Deck 13: File and Records Management

Question 1

The decision to keep or discard notes taken at a law firm meeting depends on

A)the subject of the meeting
B)the size of the meeting
C)the notetaker's involvement in the meeting
D)the participants in the meeting
E)none of the above

Answer 1

C

Question 2

Most firms have a written record that a conflict-of-interest check was made.

Answer 2

True

Question 3

Which documents)is/are retained?

A)memos regarding employment reviews
B)memos pertaining to office policies
C)notes taken in a client meeting
D)pleadings in a client's case
E)all of the above

Answer 3

E

Question 4

Which of the following numerical coding systems inserts the month and year a file was opened as part of the file number?

A)straight numbering
B)coded numbering
C)calendar numbering
D)standard numbering
E)account numbering

Question 5

Who is responsible for opening a file?

A)paralegal
B)secretary
C)file clerk
D)b and c only
E)all of the above

Question 6

Who is responsible for maintaining files in good order?

A)attorney
B)manager
C)paralegal
D)secretary
E)file clerk

Question 7

Color coding is used to

A)enhance the appearance of the files
B)categorize files
C)match the color scheme of the office
D)a and b only
E)all of the above

Question 8

A preclient file contains pleadings and court documents.

Question 9

Law firm records are categorized by

A)economy
B)function
C)type of case
D)type of client
E)none of the above

Question 10

Documents in a large case are inserted in a file by

A)chronological order
B)sequential order
C)category
D)section
E)none of the above
231

Question 11

Which of the following numerical coding systems separates categories of numbers by a space,comma,period,or dash?

A)straight numbering
B)coded numbering
C)calendar numbering
D)standard numbering
E)account numbering

Question 12

A paralegal must preserve client's property.

Question 13

A special delivery envelope may be discarded after the document is received.

Question 14

Who is responsible for deciding whether to keep a correspondence?

A)the attorney
B)the office manager
C)the secretary
D)the person to whom the material is sent
E)all of the above

Question 15

When do file maintenance procedures begin?

A)when a client retains a firm
B)when a client makes an appointment
C)after the initial client interview
D)when the client's check clears the bank
E)all of the above

Question 16

Which of the following numerical coding systems uses letters in the number?

A)straight numbering
B)coded numbering
C)calendar numbering
D)standard numbering
E)account numbering

Question 17

Use of the computer has resulted in less paper in a law office.

Question 18

A client's file must be kept out of the view of others.

Question 19

The three methods used to code files are

A)function,subject,and topic
B)sequential,chronological,and color
C)alphabetical,numerical,and alphanumeric
D)calendar,coded,and straight
E)none of the above

Question 20

Pleadings in a small case are filed

A)in chronological order
B)in sequential order
C)in a separate folder
D)in the correspondence file
E)all of the above

Question 21

Malpractice concerns are considered when determining the retention period for business records.

Question 22

A secondary recipient has the responsibility to retain a document.

Question 23

A numeric index must be maintained for a numerical numbering system.

Question 24

A document has value if it is covered by statute.

Question 25

An) filing system has all files in one location.

Question 26

An) filing system has files in different locations,and may be divided by department or category.

Question 27

Firms that use bar coding for their records management system have more efficient document handling.

Question 28

A document's retention period is the amount of time a file must be retained before it is destroyed.

Question 29

A firm with a numerical coding system for files must have an alphabetical cross-index.

Question 30

Ignore all punctuation and symbols when alphabetizing.

Question 31

An alphabetical coding system is considered the easiest to use and maintain.

Question 32

File something before nothing.