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organizing client information

I. Initial Client Intake

Gather basic client information (name, address, phone number, email)

Collect identification documents (driver’s license, passport)

Document client’s preferred communication method

Obtain conflict of interest check

II. Case Information

Record case type (e.g., personal injury, family law, criminal)

Note case details (description of the matter, key dates)

Assign a matter number or code for tracking

Identify any co-counsel or relevant third parties

III. Documentation

Create a folder for case-related documents (physical or digital)

Organize documents by category (pleadings, correspondence, evidence)

Ensure all documents are dated and labeled

Scan and upload documents to a secure database if digital

IV. Client Communication

Set up a communication log (date, method, summary of discussion)

Schedule regular check-ins with the client

Document important client preferences and concerns

Keep track of deadlines and appointments relevant to the case

V. Financial Information

Create a billing setup (retainer, hourly rate, flat fee)

Record all payments received and outstanding balances

Document expenses incurred in connection with the case

Provide the client with a clear understanding of billing practices

VI. Confidentiality and Security

Ensure compliance with confidentiality agreements

Protect sensitive information (use encryption for digital files)

Train staff on data privacy and security protocols

Regularly review and update security measures

VII. Ongoing Updates and Maintenance

Schedule periodic reviews of client files

Update client information as needed (change of address, phone number)

Maintain an organized system for archiving closed cases

Ensure all client data is backed up regularly

VIII. Finalization and Closure

Confirm all case-related tasks are completed

Prepare a final summary report for the client

Discuss post-case follow-up or ongoing obligations

Securely archive all client information according to retention policies

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