Workflow Templates: Document Filing System Checklist

Review the document for relevance before filing

Determine the appropriate category for the document

Check for confidentiality and privacy concerns

Remove all staples and paper clips before scanning

Ensure all documents are clean and legible

Arrange documents in chronological order

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

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

Restrict access to sensitive documents to authorized personnel only

Implement user authentication and permission controls for digital files

Regularly review and update security protocols

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

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

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Document Filing System Checklist