Calendaring, Docketing, and File Tickling Systems - Professional ...

CALENDARING AND FILE TICKLING SYSTEMSFailure to respond properly to deadlines is a leading cause of malpractice claims. Toavoid malpractice and manage your practice effectively, you must have a good calendaringsystem to keep track of court dates, statutes of limitations, client appointments, file reviewdates, and other dates and deadlines.Historically, lawyers have used several systems to track important dates: anappointment calendar for client appointments, a docket for court dates and legal deadlines, anda diary or tickling system for files. However, the terms calendar, docket, and 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, and tickler – are oftencombined or subdivided further, depending on the size and type of practice. No matter whatsystem you use, it must capture all deadlines and provide significant reminders to allow you tocomplete all work orderly and timely.When setting up a calendaring system for your practice, look at the different elements oftraditional calendaring methods and adapt them to your particular style. Whatever combinationyou use, be sure that your system provides for:1. immediate and automatic entry of dates;2. double checking of all entries;3. sufficient lead time to complete tasks;4. follow-up checking; and5. 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; and (2) a docketing function to remind you of impending datesand deadlines. This section explains how to set up a calendaring system to accomplish thesetwo functions and prevent errors in maintaining the system. The first part gives an overview oftickling systems and how to use them, and the second does the same for docketing systems.Types of File Tickling SystemsSystems 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, and to prevent filesfrom being neglected. They also keep you aware of self-imposed work management deadlinesand critical deadlines such as court appearances and statutes of limitations. In this way, the filetickling system ensures a steady work flow and 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 Tickling SystemsTraditionally, 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 and other identifying information writtenalong the top of the card. These cards for were kept in a file card box, organized with dividersfor years, months, and days.[17-Aug-07 Rev 6/07] 1 Professional Liability Fund (Calendaring and File Tickling Systems.doc)