Risk management

Wouldnt it be lovely?Wouldnt it be lovely if your desk were clear of papers, apart from the current file that you are working on? If all your files were so ordered that you only had to glance at them to see the current position on costs, the key dates, and the latest stage that the matter had reached? If, when you looked at your e-mail, only those received today were in the Inbox? And if every time you wanted a precedent, a statute or a reference book, you knew exactly where to find it?Sound like a dream? In reality its possible.A common complaint from solicitors is that they are drowning in paper the volume of letters and documents received is overwhelming, and now there are e-mails too.

The more paperwork you have, the more difficult it is to find something when you want it, and the more likely it is to be covered up by something else.

If files are not tidy and organised, how easy will it be for your colleagues to deal with the matter if you are unexpectedly absent? Sometimes letters, telephone notes or even crucial documents mysteriously transfer themselves to another file.

They may not be discovered for days, or even weeks afterwards.

Everyone who has worked in an office has come across the problem of the lost file the one that just cant be found.

Even if the missing items eventually turn up, there has usually been a delay.How can you avoid the missing file or document, the mislaid deeds, the overlooked files or telephone note? l Keep filing up to date if files are not in the cabinet, then post or messages may not be linked to them.

l Try to keep your desk clear, but do not be tempted to stack files or documents on the floor.

It will not impress clients and you may find your workload reduced by over-zealous cleaning staff.l Do not keep things you do not need that article you were going to read, the leaflet for a course that you might attend.

Make a decision keep it and file it, or dispose of it.

l If you do not have files for these items, then set them up or ask your secretary to do it.l Sort e-mails into folders, and delete unneeded ones (but print out any that relate to a clients matter, and put them safely on the file).l Avoid duplicating items if you can access the firms precedent library on screen, do you really need to have a paper copy as well?l Have a consistent policy which is monitored for compliance on what should be kept in a file and how it should be stored.

Break files down into their component parts, store families of items together (reports, searches, pleadings, invoices) and use colour coding or tags to identify them.l This column was prepared by the St.

Paul risk management team