Lesson 1Duplicate detection, deduplication procedures, and periodic repository cleanupThis part explains finding and handling duplicate files with auto-tools, clear-up flows, and timed cleanings, cutting storage waste, mix-ups, and risks of using old or mismatched drafts.
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 making and enforcing a standard file name rule, with needed parts like case, type, version, date, and maker, for easy search, sort, and team work.
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 setting keep schedules, backup routines, and safe delete processes that follow legal, ethical, and client rules while balancing costs, business continuity, and proper record disposal.
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 making flow using templates, standard info, and case links, ensuring sameness, quicker drafting, right filing, and better search and reports in the office.
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 repos, with pick criteria like security, search, links, ease, and long-term growth.
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 sets practical version ways for legal files, like one-source drafting, steady numbering, and change rules that keep accountability, cut mix-ups, and support check-ready records.
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 file shares by using links, check-in/out, and live team tools, improving version checks, security, and client replies while easing inbox mess.
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 making a clear folder system matched to cases, practice areas, and file types, so staff file and find records fast, avoid doubles, and keep steady structure in shared spots.
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 changes, stamps, and sign logs, to ensure clear duties, true version history, and proof of who okayed what draft when.
Configuring tracked changes and commentsRouting drafts for internal reviewApproval stamps and standardised notesMaintaining sign-off and audit logsEscalation paths for urgent approvalsLesson 10Access control and confidentiality: role-based permissions, sensitive document labelling, and secure sharing rulesThis part covers access and privacy for files, with role permissions, sensitive tags, and safe share rules, to guard client info while aiding team work and ethical following.
Role-based permission models in a DMSHandling highly confidential mattersLabelling sensitive and privileged filesSecure internal and external sharingPeriodic access review and remediation
