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

At the beginning of each day, someone in the office would check the card box to seewhether any cards were behind the divider for that day. All of the files corresponding to thecards behind the divider were then pulled out of the file cabinet and distributed to theappropriate lawyer. The index cards for the checked-out files were then either placed inalphabetical order in the front of the card box or into a separate box with dividers for eachlawyer.Each time a file was sent back for filing, a tickle date was noted for future retrieval of thefile on the file jacket or on a log sheet inside the file. The new tickle date was then entered onthe index card for that file and the card was then placed behind the appropriate date divider inthe file card box.Main Calendar and a Case ListSimpler alternatives to the index card system are now available. You can note thenames of files to be tickled on the bottom of each day’s section on the main calendar. At thebeginning of each day, you or a staff person pulls the files listed for that day. After youcomplete the task for a particular file, but before it is placed back in the cabinet, note the nexttickle date on the calendar.To prevent files from falling through the cracks, you or a staff person must maintain a listof all active cases in a word processing document and must print the list at the beginning ofeach month. As the month progresses, place a line through the name of each file that you workon. At the end of the month, pull and review any file not yet worked on. When a file is closed,remove its name from the list. This simple system prevents files from being forgotten.Calendaring ProgramsComputer calendaring programs work very well for file tickling, because you can enterrecurring dates for reviewing a file. These review dates can be self-imposed deadlines ordeadlines for statutes of limitations, court dates, or other critical times. When you open a file,you choose the review intervals. You then enter these intervals into the calendar program,which automatically brings up the file name according to the specified intervals.Calendaring programs also allow for tickling events years in advance. For instance,corporation files can be tickled yearly for annual meetings, will files can be tickled yearly forreview, and judgments can be tickled for a 10-year renewal.Case management software is an alternative to a calendaring program. This type ofsoftware integrates various office systems (calendar, tickler system, conflicts, client database,matter database, etc.) into one product. The PLF practice management advisors monitor newdevelopments in technology and can provide information about this type of software.Calendaring and case management programs offer distinct advantages over the deskcalendar and card systems and should be considered when setting up a calendaring system.Establishing a RoutineUsing a File Tickling SystemNo matter which tickling system you use, pull all tickled files for a particular day eachmorning. If nothing needs to be done on a file that day, you can tickle the file for a future date.The best routine is for you and a staff member to review the files together. You can also use[17-Aug-07 Rev 6/07] 2 Professional Liability Fund (Calendaring and File Tickling Systems.doc)