ALA Administrative Procedures 5

Question 1

A CLM-certified administrator is asked to create a workflow for handling incoming subpoenas. Which step should occur FIRST?

Accepted Answer

Log and date-stamp receipt of the subpoena, then immediately notify the responsible attorney and general counsel

Answer

Bill the subpoena cost to the relevant client matter immediately

Answer

Respond directly to the requesting party without attorney review

Answer

File the subpoena in the general correspondence folder and await further instructions

Question 2

Which of the following BEST describes the role of an administrative procedures manual in law firm risk management?

Accepted Answer

It standardizes processes to reduce errors, ensure compliance, and provide a reference for staff training

Answer

It serves primarily as a marketing tool to attract lateral hires

Answer

It replaces the need for professional liability insurance

Answer

It is used solely to onboard summer associates and interns

Question 3

What is the MOST effective method for ensuring administrative staff follow updated procedures after a policy change?

Accepted Answer

Communicate changes through mandatory training, signed acknowledgment forms, and updated procedure manuals

Answer

Assume staff will find and read updated procedures in the shared drive on their own

Answer

Post a note on the break room refrigerator and consider it done

Answer

Implement new procedures only for new hires and grandfather existing staff on old methods

Question 4

A law firm administrator is tasked with improving the efficiency of the daily mail room operations. Which approach follows process improvement best practices?

Accepted Answer

Map the current mail handling workflow, identify bottlenecks, implement changes, and measure outcomes

Answer

Outsource the mail room immediately without documenting current processes

Answer

Add more staff to the mail room without changing the existing process

Answer

Eliminate the mail room entirely and require all staff to use a single PO box

Question 5

Which of the following scenarios represents a violation of a law firm's information security administrative procedures?

Accepted Answer

A paralegal emails unencrypted confidential client documents to a personal Gmail account for convenience

Answer

An attorney accesses a client file from the firm's secure VPN while working remotely

Answer

The IT department installs security patches on all workstations during off-peak hours

Answer

A legal administrator uses a firm-issued encrypted USB drive to transport client data

Question 6

When conducting an administrative audit of a firm's open matter files, which finding would be the HIGHEST priority to address?

Accepted Answer

Active client matters with no recent activity, no client contact logged, and no file closing checklist initiated

Answer

Some file folders are labeled in a slightly different font than the firm standard

Answer

A small number of files are stored in a slightly different order than the firm's preferred arrangement

Answer

Some file labels use abbreviations rather than full case names

Question 7

In the context of law firm administrative procedures, what does a 'matter lifecycle' encompass?

Accepted Answer

The complete sequence from client intake and matter opening through active work, billing, and final matter closing

Answer

Only the billing and collections phase of a client engagement

Answer

Only the litigation phases of a legal matter

Answer

The process of hiring and onboarding new attorneys to the firm