4 Tips For Creating A Common Procedure For Closing Case Files


If you are in charge of procedures and operations in your law office, you need to establish a system for closing case files for your entire office. This will help ensure that case files are only closed when appropriate, and that when they are closed, they contain all the right information should it ever be necessary to refer to the case or the file again.

Create an Index

First, you need to create an index of all closed files. This index should indicate if the file is stored on-site or at an outside facility or storage location. The index should indicate specifically where the file is located. The index should also include the plaintiff and defenses information, the name of the case, the date the case was opened and the date that the case was closed.

Having a detailed record of all of your case files that are closed will make it easier to locate one if the need arises.

Transfer Information to In-House Brief Banks

Each case that you work on requires research and detailed work. Before closing a case, make sure that the briefs and pleading for the case are transferred to a brief and pleading book. This will make it easy to look up and refer to past briefs and pleading for reference.

You should also have a research bank as well. Any research from the case should be properly placed into your research banks for future reference.

This information should not contain the original briefs, pleading or research, but copies of this information.

Get Rid of Duplicate Information & Accessories

When getting a case file ready to close, go through and pull out all duplicate research or information and shred it. You don't need to save multiple copies of your research, for example. Next, pull out and remove all paper clips, tapes, and binder clips. These "accessories" can add to the bulk of your case files and increase necessary storage space. Removing duplicates and office accessories will help reduce the space needed to save closed case files.

Create a Closed File Stamp

Next, purchase or invest in a close file stamp. On each file, when it is closed, mark it with the closed file stamp. You should also write the date the file was closed and have whomever closed the file also sign or initial over the stamp to indicate who closed the file.

Before a case file is closed in your office, make sure all important information, such as pleading, briefs and research, is stored somewhere easy for future reference. Then, make sure that all duplicate information is removed from the case file and that the case file is properly documented in your law firm index before it is closed. A company like American Legal Forms can provide file document solutions you can use.

About Me

Law Information Everyone Should Know

Hi, my name is Jessica Hawkins and welcome to my law blog. My mom and dad are both attorneys so I grew up with a lot of law talk around the house. Even though I decided not to become an attorney, I still have an interest in the law. Plus, when I visit my parents, that's all they want to talk about, so I still learn what I can about the law so that I can join in on the conversation. I wanted to create a blog to inform others about various aspects of the law. In this blog, you'll also find out about the different types of attorney specialties and when it's best to consult an attorney. I hope that you find my blog useful and that it helps to answer your law questions.

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