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Organizing Legal Files

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Interesting how a former career path comes into play in the field professional organizing. Prior to launching ClutterBGone I worked in the field of law for over 20 years. It was in that industry that I learned a great deal about time management, file management, the importance of detail and the ultimate management and organization of legal files in general.  I recently had a client contact me looking for assistance and ideas on file management.  Specifically, this gentleman wore many hats, one of which was that of a consumer advocate providing legal representation to clients. However, without a specific legal administration background he found himself inundated with legal paper, pleadings and stacks of files with little organization and the inability to put his hand on key documents when needed.  His office was in a state of disarray and he desperately needed help from an organizer with a legal background.  A general overview of the organization of legal files in general will be helpful to many.

When organizing legal files one of the most critical elements for organization is to create one file with numerous subfiles.  For litigation files, which is the type of law this client practiced, the files would generally be broken down as follows

Correspondence

Draft Documents

Pleadings (such as Statements of Claim, Defence, Reply, etc.)

Affidavits

Affidavit Materials & Evidence

Motions & Orders

Affidavit of Documents

Mediation

Settlement Offers

Settlement Agreement

In many cases, pleadings and affidavit materials can be so thick, and files become so large that file boxes are used and clearly labelled with the client name and the contents of each box.  There may be an entire box or more of just case law!  And of course, each case must be itemized and filed for quick access and return in the proper place.  The same goes for affidavit evidence and materials.

The key with legal file organization, as with most organizing projects, is sorting, categorizing and clearly labelling all materials. I hope that in your personal lives you never have to organize a legal file (although many of my clients have family law files to sort through and organize).  But if you ever do, this general guideline should assist you in making sense of all that paper.  If you have any questions on how to organize other types of legal files, just let me know. I`m here to help.

Top 10 Paper Items To Keep Indefinately

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Whenever I’m working in offices, whether home or business, the question always arises as to what to keep and for how long. Most people know that for income tax audit purposes you need to keep your tax returns and related papers for seven years.  But what about some of those other papers?  Here’s my top 10 paper items to keep indefinitely.

  1. Birth certificates
  2. Deeds for burial lots
  3. Inventory of household goods, updated periodically
  4. Divorce agreements and Decrees
  5. Citizenship papers
  6. Adoption and custody records
  7. Wills and Powers of Attorney (ensure someone knows where these are)
  8. Death certificate
  9. Record of Employment
  10. Insurance records for claims and payments made

Items that you do want to keep indefinitely should be stored in a safe environment, such as a safety deposit box. Safety deposit box rentals are often difficult to get from financial institutions because of the sheer demand.  Something new is on the horizon for the storage of your valuables.  Essentially a very tiny condo (square inches instead of feet) and fairly expensive, very soon you will be able to purchase one of these units to call your own. Complete with security and even your very own parking space, these mini condo safety deposit units will be on the market to purchase soon. The first one I am aware of is currently being developed in Markham, Ontario.  I’m sure many more will be developed as the demand arises. Will you be one of the first to buy your very own safety deposit unit for your valuables?

 

Principles of Storage

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Often times we end up storing items in the most inefficient and non-functional places.  For instance, I have a client who stores her baking items in the pantry on the very top shelf where it is not only difficult for her 5 foot frame to reach, but also problematic as she is elderly and arthritic.  Another client cannot bear to get rid of paperwork “just in case”.  These two scenarios create obstacles to organized living.

So here’s a few basic principles for storage of a variety of items in your home.

Items that are used most often should be stored within easy reach. Items used infrequently should be stored below the waist.  Items seldom used and that are lightweight only, should be stored above the head. Do not store anything heavy above your head as this can lead to serious injury!

For paper, here are a few questions you can ask yourself if you are struggling with whether to keep it or toss it:

  • Are there any tax or legal reasons for keeping this?
  • Can I easily get a copy elsewhere if I need one?
  • Does someone else have the information? Is this available on the Internet?
  • Can I identify a situation in which I would ever refer to this information?
  • Is it still relevant to my life?
  • What are the implications if I don’t have this?

For clothing, ask yourself these questions

  • Is it out of style, wrong size, wrong colour
  • Does it feel good when I wear it?
  • When was the last time it was worn?
  • Do I use it enough to make it worth the cost of storing?
  • Do I have more than 1, and do I need more than 1?

You can also consider adjusting your buying habits.  Before making a purchase, decide what the new item will replace and where it will be stored to avoid duplicating items.  Don’t forget the “one in one out”  rule. Avoid bulk purchases if you are challenged for space. Mega sized items take up mega space. You may be saving money but you are spending vital space as mega purchases take up prime real estate.

I know I’ve also mentioned this before but it’s worth repeating.  Ask for gift receipts to avoid storing gift items that don’t suit or fit you, are not your style or you don’t care for.  Most important is to resist storing items for fear of offending the gift giver.  Re-gift new items or hold a swap party. It’s fun, a great reason for friends to get together and you may end up with something else you can really use and enjoy.

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