The Gazette 1964/67

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 89