Lesson 1Duplicate detection, deduplication procedures, and periodic repository cleanupThis section details detecting and managing duplicate documents in Canadian legal settings using automated tools, deduplication workflows, and scheduled cleanups to reduce storage issues, confusion, and risks from outdated drafts.
Common causes of duplicate filesAutomated duplicate detection toolsDeduplication review and approvalArchiving versus permanent deletionScheduled cleanup and ownership rolesLesson 2Standardized file naming convention: components, versioning, dates, and author identifiersThis section covers designing and enforcing standardized file naming in Canadian firms, including matter, document type, version, date, and author components for reliable search, sorting, and collaboration.
Core elements of a file name patternMatter and client identifiers in namesDates, versions, and status indicatorsAuthor or team identifiers in namesTraining and enforcement mechanismsLesson 3Retention policies, backups, and secure deletion proceduresThis section explains retention schedules, backups, and secure deletion for Canadian law offices, ensuring compliance with legal, ethical, and client requirements while managing storage, continuity, and record disposition.
Matter-based retention schedule designCoordinating retention with client guidelinesBackup frequency, scope, and testingEncryption and offsite backup standardsDefensible deletion and destruction logsLesson 4Document creation workflow: templates, metadata capture, and matter associationThis section outlines a structured document creation workflow for Canadian practices using templates, metadata, and matter association to ensure consistency, faster drafting, accurate filing, and improved search and reporting.
Template libraries for key document typesMandatory metadata fields at creationLinking documents to matters and clientsDefault security and access settingsQuality checks before first circulationLesson 5Central storage options and selection criteria: network file share vs. cloud DMS vs. integrated practice management repositoryThis section compares central storage options for Canadian law firms, such as network shares, cloud DMS, and practice management repositories, with criteria on security, search, integrations, usability, and scalability.
Network file share strengths and limitsCloud DMS features and risk factorsUsing practice management repositoriesSecurity, compliance, and audit needsUser adoption, training, and supportLesson 6Version control strategies: single-source editing, version numbers, and change-history policiesThis section defines version control methods for Canadian legal documents, including single-source drafting, version numbering, and change-history rules to maintain accountability, reduce confusion, and support audits.
Single-source drafting for master documentsMajor and minor version numbering schemesChange log fields and required detailsRedline comparison and approval recordsLocking rules to prevent parallel editsLesson 7Reducing email-based document exchange: shared links, check-in/check-out, and collaborative editing toolsThis section focuses on minimizing email document exchange in Canadian firms via shared links, check-in/check-out, and collaboration tools to improve version control, security, and responsiveness while reducing inbox clutter.
Risks of email as a document channelUsing DMS links instead of attachmentsCheck-in/check-out to control editsReal-time coauthoring in key toolsClient collaboration portals and rulesLesson 8Designing a logical folder taxonomy mapped to matters, practice areas, and document typesThis section covers designing folder taxonomies for Canadian law offices aligned with matters, practice areas, and document types for quick filing, retrieval, avoiding duplication, and consistent repository structure.
Top-level structure by office or practiceMatter-centric folder hierarchy standardsStandard subfolders by document typeNaming rules for folders and subfoldersGovernance for creating new foldersLesson 9Review and approval workflows: tracked redlines, approval stamps, and sign-off logsThis section describes review and approval workflows for Canadian documents, using tracked redlines, stamps, and logs to ensure clear responsibility, accurate history, and evidence of approvals.
Configuring tracked changes and commentsRouting drafts for internal reviewApproval stamps and standardized notesMaintaining sign-off and audit logsEscalation paths for urgent approvalsLesson 10Access control and confidentiality: role-based permissions, sensitive document labeling, and secure sharing rulesThis section addresses access control and confidentiality in Canadian law firms, including role-based permissions, labeling, and sharing rules to protect client data while enabling collaboration and compliance.
Role-based permission models in a DMSHandling highly confidential mattersLabeling sensitive and privileged filesSecure internal and external sharingPeriodic access review and remediation
