Sorry for the lateness of this reply, but I'm just getting to my
email...
I've got to agree with Gary, in that the practice of dividing files by
attorney could end up being expensive as far as storage costs are
concerned. I'd like to bring up another point, if that's okay.... How
many people make up your staff and what are your filing
responsibilities? Giving your filing staff the additional
responsibility of having to remember who belongs to a file, or trying to
keep any sort of tracking system up-to-date is going to be more than you
should be able to handle. What happens if a new attorney substitutes
into a case? Does the file get moved to a different set of carts? In
our firm, it isn't unusual for attorneys to move in and out of cases
depending on the subject matter, their expertise, scheduling conflicts
for the handling attorneys and the like. You'll also have to think of
how your paralegals and secretaries are going to react to having to go
to multiple carts to find the files they want - unless you have a 24
hour staff in a secure file room. You might instead try thinking of
dividing up the files by practice area - but I'm a big believer in the
KISS principle. I like my files organized by client and matter on great
big inexpensive shelves. Laura A. Steinberg
Records Management Supervisor
Epsten, Grinnell & Howell APC
9980 Carroll Canyon Rd, 2nd Floor
San Diego, CA 92131
858.527.0111
www.epsten.com
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Gary L. Grieme
Sent: Monday, February 07, 2005 8:17 AM
To: [log in to unmask]
Subject: Re: File room organization
>>>> Please read the confidentiality statement below <<<<
Sounds like our setup is basically the same as yours.
If you're lucky enough to have plenty of space then maybe carts storage
would be popular. Downsides: carts can't store as many files per
square foot as mobile shelving so your storage costs would rise; I could
see the carts quickly filling up with junk (oops, I mean less active
files) and then you have requests for additional carts; you'd have the
initial investment and then be stuck with a lot of carts if it didn't
work out.
Any particular problems you're trying to solve?
Gary L. Grieme
Records Manager
Robins, Kaplan, Miller & Ciresi L.L.P.
Minneapolis, MN
612-349-8538
[log in to unmask]
>>> [log in to unmask] 2/7/2005 9:00:32 AM >>>
My name is Melissa Meier, and I am the Central File Supervisor at a
large law firm.
How do you store your client files in your organization?
We have our most active files located in individual attorney/secretary
offices, and we also have a large file room with mobile storage units
housing any current files, but are browsing for new innovative/creative
and easier ways of housing files. Do you have a solution that works
well for you?
One solution that has come up in conversation is a large room containing
movable carts per attorney; does anyone do a form of this, and is it
successful?
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