electronic office document management
Example of Matter database
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Incoming

The "In" form is used for all incoming documents. It is designed to hold scanned images of documents and emails.

Faxes should be received electronically to facilitate filing in Legal Notes.

All overnight mail and faxes should be filed in Notes first thing in the morning, before being distributed. All scanned documents, upon being filed, are automatically emailed to all solicitors associated with the matter.



Status of an incoming document
The status of incoming documents should always be "Finalised"

All incoming documents are included in the WIP view for the solicitors for the matter. Every morning solicitors are required to check their WIP view for incoming documents. Since the practice of emailing these documents to the solicitors was commenced, the importance of the WIP view has diminished.

The purpose of this procedure is to ensure that all documents come to the solicitor's attention as soon as possible. If the solicitor is unaware of the document, he can open and view it. If he is aware of the the document (or once he has viewed it) he selects it and clicks the "Clear Incoming" button in the WIP view. Multiple documents can be selected to save time in clearing incoming documents out of your WIP list. The procedure for clearing incoming documents from your WIP view is the same as finalising tasks.