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

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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)
this meeting to review the day’s mail. This system allows you to plan your work for the day andassign staff specific tasks. Any files that do not need immediate attention you can retickle andremove from your office.If a routine tickle date comes up and no work needs to be done on the file at that time,consider calling the client or sending a short letter. Some clients want to hear from their lawyer,even if no action is necessary. It is important to let the client know the status of the matter, evenif the status is “waiting.”Setting Tickle DatesFile tickling dates fall into several categories: (1) a date that cannot be missed, such as atime limitation; (2) a date that should not be missed, such as a follow-up on a 10-day notice; (3)an informational date, such as a date when medical reports are expected; and (4) a periodicreview date. Dates vary in their significance and should be protected with extra tickle datesaccordingly.When you are finished working on a file, mark a new tickle date on the file jacket or logsheet inside the file. Then send the file back for filing. Be sure that the new tickle date is alsoentered in the tickling system. Never place a file back in the filing cabinet without insertinga tickle date in the tickling system. Make this your file tickling rule. Also, instruct everyoneyou work with that no files are to be taken out of your office without a tickle date, and no files areto be put back in the cabinet without a new date in the system.Conducting Periodic ReviewsIn addition to specific tickle dates, set each file for periodic review. A 30-day file reviewinterval is ideal for most cases, and most files should not be tickled for more than 60 days out.Some law firms find it helpful to use a dual system: one reminder every 30 days to refresh thelawyer’s memory about the client matter followed by a second reminder every 60 days tophysically pull the file. A dual system is easy to set up in a calendaring or case managementprogram by creating a recurring appointment or task.The maximum review frequency should be set at the outset of the matter and written inthe file, either on the client intake sheet or on a file opening memo. If the case has beenconcluded, close the file. If you represent a client in multiple matters, open separate files foreach matter. Avoid keeping concluded matters in your open files.Tickling Specific DeadlinesYou should also tickle specific deadlines. For example, a file for a case in which youhave given someone 10 days to respond should be tickled for 11 or 12 days. If you receive noresponse, you are reminded to take the next step immediately. If the deadline is not tickled, thefile remains in the cabinet and you are not reminded to take action. Your reminder may be theangry client calling to find out what is going on.Tickle final deadlines, such as statutes of limitations or appeal deadlines, with amplereminder dates. Also, mark these dates directly on the file where you can easily see them.Setting Reminder DatesDevelop a general time line of tickle dates for each type of matter you handle. Includenot only deadlines, meetings, and court appearances but also backup reminder dates. Giveyourself adequate time to prepare for each upcoming event. For example, you should alwaystickle a file with a trial date for at least two months before trial, and again one month before trial,[17-Aug-07 Rev 6/07] 3 Professional Liability Fund (Calendaring and File Tickling Systems.doc)
Page 1 and 2: Calendaring, Docketing, andFile Tic
Page 3: CALENDARING AND FILE TICKLING SYSTE
Page 7 and 8: Computer CalendarMany small firms a
Page 9 and 10: NAME APPOINTMENTDATE AT OFFICETIME
Page 11 and 12: Your program may also allow you to
Page 13 and 14: FOLLOW-UPOne of the most important
Page 15 and 16: DOCKET SHEETToday's Date ENTER CA
Page 17 and 18: Calendaring,Docketing, and FileTick
Page 19 and 20: Most malpractice claims involvemiss
Page 21 and 22: ABA 2003 Profile of Legal Malpracti
Page 23 and 24: Calendar Control• Do you have a r
Page 25 and 26: Calendar important dates• Adminis
Page 27 and 28: Docket Control• Do you have a for
Page 29 and 30: Docket items• All deadlines as th
Page 31 and 32: File Tickling Control• Do you hav
Page 33 and 34: Tickling• Don’t let files stack
Page 35 and 36: Resources forcalendaring, docketing
Page 37: Questions?Thanks for listening!Shei

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