Process to Transfer a File OUT Of the Office and Close file (No New Attorney)

Process to Transfer a File OUT Of the Office and Close 

(No new attorney) 

 

Goal: Ensure a Swift and reliable method to transfer a file from our office to another attorney’s office all while complying with the appropriate ethical rules as well as keeping the client as satisfied as possible. 

 

Note: All clients who decide to leave our firm while their case is ongoing will receive a copy of their file electronically, regardless of whether they request it or not.  

 

 

1. Verify the client is in fact leaving and not just venting
    

1. Make sure the client isn’t just upset at the moment and truly intends to leave the firm. 

 

1. Inform client of next steps 

1. Tell the client we will prepare and send them a copy of their file electronically within 3 business days and verify we have the correct email address. 

1. Remind the client that the majority of their file is on mycase for them to access and they will continue to have this access even after leaving our firm. 

1. If asked, we do not provide paper copies of a file to clients and do not provide copies of files on USBs. It is more cost and time effective to send the documents electronically.
    

1. Prepare the file in Sharepoint 

1. The same day we receive the request, the paralegal will review and delete the following from SharePoint folder: 

1. Draft folders; 

1. Any Notes, comments or outlines that were created by the lawyer or paralegal. 

 

1. Share the file via Sharepoint 

1. Lead paralegal will send Sharepoint link to the following people 

1. The client 

1. Yourself (for a record of when we sent file & to whom – which should then be saved to MyCase) 

Sharing Folders and Documents from Sharepoint

 

1. Ensuring our name is off the case 

1. The Paralegal should prepare a Withdrawal of Counsel pleading for the attorney to review and sign. The paralegal will then eserve/efile that document on the opposing party/attorney and then serve our former client by mail. 

 

1. Move the File into the “Closed” folder in Sharepoint 

 

1. Delete all future appointment/hearings/tasks from MyCase 

 

1. Close file in MyCase. 

 

1. Notify Finance  

1. Paralegal should notify Finance Manager via email that client has left and to run final bill immediately. 

 

1.  Finance will either prepare a check for a return of the unused trust funds and mail within one week. OR
    

1. Send the bill via MyCase within one week.