Documentation and Filing Procedures Flashcards
7 cards from real ALA practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Documentation and Filing Procedures flashcards as text
Under ALA CLM principles, which approach to document versioning best prevents attorneys from working on outdated drafts in a collaborative environment?
Answer: Centralized DMS with check-in/check-out version control
A centralized DMS with check-in/check-out ensures only one person edits a document at a time and all versions are tracked and accessible.
Which regulatory requirement most commonly drives the specific retention period for employment-related records in a law firm?
Answer: EEOC and applicable state employment law retention mandates
EEOC regulations and state employment laws specify minimum retention periods for hiring, payroll, and personnel records at legal employers.
Which document security classification level in a law firm records policy typically applies to attorney-client privileged communications?
Answer: Confidential/Privileged
Attorney-client privileged communications require the highest internal classification to restrict access and preserve the privilege.
A file room audit reveals that 15% of physical files lack proper labels. Under CLM best practices, the correct remediation step is to:
Answer: Assign a project team to match files to matter records and apply correct labels
Systematically matching files to matter records and relabeling restores compliance with filing standards without risking destruction of active matters.
Which electronic filing practice best ensures that documents submitted to a court via e-filing are retrievable and auditable by the firm?
Answer: Saving a confirmed copy with the court's timestamp to the firm's DMS immediately after submission
Saving a court-confirmed, timestamped copy to the firm's DMS creates an authoritative internal record of what was filed and when.
In a law firm, 'orphaned files' refer to which type of records management problem?
Answer: Files with no associated matter record, responsible attorney, or active client
Orphaned files lack linkage to active matter records or responsible parties, making them difficult to manage, retrieve, or properly disposition.
Which step in the document intake process most effectively prevents misfiling of incoming correspondence in a high-volume legal office?
Answer: Assigning a unique matter number to each piece of correspondence at the point of receipt
Assigning the matter number at the point of receipt links the document to the correct file immediately, eliminating misfiling during subsequent handling.