Lesson 1Duplicate detection, deduplication procedures, and periodic repository cleanupThis section explains spotting and handling duplicate docs via tools, dedupe workflows, and regular clean-ups, cutting storage waste, mix-ups, and risks from old or conflicting 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 section guides designing and enforcing a standard file naming rule, with must-haves like matter, doc type, version, date, and author for easy search, sort, and teamwork.
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 covers crafting retention schedules, backups, and secure deletes that meet legal, ethical, and client rules while managing storage, 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 section details a structured doc creation flow using templates, standard metadata, and matter links for consistency, quicker drafting, right filing, and better search and reports.
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 choices like network shares, cloud DMS, and practice repos, with criteria on security, search, links, ease, and growth potential.
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 sets practical version control for legal docs, with single-source drafting, steady numbering, and change-history rules for accountability, less confusion, and audit-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 section cuts email doc sharing via shared links, check-in/out, and live editing tools, improving version control, security, client response, and inbox calm.
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 designs clear folder setups matched to matters, practice areas, and doc types, so staff file and find records fast, dodge duplicates, and keep structure steady.
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 flows, with tracked changes, stamps, and sign-off logs for clear duties, true version history, and proof 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 labelling, and secure sharing rulesThis section handles doc access and confidentiality with role permissions, sensitive labels, and secure sharing to guard client info while aiding teamwork and ethics.
Role-based permission models in a DMSHandling highly confidential mattersLabeling sensitive and privileged filesSecure internal and external sharingPeriodic access review and remediation
