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
Which document management scenario most clearly violates the ALA CLM principle of 'minimum necessary access'?
Answer: All staff having read access to every client file in the system
Granting all staff access to every client file violates the minimum necessary principle, which limits access to only what is required to perform one's job duties.
A records retention schedule should be updated most frequently in response to which trigger?
Answer: Changes in applicable law, regulation, or court rule affecting record-keeping obligations
Legal and regulatory changes directly alter the mandatory retention periods, making them the primary driver for schedule updates.
When producing documents in response to a discovery request, which CLM best practice protects against inadvertent disclosure of privileged materials?
Answer: Conducting a privilege review and logging withheld documents on a privilege log
A privilege review combined with a privilege log identifies and withholds protected documents while complying with discovery obligations.
In electronic document management, a 'document taxonomy' primarily serves which purpose?
Answer: Providing a standardized hierarchical classification structure for organizing and retrieving documents
A taxonomy provides a consistent classification framework that enables logical organization and efficient retrieval across the entire document repository.
Which practice best demonstrates compliance with ABA Model Rule 1.15 regarding the safekeeping of client property in document management?
Answer: Maintaining client files separately and providing clients with accountings upon request
ABA Rule 1.15 requires lawyers to keep client property separate and to maintain records that allow accounting to the client on demand.
A legal administrator is implementing a new paperless filing system. Which change management step is most critical to ensuring staff adopt the new system correctly?
Answer: Conducting structured training sessions and providing written procedures before full deployment
Structured training and documented procedures before deployment ensure staff understand how to use the system correctly from day one.
Which characteristic most distinguishes a 'vital record' from other firm records in a legal organization's classification system?
Answer: It is essential to the firm's ability to resume or continue operations after a disaster
Vital records are those without which the firm cannot resume core operations after a catastrophic event, requiring special backup and protection procedures.