<strong>Calendaring</strong>, <strong>Docketing</strong>, <strong>and</strong> <strong>File</strong><strong>Tickling</strong> <strong>Systems</strong>IndexPLF PRACTICE AIDS AND FORMS:PAGE#<strong>Calendaring</strong> <strong>and</strong> <strong>File</strong> <strong>Tickling</strong> <strong>Systems</strong>...................................... 1Diary/Tickler <strong>Systems</strong>...............................................................8Docket Control Checklist ..........................................................9Follow-Up ............................................................................... 10Sample Calendar Note .............................................................11Sample Docket Sheet .............................................................. 12PRACTICE CASE MANAGEMENT COMPARISON CHART ................ 13SLIDES ............................................................................................... 14
CALENDARING AND FILE TICKLING SYSTEMSFailure to respond properly to deadlines is a leading cause of malpractice claims. Toavoid malpractice <strong>and</strong> manage your practice effectively, you must have a good calendaringsystem to keep track of court dates, statutes of limitations, client appointments, file reviewdates, <strong>and</strong> other dates <strong>and</strong> deadlines.Historically, lawyers have used several systems to track important dates: anappointment calendar for client appointments, a docket for court dates <strong>and</strong> legal deadlines, <strong>and</strong>a diary or tickling system for files. However, the terms calendar, docket, <strong>and</strong> tickler are oftenused interchangeably because all refer to the same principle of keeping track of importantdates.The three parts of a calendaring system – docket, calendar, <strong>and</strong> tickler – are oftencombined or subdivided further, depending on the size <strong>and</strong> type of practice. No matter whatsystem you use, it must capture all deadlines <strong>and</strong> provide significant reminders to allow you tocomplete all work orderly <strong>and</strong> timely.When setting up a calendaring system for your practice, look at the different elements oftraditional calendaring methods <strong>and</strong> adapt them to your particular style. Whatever combinationyou use, be sure that your system provides for:1. immediate <strong>and</strong> automatic entry of dates;2. double checking of all entries;3. sufficient lead time to complete tasks;4. follow-up checking; <strong>and</strong>5. backup or duplication of the main calendaring system.A good calendaring system has two components: (1) a tickling function to prompt you topull files in anticipation of work; <strong>and</strong> (2) a docketing function to remind you of impending dates<strong>and</strong> deadlines. This section explains how to set up a calendaring system to accomplish thesetwo functions <strong>and</strong> prevent errors in maintaining the system. The first part gives an overview oftickling systems <strong>and</strong> how to use them, <strong>and</strong> the second does the same for docketing systems.Types of <strong>File</strong> <strong>Tickling</strong> <strong>Systems</strong><strong>Systems</strong> for reminding you to work on files are called file tickling or diary systems. Theyare used to retrieve files in anticipation of future deadlines, to plan work, <strong>and</strong> to prevent filesfrom being neglected. They also keep you aware of self-imposed work management deadlines<strong>and</strong> critical deadlines such as court appearances <strong>and</strong> statutes of limitations. In this way, the filetickling system ensures a steady work flow <strong>and</strong> backs up your regular calendar.You can choose from several effective file tickling systems. No matter which type youuse, you must take certain precautions to prevent error.Index Card <strong>Tickling</strong> <strong>Systems</strong>Traditionally, a file tickling system was kept on index cards rather than on a calendar.Each file was given an index card, with the file name <strong>and</strong> other identifying information writtenalong the top of the card. These cards for were kept in a file card box, organized with dividersfor years, months, <strong>and</strong> days.[17-Aug-07 Rev 6/07] 1 <strong>Professional</strong> Liability Fund (<strong>Calendaring</strong> <strong>and</strong> <strong>File</strong> <strong>Tickling</strong> <strong>Systems</strong>.doc)