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Document Filing System Checklist
Initial Document Assessment
Review the document for relevance before filing
Determine the appropriate category for the document
Check for confidentiality and privacy concerns
Document Preparation
Remove all staples and paper clips before scanning
Ensure all documents are clean and legible
Arrange documents in chronological order
Digital Filing System
Name the files consistently according to the firm's naming conventions
Organize documents into appropriate folders and subfolders
Ensure all digital files are backed up in a secure location
Physical Filing System
Label physical files clearly with relevant case and client information
Store physical documents in a secure and organized manner
Regularly audit and maintain the physical filing system for accuracy
Access and Security
Restrict access to sensitive documents to authorized personnel only
Implement user authentication and permission controls for digital files
Regularly review and update security protocols
Compliance and Retention
Adhere to legal requirements and firm policies for document retention
Schedule regular reviews to dispose of documents that are no longer needed
Keep a log of disposed documents for auditing purposes
Quality Control
Regularly check the filing system for misfiled or missing documents
Conduct periodic training for staff on proper filing procedures
Implement a system of checks and balances to prevent filing errors
