Kirk, every situation is going to be different. It is always difficult
to compare apples to apples in asking what a records clerk does. With
that caveat in place here is what I think;

Records personnel should be creating subfiles (entering them into a
tracking database) printing lables (preferably bar coded labels) keeping
the files organized. If Records maintains files (keeps documents filed,
in order, up to date) then that should happen on a daily basis.
Documents should be filed the day they come in. (If late in the day,
that is the first task for the next day) Delivery of files from central
file room when requested, returning files to central file room.
(updating computer, shelving files in order etc.) Using portable bar
code scanner (or manually if necessary) periodic inventory of all file
storage locations throughout the firm to update computer with current
locations of files.

As for the particular questions, to improve accuracy of work performed
and to gain attorney satisfaction & trust you need to have competent
staff who are well trained and encouraged on a daily basis to do
exemplary work. Keep the expectations high & clear and if the staff
can't meet those expectations get new staff. Sounds easy doesn't it? I
know it's not always easy to actually implement but the principle is
clear you get what you pay for. If necessary changes need to be made.

good luck.

Dana.

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Kirk K. Muse
Sent: Tuesday, May 17, 2005 1:48 PM
To: [log in to unmask]
Subject: Legal RM questions - PLEASE HELP!!!


For those working in the legal field, what practices/functions would you
say should be (daily) routine for records clerks?

What would you say, from experience, is an acceptable turnaround time
for filing in the physical files (benchmark)?

How have some of you achieved success in improving accuracy, timing and
attorney satisfaction or gaining the attorneys' trust?

Please answer keeping in mind that we do not have an electronic RM
system of any kind (we have attempted to create one with Excel but you
can probably imagine how that's going) and we are working with 7 records
clerks and a completely decentralized file room/system.

Kirk Muse
Service Center Manager
Atkinson, Andelson, Loya, Ruud & Romo
17871 Park Plaza Dr  Suite 200
Cerritos, CA  90703-8597
(562) 653 - 3561 DID
(562) 653 - 3678 fax
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