Serbia Handbook for Legal Aid Providers Final

Examples of file notes
16/1/06
10:00 Called client to find out whether he has a copy of the letter he wrote appealing the
decision of the municipal court of Prizren rejecting his property claim. Client did not answer.
(10 minutes)
13:30 Called client again. Spoke to his wife who said he was away until the end of next week.
(10 minutes)
27/1/06
11:20 Called client. He says he has a copy of the letter & will send it. (15 minutes)
15/2/06
16/2/06
Received copy of client’s letter (copy of letter filed). Researched the relevant Law.
Spoke to Sasa about whether the grounds for rejection stated in the letter fell within the
applicable law. Sasa says he isn’t sure but will check with Dule. (2 hours)
Asked Sasa if he has checked the applicable law with Dule. Sasa sent email (copy
filed). Dule thinks that there needs to be more proof of the ground for rejection for it to fall
within the applicable law. (1 hour)
File folders should be organized in a manner that makes them easy to find. The name of
the client along with the case number must be on the file folder. All documents related to the
case should be kept in the folder in an organized, uniform fashion. This eases the review
process of files and transition from one lawyer to another and also during transition of legal
aid to its successor organization.
For information/advice cases there should be a separate binder(s) containing all such
cases. The binder should be clearly marked and indexed with the names and case numbers
of each case. For other cases, which are much larger, the case folders must be clearly
labelled on the front of the file and stored in successive order by case number. This helps in
review of the completeness of the casework and that all cases are accounted.
“Bates Stamping”
A common method of securing and keeping track of documents that are submitted during
litigation is by using a “Bates” method of numbering documents. This means that each
page submitted by the claimant is stamped with successive numbers which the
registry/clerk of that court certifies that each page has been received. A copy of what was
submitted is saved by the legal aid office, either electronically or physically. This practice
is especially invaluable in post conflict courts, where there is serious concern by
claimants and even international observers in the quality of the judiciary.
Some office supply stores sell stamps that rise in subsequent numbers automatically,
however if that is not an option it may be prudent for the legal officer or assistant, if
available, to number each page by hand. If any documents happen to unexpectedly
disappear then the claimant has proof of which documents were submitted.
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