This is some of what we do.
RECORDS DEPARTMENT DEPARTURE PROCEDURES
(Coordinated with the checklist)
1. Start a departure file for each attorney or paralegal
leaving the firm. The separation notice from the managing
partner is the first piece of documentation in the file.
2. Provide an audit report with a cover memo to the departing
attorney or paralegal with copies to the partner -in-charge and the
practice area manager of the office, the "Transition Partner."
3. Provide attorney departure procedures to the departing
attorney with sample notification letter and sample release
letter to the departing attorney.
4. Conduct an audit of the attorney or paralegal's office,
assigned file cabinets and appropriate areas in the assigned
secretarial work station which will produce an inventory of all
materials (client files, working files, personal reference
materials, personal files, & library materials) as soon as
notified that the person is leaving the firm. This inventory may
involve working in the attorney's office while the attorney is
doing work so to minimize interruption, check with the secretary to see
when the attorney will be at lunch or in meetings, etc. Additionally,
if the attorney's files have been added to the records management
database, perform an inventory and then print a files checked out
report and make sure they are collected or reassigned to a new attorney.
5. Process the hardcopy and electronic files according to the
directions of the approved audit report and the file inventory
provided by the departure attorney and Transition Partner.
_____ Client releases received for all files being transferred
out.
_____ Files reviewed and copies made (where specifically
directed) of files being transferred.
_____ Billing files, New Matter Memos, and Conflict Searches
pulled from files being transferred.
_____ Docketing notified for active deadline cases.
6. Documentation completed for all:
_____ Active cases to be transferred out
_____ Active cases reassigned
_____ Inactive cases to be transferred
_____ Closed cases to be transferred (permanent out)
_____ Chrons (off-site, on-site) pull and discard
_____ Personal files [timesheets, presentations, conferences,
etc.] (off-site, on-site) pull and discard
_____ Personal reference & research files - pull and discard
7. All attorney personal files stored off-site if any pull and
discard
8. Courtesy letters from your firm to any clients the attorney
did work.
9. Authorization letter permitting the release of boxes from
the building.
Check List:
(To be completed by Records Manager)
RECORDS/DOCKET DEPARTMENT
Billing/Resp. Attorney Audit Report
and Attorney Matter Report distributed to:
Departing Attorney
Practice Area Manager (Transition Partner)
Partner-In-Charge
___________
All client authorization letters received for files
going with departing attorney
___________
List or Index of files to be taken by departing attorney with
dispositions of files indicated submitted to Practice Area
Manager
(Transition Partner)
___________
Inventory of attorney's office and file cabinets conducted
___________
Notice of file transfers and reassignments provided to
Records and Docket Supervisor and Practice Area Manager
(Transition Partner)
___________
Files reviewed and copies made of files being transferred
___________
Billing Files pulled from files being transferred
___________
All Firm files retrieved from off-site storage at the
attorney's request returned to the Records Center
___________
All Boxes to be transferred reviewed by a member of the
Records Center
___________
Attorney's personal files stored at off-site
storage retrieved and turned over to attorney
at time of departure
___________
Release letters from your firm to client
___________
Letter of authorization to remove boxes from suite
___________
____________________
_______________________
Departing Attorney Practice Area
Manager
attorney's name Partner in
Charge
________________________
Records Manager
(your name)
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Creamer, William
Sent: Tuesday, May 16, 2006 11:37 AM
To: [log in to unmask]
Subject: Question for Legal Records Managers on the List
When attorneys leave your Firm what is the exit process as regards
records they may have in their possession?
Here the current process is for the attorney to call Records. At that
time we speak to them about making sure that:
1) all the officialbar-coded files checked out to them are returned to
Records,
2) thatthey attach client/matter filing memos to anything that they are
sending
to records to be filed,
3) that they let us know if they aretransferring files to another
attorney
4) that they discard their time sheets, expense forms & chron files,
5) that they empty any filing drawers they are using within and outside
their office and
6) remind them that as a matter of policy, the Firm expects that they
will not
take any work product with them, other than redacted form files.
Does anyone do anything more than that? Do you have them sign an exit
statement about records? Do they meet with anyone? Do you have they
point out any drawers they are using and have them indicate the
disposition of those files?
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