numerical file. Evel when the numerical digits represent categories or subjects that sometimes make it possible to identify a file without consulting an index, it is still necessary to maintain the index forthose occasions when this is not possible 5.4. How to Use the Numerical System ina Law Office Although different-size firms may use different systems, one method of numerical filing is to give a key number to a client instead of to a case Each case for that client is given the client’s key number plus an identifying Filing numb filingfring in he Law Office : ber or letter. An explanation of one way to set up and maintain such a filing system follows. j 1, Assign a key number to the client in numerical sequence, His or her general file has this number. Then assign an identifying letter > (electronig to each matter that is not litigation. For example, client Sloan & {ISO used for McKinley, Inc., has a file of general correspondence, a profit- > bdex fora | sharing plan for employees, and a suit against The Baker Co, You anid retrieval give the general file the number 85, the profit-sharing file the lescribes the i number 85-A, and the suit the number 85-1, The next suit will be 1 prographic i 85-2. (If you prefer, you might identify all files by number or all file manage. | by letter instead of using numbers for the suits and letters for the | nonsuit files.) | 2. Make entries on the computer under each name that appears in LES } connection with the matter. In some instances, for example estate | matters, your client's name does not appear in the subject of the ] i file; nevertheless, an entry should be made in the client’s name. ) | Note the title of the case, the number assigned to it, and the client's iyumber and | name if it does not appear in the title. In a matter of litigation, the belfwellto entry under the defendant's name will read defendant ads. plain- since itmua | tiff, instead of plaintiff vs. defendant. If the matter is not a suit or n [numberof © claim, note in addition to the client'sname, an identifying descrip- aintained by | tion of the subject matter. For example: vi ly and itis | Sloan & McKinley, Inc. : | Profit-Sharing Pian and accuracy | li advantages t 3. When there is more than one item under a client's name, place to make two i them in this order: general; nonlitigation, arranged alphabetically i awn, firsta | according to subject; and litigation, arranged alphabetically ac- ical file, Even cording to opposing party. Suppose a client has a general file and 2 sometimes | five other files. The index entries will be arranged as follows. dix, itis still | snotpossible. | Sloan & McKinley, Inc, 52 } Sloan & McKinley, Inc—Arbitration 52-B ce | Sloan & McKinley, Inc—Legislation 52-C s,one method | Sloan & McKinley, Inc.—Profit-Sharing Plan 52-A. d of to a cast. Sloan & McKinley, Inc. vs. Harvey 52-2 é tidentifying Sloan & McKinley, Inc. ads. Watson 52-184 General Duties in the Law Office 4, Put any hard-copy file folders in numerical sequence according to key number. If there is more than one file for a client, arrange those bearing identifying letters in alphabetical sequence; follow with those bearing identifying numbers in numerical sequence, ‘Thus all folders pertaining to one client are together; all of his or her nonlitigation matters are together, and all suits and claims are together. 5. When a client brings a case to the office, give the client a key number and assign the case an identifying letter or number. Re- serve the key number, without identifying letters or numbers, for the client's general correspondence. a . Reserve a key number for miscellaneous clients, who might want a letter written for them or have some small matter involving only one or two papers. These matters can be filed under the same key number, but they should be indexed like other files. 5.5. Assigning Numbers According to Type of Case When files are separate according to type of case, a group of number is set aside for each category. Cases involving litigation, for example, will be numbers 1 through 199; probate cases, 200 through 299; and so on. The client does not have a key number. Another method of numbering when files are separated according 0 type of case is for each category to have a separate sequence of numbers. There might be, for example, a Claim 485 and a Probate 485. In the hard-copy files, different colored labels or folders should be used for each category. Six digits might be used in assigning numbers. The first digit would correspond to one of the nine categories of law, for example: . Litigation Probate (and Estate Planning) . Corporate (and Business) }. Real Estate Tax . Labor . Motor Vehicle NAWARYN Filing fourt two tion | file s filen 5.6. istor tosayne Law Ogg ~ hight want wolving oer the at files, 11 bfnumber | example, will | 1} soon. The | J | | according to | }f numbers, | 2 485. In the | & fed foreach | st digit would | Filing in the Law Office : 8, Administrative Agency 9, Other ‘The second and third digits represent the year the file was opened. The ourth digit represents the quarter of the year the file was opened. The final ‘digits are Sequential. For example, 189,302 refers to the second litiga- oo file opened in the third quarter of 1989. To avoid setting up a separate Se system for retired files, simply place a small c (closed) in front of the file number, bothon the Jabel and on the index entry, forexample, c189,302. 5.6. How to Transfer Numerical Files Lawyers rarely destroy a file, The procedure followed by many firms isto retain in the office as many closed hard-copy files as space permits and tosave computer files on floppy disks. Hard-copy files are sometimes saved onmicrofilm. Law files are not retired periodically but are closed when a matter is presumably completed. A file that was opened in 1992 might be completed and ready for retirement in 1993, whereas a case opened in 1995 might remain active until the year 2000 or longer. Old files should be stripped periodically. Some items that can be removed with minimal lawyer super- vision are unused portions of yellow pads, multiple photocopies, and interim (not complaint) pleadings that are filed and kept by the court. Hard-copy retired files should contain no original documents. They should be copied and returned to the client. Ideally, you should process a file for retirement as soon as you are informed that the matter has been completed, without permitting an accu- mulation. But this is a job that secretaries are inclined to Postpone until there is a lull in the work. As soon as you are informed that a matter has been completed, stamp any hard-copy file jacket “closed.” Then when time permits, you can withdraw all closed cases and process them forretirement. Here are the steps in processing a hard-copy file for retirement or storage. 1, Delete from the active index all entries relating to the closed case and insert them alphabetically in the closed-file index, Some offices, however, prefer to keep entries for inactive files in the master list so that the secretary need look only in one place to see if something is active or inactive.86 General Duties in the Law Office 2. Withdraw from the hard-copy files all jackets or folders holding papers that relate to the completed case. Your index will indicate whether there are extra copies or printed papers that have been removed from the regular files. Documents in the office safe will not be sent to storage. They will be returned to the client, or other appropriate disposition will be made of them. 3. Arrange the closed files numerically, just as they were filed inthe active files. (Closed files may also be filed numeri cally even when an alphabetical system is used for current, open files.) 4. Over time, cersain materials initially retained in the closed files can be withdrawn and disposed of. However, a secretary should never destroy any material without authorization from the lawyer, ALPHABETICAL SYSTEM OF FILING: CLIENT FILES 5.7. What Is the Alphabetical System of Filing? Although medium-size and large law firms may be entirely compo- terized, small firms sometimes maintain files alphabetically, by client name, Under the alphabetical system of filing, the folders are filed alphabetically according to name or subject. A cross: not necessary with this system of filing but can be used if desired. The principal advantage of the alphabetical system is that it is not necessary to look up a file number ind cross-index when papers or folders are filed or withdrawn, The disadvat tages are that the system does not lend itself to hard-copy expansion & readily as the numerical system and requires more shifting of file folders. 5.8. How to Use the Alphabetical System Each client has a general file and each of his or her matters hast separate file. All matters of a specific client are filed under the client's name. The order of arrangement of the hard-copy folders is similar to of the index eniries in a numerical system. The general folder comes firs and is followed by the nonsuit files arranged alphabetically according” subject. These files are followed by the litigation files arranged alphabet cally according to opposing party. The various matters of client Rossiter Grossberg, Inc., might be labeled and filed as follows: Filin, num! 5.9, inde: assig aren onth alph: unles that 1 file, Need Corre Mrs, Prolij Correve! LaW Offgg | 1 ets holdi ewill indica 1 | have i Mice safe wiy | Y mnt, or other | >) filed in the | Leven when.» 8.) ¢ € closed files sretary should [the lawyer, FILES t kly compu. -yclient name, 2 jhabetically | aly with this | vantage of the | © humber ina The disadvan- | \ kpansion as frile folders, 1 fatters has a er the client's s ilar to that lex comes firs! 7 according 10 gd alphabet ent Rossiter & ‘Filing in the Law Office / Rossiter & Grossberg, Inc.—General Rossiter & Grossberg, Inc—Arbitration—T. F. Lewis Rossiter & Grossberg, Inc.—Arbitration—J. B. Maxwell Rossiter & Grossberg, Inc—Profit-Sharing Plan Rossiter & Grossberg, Inc. ads. Goldman, Inc, Rossiter & Grossberg, Inc. vs. Donaldson Sound Systems, Inc. If the active files of a client are very numerous, they might be aumbered and an index entry made of that client’s files 5,9. How to Transfer Alphabetical Files When alphabetical files are closed or transferred to storage, a cross- index entry must be made. The simplest method of transferring them is to assignthe file a transfernumber and make cross-index entries for each party connected with the matter. The files are then stored in numerical order. Some offices transfer alphabetically, however. Hard-copy file drawers are numbered, and the drawer number in which the file is placed is indicated ‘on the cross-index entry. Each year’s transferred files may be filed together alphabetically. However, this entails shifting of files from drawer to drawer unless ample space under each letter is kept open for files to be stored under that letter in the future. OTHER FILES 5.10. Personal Files The personal file in a law office is a combination name and subject file, and the alphabetical system of filing is used for it. No cross-index is needed. File all correspondence together under the first letter of the correspondent's last name, according to date. Thus correspondence with Mrs. Pomeroy and with Mr. Hill will be in the same file. If the lawyer has Prolific correspondence with a certain person, set up a separate file for that Correspondent. Also, make a separate file for each separate business matter and outside activity. Thus if the lawyer is on the Grievance Committee of88 General Duties in the Law Officg the American Bar Association, there will be a file named “American Bar Association—Grievance Committee” under the letter A. Close these files periodically but save from the subject files such as the “American Bar Association—Grievance Committee” any material tha ispertinent to the forthcoming year. Transfer the closed files to storage. (See section 5.9.) 5.11. General Correspondence Files ‘The alphabetical system should be used for correspondence files, and they are operated in the same manner as the personal files. File according to name of the correspondent. No cross-index is necessary. Also, close and transfer these files periodically by the same method used to close and transfer the lawyer's personal files. 5.12. Periodicals, Bulletins, and Other Printed Matter File these items by subjectin the firm’s library in a filing cabinet (need not be fireproof), in looseleaf binders, or in pamphlet boxes, according the firm’s preference and the nature of the material. This material wil consist of government bulletins, specialized newsletters and other publice- tions, articles, advertisements, catalogs, and any other material of this nature that the lawyer wants to keep. Miscellaneous items such as announcemens of changes in law firms, announcements from law schools, and the like ca be keptin the general correspondence files. Periodically, you should review the files and discard material that is out of date. Check with the lawyer establish how long this material should be kept. PHYSICAL SETUP OF FILES 5.13. Preparation of Material for Filing To prepare material for filing, do the following: 1. Segregate papers belonging in different files: client's matics personal; general correspondence. 2. Check to see if the lawyer has initialed the paper for filing : otherwise indicated that he or she has seen the material, In sO™ offices the lawyer clips papers into the folder to indicate that sawstui Law Offiog ‘ merican Bay ¢ files such ag ly Material that We storage. (See Face files, ang 1 lle according Also, close ang € to close ang | tr t i \y Pabinet (need 2s, according to s material will dother publics. | ial ofthisnature @ mouncements and the like can wv jhould review. Uvthe lawyer to } pnt’s matters; f | 2 ¢ for filing ot teserial, In some , adicate that they Filing in thi e Law Office 89 have been reviewed. (In offices with more than one attomey, there should be a firm rule that no paper is to be filed until the respon- sible attomey has reviewed it.) Check through all papers that are clipped or stapled together to see whether they should be filed together. Remove all paper clips. Mend tom papers with cellophane tape. See that all legal documents have been conformed. » Paws Mark on all court papers the date they were filed with the clerk of the court or served on opposing counsel. (This information may have been stamped by the clerk of the court on the back of the paper and so may not be evident when the paper is fastened to the folder unless noted on the face of the paper.) Note on the paper where it is to be filed. Write the key and identification number in the upper right comer; for a name or subject file, write the name or subject in color in the upper right comer. Punch a hole or holes in the exact place where the paper should be fastened to the folder 2 2° 10. When fastening the paper in the folder, check the number and name on the paper being filed with the number and name on the folder. 11, Sort unfiled material into categories and keep it nearby in one or more folders to save time spent in searching for unfiled items. 12. Fold oversized papers so the written material is on the outside. 13. Use follow-up files (see chapter4) to avoid needless searching for items needing follow-up. 14. In looseleaf books, file the latest material at the front to avoid paging through everything when searching for current items, 5.14, How to Type Index Tabs and Labels For best results in typing tabs, guides, and folder labels, observe the following rules:90 General Duties in the Law Otig Use the briefest possible designations. Abbreviate, omitting puno. tuation whenever possible. Index tabs need to be legible only a normal reading distance. Guide labels should be legible at twoto three feet. File-drawer labels should be legible at six feet. 2. Use initial caps whenever needed. Full caps, especially inelite and pica type, do not increase the legibility of label designations; they decrease the amount of light background around the letters and make reading more difficult. Do not underline. Folder Labeis The most important part of a folder label is the eighth of an inch immediately below the top or, for folded labels, the scoring (the place a which the label is folded for positioning on the folder tab). Frequently, ths space is the only part visible in the file, Therefore, start at the first typing space below the top. Typing should also begin in the first or second typing space from the left edge of the label, except for one or two chapkt designations. If this is done, all folder labels in the file drawer will presett an even left margin. (See Figure 5.1.) Use initial caps and indent the second and third lines so that the fist word of the first line will stand out, In typing labels for a numbered subject or name file, leave spat between the number and the first word; type the subject in block form. Avoid exceptionally long file numbers if possible. Guide Labels For file guide labels, use the largest type available. Begin the typift as high on the label as the guide tabs will permit. Center one- and two-chat ter designations, Start all other designations in the second typing space fo the left edge. Use abbreviations or shortened forms and omit punctuatio except for large numbers such as 10,000. File-Drawer Labels In preparing labels for file drawers, use the largest type available Center the typing on the label and leave a double space above and bel® detailed reference information. Itis betier to print file-drawer labels in a® letters because type is not legible at a distance,« hitting pang legible only g 2 Vole at two b six feet, ly ineliteang ‘ignations; they *he letters ang | ‘beh of an ineh | x, \(the place q | Frequently, this © 1 e first typing | second typing» 7) two chapter w will present s | that the fint 1 | leave space dex form. Avoid | 4 Jin the typing | - and two-chap- | P pg space from | nit punctuation, i i { type available | b ve and below e. labels in large Subject: Use initial caps, Indent 2nd and rd lines 60 firet word of first line will stand out, 10.66 Numbered Subject File. Leave apace Detwoon number and firet word, Use 10.65 Numerical Subject File with ‘Vols Date or Volume No. Leave space at right. '7002.43.00126 Avoid exceptionally long file numbers, Source: Complete Secretary’ "evisedby Mary A. De Vries, of he publisher, Prentice-Hal If used, indent subject in blook form, | Figure 5.1. Proper Arrangement for Label Designations. 's Handbook, 6th Edition, by Lillian Doris and Bess May Nill © 1988, 1983, 1977, 1970, 1960, 1951. Reprinted by permission il, INc., @ Division of Simon & Schuster, Englewood Cliffs, NJ 192 General Duties in the Law Officg Fir 5.15. How to Arrange Papers in File Folders A fille in a law matter consists of at least two parts: correspondence hl and formal documents, whether they be court papers or legal instrumens] ig ¢ such as agreements, leases, and the like. Each hard-copy file must have aya 2 correspondence folder and a document folder, both of which are kept together in a file jacket. It does not matter what kind of folder is used] igy When the lawyer prefers io have papers fastened into the folder, it ha 98) to be firm enough to serve as a backing sheet to which the papers may} mey be fastened with a clip that permits removal when desired. Correspon dence and papers are filed in their respective folders according to daz,| 5,4 usually with the latest on top, although some lawyers prefer the revert order. If correspondence pertains to a particular document, it may be filed with the document, with or without a photocopy in the correspondence} bla folder. Always keep the correspondence folder on top of the documett} jack folder in the jacket fold A file might consist of more than two parts, Separate folders, fa] Rer example, might be used for briefs and law memoranda; drafts; extracopies} —retu miscellaneous memoranda such as interoffice memos, notes made by tt} this lawyer, and so on. If a file contains both legal instruments (agreement, contracts, and the like) and court papers, a separate folder may be madeft} 5.1 each one. Ifa case has papers filed in more than one court, a separate folde would be made for each court. A law file might also contain a folder ft “bold papers,” that is, papers belonging to the client other than those ke! sam in the safe. The “hold papers” should not be fastened in the folder. Always] our indicate in the index entry the folders that are made up in each case. Fo] spa example, an index entry mightindicate that a blue book, a file forduplicatés] and and a paper file all have been made in the case. (Blue book denotes the folie] — mat in which important papers, such as wills and agreements, are filed; pap! file denotes the folder for miscellaneous memoranda.) You Asa file grows, itis broken down into volumes, with all letters togel!] ire in one or two folders, all court papers together, and so on, Hard-copy lat} Fal, files frequently become so voluminous that two or more jackets are requl Whe All of the jackets in a particular case should have the same number. On mat jacket, write the classification of the contents of that jacket—that is, i folders that are in the jacket—so that you will not have to open more one jacket to find the desired papers. Some offices make a separate inde! entry for each jacket.Trahe Law Offigg }tespondenge 2gal instrumeny y file must have yhich are ke f folder is useq F | folder, it hag tne papers may rd. Correspon. © irding to date, -efer the reverse itmay be fileg correspondence 2"jthe documen; urate folders, for ui fs extra copies, tes made by the § (agreements | oF be made for a separate folder 1 jin a folder for than those kept u pee Always in each case. For ite for duplicates | 4 notes the folder | , are filed; paper | an'letters together 1 Hard-copy law 4. its are required. number. On each ¢ 2t—that is, the p’open more the :>)separate index fing in the Law Office 93 Figure 5.2 (pages 94 and 95) illustrates another kind of folder used matters that will not become too voluminous. The outside cover gives a {ull history of the case from opening to closing. Every step in the litigation jg shown on the cover so that information required in a hurry will be available at a glance. ; A similar folder, generally used for contract or real estate matters, is jtlustrated in Figure 5.3 on pages 96 and 97,, The folder in Figure 5.4 (page {98) can be adapted for special documents like cases on appeal, briefs, and ‘memoranda of law, 5.16. Preparation for Closing a File When closing a file, go through it carefully and remove duplicate copies, ‘blank paper, paper clips, and all nonessential material. If a file has several , you might be able to combine the contents into one jacket. Papers and folders in a closed file may be packed more tightly than those in an active file. Remove any original documents so that they can be copied and the original setumed to the client while you still have a current address for the client, At this ime you should also remove any interim drafts still in the file, 5.17. Control of Material Taken from the Files To control folders taken from your hard-copy files, use guides the same height as the file folders but of different-colored stock, with the word out printed on the tab (see Figure 5.5 on page 99). The out guide provides space on which to make an entry of the date, the material taken, who has it, and date it should be retuned. Place the guide in the files where the removed material was located. Ina private office you would not put an out, ‘guide in the file every time you withdraw material for the lawyer. You would use the guide under these circumstances: (1) Someone outside the immediate office wants the mate- tal, 2) the lawyer expects to take the material out ofthe office, forexample, when he or she goes on a trip, and (3) you expect your employer to keep the material a week or so, perhaps to prepare a brief. When a paper is removed from a folder, make a note of the removal and insert it in the folder. Many law offices have arule (and it is a good one) that no one may remove a paper from a folder except the person responsible forthe filing. Some offices have a check-out system whereby a 3x5" slip ‘ust be filled out by anyone removing a file other than the secretary or the94 sonata General Duties in the Law Officg FUE Ne. counry INDEX No, 12 Defend ajo Phone ct Denn ‘Semmens & Cenpinnt Seve inde 2 Byes No Calendar No Shere Addie ‘Service Fee Fall Delonas: Serve S&C Ped Amer Served Neo se ‘Aner Fed Teal ee Paid ‘Anwar (Marc) Tudeees Ewer ‘Anwar Revi Ensen Maer Dil of Pare Semel ‘reaver Fld ia Co of Nose of Fil Seed “Tramp ened fers Cot UDste Noded le Teal “Transripe Fld in Coo Exrestionw Sheri ‘Adjourned Shen's Fee Paid ‘Adjourned Execstion Rrarned Br 2 Gane Ta Sepp. Pros Verdi fe Sepp. Pree Seve [Tatgnear for SE 9 Reiner Pad Deresaste, Advaree Dubna Rad Inewet Tes Rec'd Toot | Teatae: ‘Advance Dibinawcon Coneel Fee Chere! Figure 5.2. Courery Felive Blanbory, Te Litigation Filing Envelope.Filing in the Law Office 95 Pte |} | i i I | | I I | | i | Wap, Tae. Figure 5.2. Litigation Filing Envelope. (cont)96 i i i z General Duties in the Law Offe | rie Closing Dts Pi Chant. Phone Chacts Adare. Mop ee _________ ta. (Setar Gaye Ay. Prone Purchove Price of Menaoge § Fes [Od [eos | me] County Search Tox 8 Areva Search Panning Board Seer Evol or her, Tox Pratm. Tile odes Survey for Ado) CChoneery Abstract Tnerect Houte 8 ig. Etoppel Leer Tox Bil Water Adamant Fw Policy Ad ebay Poy Ad Fite Plies or End ihiy Poley or Ed Sale Tx Stomp Adon Corp. Raslatin Sond Menges Conceliion Ochge. of Wig Sotatocion or Fal Tile Cer Tie. Mis Courery Tine Bb Figure 5.3. Docket Envelope—titigation or Real Estate.fone, Ine ar i naa eee emg TPE Damosd For er. eps LEE Det etrog. Sed dns, Doe. a Plt eS ‘Ans Due_____Amw Sed Depotion Nofe Pratl Dt, y's Conferancs, Weebly Cot_______ ate of ra Notification 0 Ciest_______Sbpoenes Detemincen—___ludgrnt En.—___ taco tion New Tl Not Appea! Filed Sh nce wea, Figure 5.3. Docket Envelope—titigation or Real Estate. (cont.) 97Filit Figure 5.4. Multipurpose Docket Envelope. Source: Courtesy of Exclesior-Legat Stationery Co,, Inc. 98Figure 5.5. Out Guide. Source: Complete Secretary's Handbook, 6th Edition, by Lilian Doris and Bess May Mlle. revised by Mary A. De Vries, © 1988, 1983, 1977, 1970, 1960, 1961, Reprinted by permission, ofthe publisher, Prentice-Hall, Inc., a Division of Simon & Schuster, Englewood Cliffs, N.J lawyer. The slip should state the file name and number, a description of the material removed, who removed it, the date it was removed, the expected return date, and any pertinent remarks.