Process To Transfer A File OUT Of The Office. (with an attorney)

Process To Transfer A File OUT Of The Office

Process to transfer a file OUT of the office

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:  This must be done in a timely fashion, it cannot sit on a desk for days and days.  If you have any question, ask the lead attorney or Division head.

1. Ensure that the client is in fact leaving and not just venting
   1. Did we get document called “substitution of attorney”? if so, immediately notify the lead attorney on it and have them sign it and send it back to the new lawyer who is taking the case.
   2. If another lawyer calls and tells the Lawyer/Paralegal, get a confirmation via email from our client.
   3. If the client indicates we are fired, see if they would like to talk to the lead attorney or paralegal if not just say we will email them the sharepoint link for the file.

Note: We do not print out files, ever.  Also, we do not download to a USB drive, it’s a bugger to do it from Sharepoint.  But generally, we don’t do that and don’t offer to do that.

2. Paralegal will review and delete the following from SharePoint (Same Day as notified we are not on the case).
   1. Draft folders.
   2. Any Notes, comments or outlines that were created by the lawyer or paralegal.
3. Lead paralegal will send Sharepoint link to the following people
   1. The client
   2. Yourself
   3. The new lawyer if known

Note: it is important to email yourself so that you have a record of when and to whom we sent the file and you copy that file into the MyCase File so it’s recorded

4. Move the File into the “Closed” folder in Sharepoint
5. Delete all future appointment/hearings/tasks from MyCase
6. If the case has been filed:
7. Ensure the above mentioned substitution of attorney has been signed and sent back.
8. If there is no substitution of attorney, paralegal should prepare and Withdrawal of Counsel, have lawyer review and sign, and E-file.
9. If the case has not been filed or we have not submitted a Cert of Rep, no need to do anything.

8. Close MyCase.
9. Paralegal should notify Finance Manager via email that client has left and to run final bill immediately.
10. Finance will either prepare a check for a return of the unused trust funds and mail within one week. OR
11. Send the bill via MyCase within one week.

And Done!