Lesson 1Finding duplicates, removing duplicates procedures, and regular storage cleaningThis part explains how to find and handle duplicate documents using automatic tools, removing duplicates work flows, and planned storage cleaning, cutting storage waste, mix-up, and risk of using old or uneven drafts in South Sudanese firms.
Common causes of duplicate filesAutomatic duplicate finding toolsRemoving duplicates review and approvalArchiving vs permanent deletionPlanned cleaning and ownership rolesLesson 2Standard file naming way: parts, versioning, dates, and author marksThis part explains how to design and enforce a standard file naming way, defining needed parts like case, document type, version, date, and author, to help reliable search, sorting, and working together in South Sudan.
Main parts of a file name patternCase and client marks in namesDates, versions, and status marksAuthor or team marks in namesTraining and enforcement waysLesson 3Keeping policies, backups, and safe deletion proceduresThis part explains how to design keeping schedules, backup routines, and safe deletion processes that follow legal, ethical, and client needs while balancing storage costs, business steady, and strong record ending in South Sudan.
Case-based keeping schedule designCoordinating keeping with client guidesBackup frequency, scope, and testingEncryption and offsite backup standardsStrong deletion and destruction logsLesson 4Document making work flow: patterns, details capture, and case linkingThis part details a set document making work flow using patterns, standard details, and case linking, ensuring steadiness, faster writing, correct filing, and better search and reporting across the law office in South Sudan.
Pattern libraries for key document typesMandatory details fields at makingLinking documents to cases and clientsDefault safety and access settingsQuality checks before first sharingLesson 5Central storage choices and choice criteria: network file share vs cloud DMS vs linked practice management storageThis part compares central storage choices, including network file shares, cloud DMS platforms, and practice management storages, outlining choice criteria like safety, search, links, usability, and long-term growth for South Sudanese firms.
Network file share strengths and limitsCloud DMS features and risk factorsUsing practice management storagesSafety, rule following, and check needsUser taking up, training, and supportLesson 6Version control strategies: single-source editing, version numbers, and change-history policiesThis part defines practical version control methods for legal documents, including single-source writing, steady version numbering, and set change-history rules that keep responsibility, cut mix-up, and support check-ready records in South Sudan.
Single-source writing for main documentsMajor and minor version numbering schemesChange log fields and needed detailsRedline comparison and approval recordsLocking rules to stop parallel editsLesson 7Cutting email-based document sharing: shared links, check-in/check-out, and working together editing toolsThis part focuses on cutting email-based document sharing by using shared links, check-in/check-out, and real-time working together tools, improving version control, safety, and client quick response while limiting inbox mess in South Sudan.
Risks of email as a document channelUsing DMS links instead of attachmentsCheck-in/check-out to control editsReal-time co-writing in key toolsClient working together portals and rulesLesson 8Designing a logical folder list matched to cases, practice areas, and document typesThis part covers how to design a clear folder list matched with cases, practice groups, and document types, so staff can file and get records quickly, avoid duplicates, and keep steady structure across shared storages in South Sudan.
Top-level structure by office or practiceCase-centric folder hierarchy standardsStandard subfolders by document typeNaming rules for folders and subfoldersGovernance for making new foldersLesson 9Review and approval work flows: tracked redlines, approval marks, and sign-off logsThis part describes review and approval work flows, including tracked redlines, approval marks, and sign-off logs, to ensure clear responsibility, correct version history, and strong proof of who approved which draft and when in South Sudan.
Setting up tracked changes and commentsRouting drafts for inside reviewApproval marks and standard notesKeeping sign-off and check logsRising paths for urgent approvalsLesson 10Access control and keeping secrets: role-based permissions, sensitive document marking, and safe sharing rulesThis part covers access control and keeping secrets for documents, including role-based permissions, sensitive marking, and safe sharing rules, to protect client info while enabling efficient working together and ethical rule following in South Sudan.
Role-based permission models in a DMSHandling highly secret casesMarking sensitive and privileged filesSafe inside and outside sharingRegular access review and fixing
