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Once you have obtained these documents, the real work IS in
orgilllizing them for each client. The time you spmd initially to cueate
a system that will grow with your practice is weU worth the ef011. The
suggestions below ait a compilation ftom crhlnal defense attorneys
who dmloped systems for their puwctices tl~mugl~ many )ears of trial
aud error.
Client. Number
Ench client sl~ould have lus own We wit11 a client number assigned.
Do not use the cause number for the clietlt number as the cause 11umber
may change throu@ succe&l motions to quash. ColIsider using
the last two digits of the yea and anotller number based upon the
order in which the client hired you. For example: The number 01-
0043 wouhl be assi&~ed to the fotzy-tl~ird client to hire you h the yea
2001. If the client is arrested OII anoll~et cl~al~e on 2002, asslgn a
new numberand pull the old file for ~eference.
The client number should be utilized by all stalTmembe~s to track
work done and expenses, even when a flal fee is set. It Is R good idea
to hxck the amount of time expe~~ded on each me to have a basis
upon wluch to set fees 011 similar future cases. hlost attoune)s will set
out in tlleir fee agreemeats tile momt charged for copying, facsimile,
long distance, postage, over night aud couuier expenses, The
newer office equipment has the capability to track these exyetlses by
client number. in the event your equipment does not 11m-e a system
that automatically records the client lumber, provide a 'log" by the
machineaere thefollowlugin£o~mation can be recorded: date, client
number, expense, and std memberk initids.
At the end of the year you \will be able to how how many clients
hired you that year, how long it took to resolve each case, md how
many case you will cany over to the nest )vat It is recon~nlcnded to
close out uses at the end of the yew. You cau place tllemin order by
client munber or by alphabet. Wl~ichevcr metllad you utilize, keep
record of the closed Wes' location ou n master list.
Int~ke Sheet
I11 the file the~e should also be an intake sheet filled out by the
client. Thisdocument must mntain at least the biographical information,
the case inlormation. and the contact information of the client.
Wr more serieus cases, the suggeshon is to use a lengflly intake sheet
that asks for cti~ninal histo~y, psycho/social history, military se~vice,
employment histoq, chemical dependency histq, medical history.
aud a listing of all the potential witnesses in the we. Photocopy this
document on colotvd paper and place it in the same locanon of eveq
file. Each time the client him )nu, have him fill out another intake
fonn as the infomation ofteu changes. This is wvhetv we management
sofhvalv bemmes instrumental. Once the inilial input of informattoo
is complete, it can be changed as needed and printed out for
the file.
Progress Notes
Cutate a me progress sl~eet for each We, photocopy it 011 a aclifferent
color of paper and place it also in the same location of eyeryNe.
The case progress sheet should have the date of any actinty done on
flue me, a description of the activity, wd the srdf member's initials.
All activi.ity, no matter howminor, sl~ould be recorded such that auyoue
picicldug up tl~e fde is able to know the status of the rase. If you Iwe
case nlanagemeut softwae, notes cm be kept electmcally.
Pile Checklist.
The easiest vay to ensure the work is being done ml a we
is to
make a cl~ecklisthat travels aroumd with the file. This documentcan
be utilized to indicate the work needing to be done and the work aehlally
done. The cl~eckltst at the end of this article is a good example.
File Folder
For smaller misden~eanor cases, you may want to use manila file
folders. For DWl's, complicated ohdemeanors and felonies, use a
folderwithmultiple dividm. The gene~d consensus is to always plnce
the same documents in the same lomtion in evety We. This reduces
the time spent looking for the client's phone number! Some attonlels
even go as far as to use differeut colored paper for their inter-office
documents. Pbce docun~entsinto the Rlc with the most recent papers
on top.
The outside of the falder can be used to show quickly-needed
unformation such as the couut, came number, nest court date, and any
action that needs to be t&ei~. Some attorneys have inexpensive stnrups
made for tkis pu~pose. It is also strongly recammended that you use
the outside of the We to display your business wd or otlte~ identify
ing information and d~e words "Confidential Infomation.
AttomeyKlienI Privilege" in the event the file gets left in the courtroom.
Conclusion
Where some of these suggestions may seem tedious, it is huportant
to keep 31 nnlin ttleya1.e made to reduce themount of time and energy
spent on slmftling paperwork so you can locos 011 p~wcticing Imv.
After all, you went to law school and your clie~lt hired you to practice
la*.
fax order request to 512-469-9107
Committees
are Meeting
Across the State.
Call Kellie at
512-478-2514
for Assistance
I in your County
NOVEMBER 2001 VfWW.TCDIA.COM VOICE FOR THE DEFENSE 13