Did you know that citizens of the United States are allowed up to ten replacements of their social security cards in a lifetime? That might seem like a high and reasonable number, but losing that important little card is much easier than you think!
But social security cards aren’t the only important items that are commonly lost. Other items, such as legal documents, birth certificates, house deeds, licenses, etc. are easy to misplace too.
The key to preventing this is good legal document management. If you need some advice on how to better handle your legal documents, keep reading for some general tips!
1. Use a Folder or Binder to Store Documents
The best way to store legal documents is to organize them and keep them in places you know they will for sure be at. An easy way to do so is to select an identifiable document holder such as a folder and store your legal documents in there. Be sure to label the folder or binder so you know what’s in it!
You might even want to take advantage of tab dividers that can store your legal files and documents all together while separating them into labeled categories. If this sounds like something you’ll be interested in, check out the products over at https://tabshop.com//!
2. Consider Using a System for Online Legal Documents
With the new shift in technology prompting everybody to use online documents, it’s not uncommon to have all your legal files stored on a computer. In fact, it might be even beneficial for you to switch from paper to e-documents!
The best way to organize documents is the adapt a system of workflow to help in loss prevention. These legal files document management systems are designed to store and organize files into easily-accessible data hubs. If you work at a law firm or other legal office, make sure the document management system is company-wide.
Make sure everything is password protected and that all of your employees are trained in how to access these systems. Also be sure to include processes that track anybody who accesses the documents, as well as any changes made to them.
If you are simply protecting your own documents at home, you can download them as a PDF and compile them into a folder. There’s even a way for you password-protect your legal document PDFS!
3. Create a Legal Document Policy
This one applies to those working in offices that handle legal documents: create a document management policy. This means delegating tasks to certain people to handle securing documents, tracking who accesses them, naming and organizing them, and other tasks.
Without a policy, documents are easier to lose and can get scrambled. It’s also a generally good rule to keep the same format for all legal documents to avoid confusion. For example, format all documents by title, date, and then the name of the client.
More Advice on Document and Work Management
There’s much more that you can do to create a better legal document management system, regardless of what you are trying to manage. The key behind everything is organization and structure. These are just a few tips to help you get started.
For more advice on how legal or business affairs, visit the business section of our blog!
