The Gazette 1964/67

vantage of a card index over a book index is its flexibility. 2. Each new case that justifies opening a file should be given a new number. File numbers should be in consecutive series. Two identical cards should be prepared for each case and two card index boxes should be provided. Each card shows the name of the client, title of case, name of operator and case reference number. The cards are stacked numerically in one box and alpha betically in the other, so that the reference num bers of a particular client's files can be traced from the alphabetical box and the name of the client in a matter of which the file number is known can be traced from the numerical box. The relevant files are kept in strict numerical order in the filing room or space. As all the cards of each client are stacked together in the alphabetical box the operator knows all the cases in hands for that client at any given time. This is better than keeping all the files together because individual files, unlike individual cards, grow and cards are easily handled. The place of each file in the filing system is ascertainable immediately from its number on the card. If desired, details of the progress of a case may be recorded in its card. This however is merely incidental, the purpose of the card index being to identify and locate all files and papers in the office. 3. An instruction should be given and enforced that every letter or document relating to a case should bear the file number, date and initials of the persons dictating or preparing it. This ap plies to attendance dockets, and memos of all kinds. Such documents should also bear the title of the case as a double check against misfiling. 4. The initials or name of the person in charge of a case should be stated on both cards. It is his duty to keep the case moving. 5. Someone should examine the system regu larly to ascertain the progress been made in each case and find out the reason if satisfactory pro gress is not being made. This is primarily the duty of a principal or partner. The live card index shows all uncompleted cases in the office. 6. When a case is finished the costs and outlay should be prepared and when paid the "dead" cards should be transferred to a filing box for SPECIMEN CARD Client: John Doe 200 N.C. Road, Cork. John Doe v Richard Roe. File opened: File No. 1002 3/2/66 Person in charge of Case: Mr. Jones

Jackson, James R. C. Green, George A. Nolan, Desmond Moran, Gerard M. Doyle, John Car- rigan, Thomas A. O'Reilly, Francis J. Lanigan, Bruce St. J. Blake, Joseph P. Black, Peter E. O'Connell, D. J. O'Gonnor, Gerald Y. Goldberg, Brcndan A. McGrath, John Maher, Patrick C. Moore, Richard Knight, William A. Osborne, Thomas H. Bacon, Augustus Gullen, Eunan Mc- Carron, George G. Overend. The following was among business transacted : Compensation Fund The Council passed a resolution fixing the statutory contribution at £30 for the practice year 1967/68. Medical Witnesses Expenses The Council heard a report from the Secretary of his meeting with the Secretary of the Irish Medical Association and considered a list of sug gested fees prepared for the I.M.A. It was de cided that the Secretary should write to the I.M.A. stating that the question of medical wit nesses expenses is a matter for the Association and the Superior Courts Rules Committee and that the Association should take the matter up with that Committee. Committee on Court Practice and Procedure The Council considered correspondence received from the committee dealing with Sittings, Vaca tions and Associate matters together with a report received from the Southern Law Association. Further consideration was postponed to await a reply from the Dublin Solicitors' Bar Association. THOUGHTS ABOUT AN OFFICE SYSTEM The following suggestions for a modern office system are not put forward as comprehensive or even as the best suggestions. Furthermore any system must be adapted to the size and other circumstances of each practice. Members are in vited to criticise these proposals and to send in their general comments for publication. 1. Filing systems are various and everyone has his own particular ideas or prejudices about them. Furthermore most individuals are either unable or unwilling to change a system already in opera tion. The main thing is to have a system and to operate it to the limit of its efficient use. For those who are about to install a filing system, or who find it possible to change a system already in operation, it is suggested that reference numbers combined with a card index will be found to be the simplest and most efficient. The main ad­