Lesson 1Duplicate detection, deduplication procedures, an' periodic repository cleanupDis section explain how fi detect an' manage duplicate documents through automated tools, deduplication workflows, an' scheduled repository cleanup, reducin' storage bloat, confusion, an' di risk of usin' outdated or inconsistent drafts, clean like new.
Common causes of duplicate filesAutomated duplicate detection toolsDeduplication review an' approvalArchivin' versus permanent deletionScheduled cleanup an' ownership rolesLesson 2Standardized file namin' convention: components, versionin', dates, an' author identifiersDis section explain how fi design an' enforce a standardized file namin' convention, definin' required components such as matter, document type, version, date, an' author, fi support reliable search, sortin', an' collaboration, easy fi find.
Core elements of a file name patternMatter an' client identifiers in namesDates, versions, an' status indicatorsAuthor or team identifiers in namesTrainin' an' enforcement mechanismsLesson 3Retention policies, backups, an' secure deletion proceduresDis section explain how fi design retention schedules, backup routines, an' secure deletion processes dat comply wid legal, ethical, an' client requirements while balancin' storage costs, business continuity, an' defensible disposition of records, secure.
Matter-based retention schedule designCoordinatin' retention wid client guidelinesBackup frequency, scope, an' testin'Encryption an' offsite backup standardsDefensible deletion an' destruction logsLesson 4Document creation workflow: templates, metadata capture, an' matter associationDis section detail a structured document creation workflow usin' templates, standardized metadata, an' matter association, ensurin' consistency, faster draftin', accurate filin', an' better search an' reportin' across di law office, start right.
Template libraries fi key document typesMandatory metadata fields at creationLinkin' documents to matters an' clientsDefault security an' access settingsQuality checks before first circulationLesson 5Central storage options an' selection criteria: network file share vs. cloud DMS vs. integrated practice management repositoryDis section compare central storage options, includin' network file shares, cloud DMS platforms, an' practice management repositories, outlinin' selection criteria such as security, search, integrations, usability, an' long-term scalability, choose wise.
Network file share strengths an' limitsCloud DMS features an' risk factorsUsin' practice management repositoriesSecurity, compliance, an' audit needsUser adoption, trainin', an' supportLesson 6Version control strategies: single-source editin', version numbers, an' change-history policiesDis section define practical version control methods fi legal documents, includin' single-source draftin', consistent version numberin', an' structured change-history rules dat preserve accountability, reduce confusion, an' support audit-ready records, track every change.
Single-source draftin' fi master documentsMajor an' minor version numberin' schemesChange log fields an' required detailsRedline comparison an' approval recordsLockin' rules fi prevent parallel editsLesson 7Reducin' email-based document exchange: shared links, check-in/check-out, an' collaborative editin' toolsDis section focus pon reducin' email-based document exchange by usin' shared links, check-in/check-out, an' real-time collaboration tools, improvin' version control, security, an' client responsiveness while limitin' inbox clutter, less email drama.
Risks of email as a document channelUsin' DMS links instead of attachmentsCheck-in/check-out fi control editsReal-time coauthorin' in key toolsClient collaboration portals an' rulesLesson 8Designin' a logical folder taxonomy mapped to matters, practice areas, an' document typesDis section cover how fi design a clear folder taxonomy aligned wid matters, practice groups, an' document types, so staff can file an' retrieve records quickly, avoid duplication, an' maintain consistent structure across shared repositories, organized.
Top-level structure by office or practiceMatter-centric folder hierarchy standardsStandard subfolders by document typeNamin' rules fi folders an' subfoldersGovernance fi creatin' new foldersLesson 9Review an' approval workflows: tracked redlines, approval stamps, an' sign-off logsDis section describe review an' approval workflows, includin' tracked redlines, approval stamps, an' sign-off logs, fi ensure clear responsibility, accurate version history, an' reliable evidence of who approved which draft an' when, approved proper.
Configurin' tracked changes an' commentsRoutin' drafts fi internal reviewApproval stamps an' standardized notesMaintainin' sign-off an' audit logsEscalation paths fi urgent approvalsLesson 10Access control an' confidentiality: role-based permissions, sensitive document labellin', an' secure sharin' rulesDis section cover access control an' confidentiality fi documents, includin' role-based permissions, sensitive labellin', an' secure sharin' rules, fi protect client information while enablin' efficient collaboration an' ethical compliance, safe keep.
Role-based permission models in a DMSHandlin' highly confidential mattersLabellin' sensitive an' privileged filesSecure internal an' external sharin'Periodic access review an' remediation
