Lesson 1Duplicate detection, deduplication procedures, and periodic repository cleanupThis part explains detecting and handling duplicate documents via automated tools, deduplication flows, and scheduled cleanup, reducing storage waste, confusion, and risks of using old or mismatched drafts in Eritrean firms.
Common causes of duplicate filesAutomated duplicate detection toolsDeduplication review and approvalArchiving versus permanent deletionScheduled cleanup and ownership rolesLesson 2Standardised file naming convention: components, versioning, dates, and author identifiersThis part explains designing and enforcing a standardised file naming convention, with required parts like matter, type, version, date, and author, for reliable search, sorting, and teamwork in Eritrea.
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 part explains designing retention schedules, backup routines, and secure deletion that meet legal, ethical, and client needs while managing storage costs, continuity, and proper record disposal in Eritrean law offices.
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 part details a structured document creation flow using templates, standard metadata, and matter links, ensuring consistency, quicker drafting, accurate filing, and better search and reporting in Eritrea.
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 part compares central storage choices like network shares, cloud DMS, and practice repositories, with criteria on security, search, links, usability, and scalability for Eritrean law firms.
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 part defines practical version control for legal documents, including single-source drafting, version numbering, and change-history rules that keep accountability, cut confusion, and support audits in Eritrea.
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 part focuses on cutting email document sharing by using links, check-in/out, and real-time tools, improving version control, security, and client response while reducing inbox mess in Eritrean offices.
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 part covers designing a clear folder taxonomy tied to matters, practice areas, and types, so staff file and find records fast, avoid duplicates, and keep structure consistent in Eritrea.
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 part describes review and approval flows, with tracked redlines, stamps, and sign-off logs, ensuring clear responsibility, accurate history, and proof of approvals in Eritrean law firms.
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 part covers access control and confidentiality for documents, with role-based permissions, sensitive labels, and secure sharing to protect client info while enabling teamwork and ethics in Eritrea.
Role-based permission models in a DMSHandling highly confidential mattersLabeling sensitive and privileged filesSecure internal and external sharingPeriodic access review and remediation
