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Law Firm Files Checklist

1. Client Intake

Verify client identification and contact information

Collect signed engagement letter or retainer agreement

Obtain conflict of interest checks

Gather initial documents from the client

2. Case File Organization

Create a physical or digital case file

Label folders for easy access (e.g., pleadings, correspondence, discovery)

Set up a case management system if applicable

Organize documents chronologically or by category

3. Legal Research

Identify relevant laws and regulations

Conduct case law research

Compile statutes, regulations, and legal precedents

Document sources and findings for future reference

4. Pleadings and Filings

Draft necessary pleadings (e.g., complaint, answer, motions)

Review and edit documents for accuracy and compliance

File documents with the appropriate court or agency

Maintain copies of all filed documents in the case file

5. Discovery Process

Prepare and serve discovery requests (e.g., interrogatories, requests for production)

Organize and review responses to discovery requests

Schedule and conduct depositions

Document discovery findings and maintain a discovery log

6. Communication Records

Maintain a log of all client communications

Document meetings, phone calls, and emails

Record notes from conversations and consultations

Send regular updates to clients regarding case progress

7. Billing and Invoicing

Track billable hours and expenses

Generate invoices for clients in a timely manner

Review invoices for accuracy before sending

Maintain records of payments received and outstanding balances

8. Case Management and Deadlines

Create a timeline for key case milestones and deadlines

Set reminders for important dates (e.g., court hearings, filing deadlines)

Regularly review and update case progress

Ensure all team members are informed of deadlines and responsibilities

9. Closing the Case

Prepare final reports and summaries for the client

Gather and organize all final documents for the case file

Conduct an exit interview with the client if necessary

Archive case files in accordance with firm policies and legal requirements

10. Review and Evaluation

Conduct a post-case review to assess outcomes and processes

Gather feedback from clients and team members

Identify areas for improvement in case handling and client service

Update internal procedures and checklists based on lessons learned

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