Law office policy & procedures manual / Howard I. Hatoff and Robert C. Wert.
2011
KF325 .A95 06971
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Details
Author
Title
Law office policy & procedures manual / Howard I. Hatoff and Robert C. Wert.
Uniform Title
American Bar Association archive publications.
Published
Chicago, Ill : ABA, Law Practice Management Section, [2011]
Copyright
©2011
Call Number
KF325 .A95 06971
Edition
Revised & updated sixth edition.
ISBN
1616320303 (pbk.)
9781616320300 (pbk.)
9781616320300 (pbk.)
Description
xviii, 457 pages : forms ; 28 cm + 1 CD-ROM (4 3/4 in.)
Other Standard Identifiers
hein6051454
System Control No.
(OCoLC)907819286
Note
"Formerly Law office staff manual"--Title page verso.
Loose-leaf format.
Wert's name appears first on the 3rd, 4th, and 5th editions.
Loose-leaf format.
Wert's name appears first on the 3rd, 4th, and 5th editions.
Bibliography, etc. Note
Includes bibliographical references (pages 438-446) and index.
Reproduction
Microfiche. [Getzville, NY] : W.S. Hein Co., [2015]. 5 microfiche : negative ; 11 X 15 cm. American Bar Association archive publications.
Available in Other Form
Print version: Hatoff, Howard I. Law office policy & procedures manual Chicago, Ill : ABA, Law Practice Management Section, c2011. (IEL-L)6051454
Record Appears in
Variant Title
Law office policy and procedures manual
Sub-location
/Cabinet 13-14/
Table of Contents
Preface
xi
About the Authors
xvii
Section 1
Introduction
1
1.1.
Purpose and Use of the Manual
3
1.2.
Disclaimer
3
1.3.
Receipt of the Manual
5
1.4.
Organization of the Manual
6
Section 2
Departments, Practice Groups, and Committees
7
2.1.
Structuring a Firm by Department According to the Area of Law Practice
9
2.2.
Structuring a Firm According to Practice Groups
10
2.3.
Committees 20xx/20xx
10
2.4.
Department Heads
12
Bibliography---Section 2
13
Section 3
Organization, Management, and Administration
15
3.1.
Firm Resume
17
3.2.
Partners/Shareholders
17
3.3.
Management Committee/Board of Directors/Executive Committee
18
3.4.
Officers
18
3.5.
The Executive Committee
18
3.6.
The Advisory Committees
18
3.7.
Firm Offices
20
3.8.
Administrative Management Organization
20
3.9.
Administrative Personnel
20
3.10.
Directory of Services
21
3.11.
Location of Reception Areas, Conference Rooms, Library and Other Firm Offices and Facilities
21
3.12.
The Firm's Legal Practice, Departments, and Practice Groups
22
3.13.
Firm Meetings
22
Bibliography---Section 3
23
Exhibits---Section 3
30
Section 4
Support Personnel and Their Functions
33
4.1.
Legal Secretary
35
4.2.
Paralegal/Legal Assistant
36
4.3.
Switchboard Operator/Receptionist
36
4.4.
Floor Receptionist
38
4.5.
Librarian
39
4.6.
Calendar Clerk
39
4.7.
Records Clerk
39
4.8.
Mail Clerk
39
4.9.
Office Attendant
39
4.10.
Relief Personnel
40
4.11.
Notaries Public
40
4.12.
Litigation Services by Paralegal/Legal Assistant
40
4.13.
Office Messenger
40
Bibliography---Section 4
41
Exhibits---Section 4
43
Section 5
Office Policies
45
5.1.
Diversity
47
5.2.
Equal Opportunity Employer
48
5.3.
Policy on Sexual Harassment
49
5.4.
Americans with Disabilities Act of 1990 (ADA) 42 U.S.C. [§] 12101 et seq
56
5.5.
The Family and Medical Leave Act of 1993
61
5.6.
Code of Personal and Professional Conduct
98
5.7.
Office Hours
100
5.8.
Overtime Work
100
5.9.
Quality Management/Client Relations
101
5.10.
Weekly Time Report
106
5.11.
Absence and Tardiness (Staff)
106
5.12.
Lawyer Absence
107
5.13.
Lunch Period
107
5.14.
Rest Periods
107
5.15.
Attorney Billable Hours
108
5.16.
Scheduling Vacations
108
5.17.
Holidays
108
5.18.
Personal Holiday
109
5.19.
Alternative Work Schedule
109
5.20.
Office Closing Due to Inclement Weather
109
5.21.
Professional Attitude
111
5.22.
Dress-Down Day
111
5.23.
Personal Use of Office Equipment and Supplies
114
5.24.
Housekeeping
114
5.25.
Adjustment of Workloads---Extra Help
114
5.26.
Outside Employment
114
5.27.
Employment of Relatives (Nepotism Policy)
114
5.28.
Loans
115
5.29.
Bulletin Boards
115
5.30.
Office Privacy
115
5.31.
Contributions
116
5.32.
Lawyer Publicity
116
5.33.
Lawyer Directory
117
5.34.
Office Dating
117
5.35.
Employment Eligibility Verification with Form I-9
118
5.36.
Providing Legal Services for Staff Members
119
5.37.
Use of the Firm Letterhead
120
5.38.
The Genetic Information Nondiscrimination Act (GINA) 2008 (Pub. L. No. 110--233 (2008), 122 Stat. 881)
120
5.39.
Retaliation and Whistle Blowing
120
5.40.
The Age Discrimination in Employment Act of 1967 (ADEA) 29 C.F.R. 1625
121
5.41.
Family Responsibilities Discrimination
123
Bibliography---Section 5
125
Exhibits---Section 5
131
Section 6
Personnel Policies and Benefits
139
6.1.
Employee Classifications
141
6.2.
Work Year Defined
142
6.3.
Recruitment and Hiring
142
6.4.
Training
145
6.5.
Probation or Trial Period
146
6.6.
Compensation
147
6.7.
Leaves of Absence
156
6.8.
The Health Insurance Portability and Accountability Act of 1996 (HIPAA)
163
6.9.
Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA)
165
6.10.
Credit Union
184
6.11.
Personal Information
184
6.12.
Personnel Records
184
6.13.
Payment of Relocation Expenses for New Lawyers
185
6.14.
Bar Registration and Professional Memberships
185
6.15.
Termination of Employment
185
6.16.
Continuing Legal Education
188
6.17.
Smoking
189
6.18.
Substance Abuse
191
6.19.
Stress Injuries
192
6.20.
Child Care
192
Bibliography---Section 6
193
Exhibits---Section 6
198
Section 7
Preparation of Correspondence, Memoranda, and Legal Documents
201
7.1.
In General
203
7.2.
Letter Construction
203
7.3.
Memoranda
207
7.4.
Drafts
207
7.5.
Legal Opinion Letters
207
7.6.
Responses to Accountants'/Auditors' Requests
208
7.7.
Letter of Intent
210
7.8.
Legal Documents
210
Bibliography---Section 7
216
Exhibits---Section 7
220
Section 8
Office Security and Emergency Procedures
231
8.1.
In General
233
8.2.
Emergency Procedures
235
8.3.
Medical Emergencies, Work Injuries, or Accidents
239
8.4.
Data Protection
240
8.5.
Disaster Planning and Recovery
240
Bibliography--Section 8
246
Exhibits---Section 8
249
Section 9
Financial Management
251
9.1.
In General
253
9.2.
Timekeeping Records
253
9.3.
Receipts
261
9.4.
Disbursements
261
9.5.
Petty Cash
263
9.6.
Cash Advances and Reimbursement of Expenses
264
9.7.
Billing Procedures
266
9.8.
Trust Account
272
Bibliography---Section 9
274
Exhibits---Section 9
280
Section 10
File System
285
10.1.
In General
287
10.2.
Removal of Files from the Record Room and from Electronic Files
290
10.3.
The File Opening Form and Worksheet
290
10.4.
Opening a New File
291
10.5.
Returning Files to the Record Room
299
10.6.
Closing Files
299
10.7.
Retrieving or Reopening Closed (Inactive) Files
301
10.8.
Long-Term Follow-up System
301
10.9.
Long-Term Compressed Storage
302
10.10.
Master Calendar and Early Warning System
302
10.11.
Form Files
304
10.12.
The Firm's Records
304
10.13.
Retention of Client Files and Property
307
Bibliography---Section 10
309
Exhibits---Section 10
312
Section 11
Technology
317
11.1.
Policy on the Use of Technology
333
11.2.
Planning for Practice Interruptions and Other Disasters
353
11.3.
Dealing with Computer Viruses, Worms, Spyware, and Other Malicious Code
354
11.4.
Training
356
11.5.
Word Processing
356
11.6.
Network
362
11.7.
Practice Management Software
363
11.8.
Time/Billing Software
363
11.9.
Fax/Modems/Internet
363
11.10.
LEXIS/Westlaw
363
11.11.
Security
364
Bibliography---Section 11
365
Exhibits---Section 11
374
Section 12
Communication Systems
377
12.1.
Telephones
379
12.2.
Sending and Receiving Faxes
384
12.3.
Mail Services
385
12.4.
Air Freight and Express Services
387
12.5.
Messenger Services
387
12.6.
Attorney Services
388
Bibliography---Section 12
389
Exhibits---Section 12
390
Section 13
Duplication Services
393
13.1.
Types and Uses of Available Equipment
395
13.2.
Location
395
13.3.
Copying Procedures
395
13.4.
Self-Service
396
13.5.
Charges for and Recording of Copies Made
396
13.6.
Copyright Revision Act of 1976
396
13.7.
Equipment Maintenance and Repair
397
13.8.
Out-of-Office Document Reproduction Services
397
13.9.
Paper Cutter
398
13.10.
Binding
398
13.11.
Hole-Punching Equipment
398
Bibliography---Section 13
399
Section 14
Equipment, Maintenance, and Supplies
401
14.1.
Supplies
403
14.2.
Furniture and Equipment
404
14.3.
Requests for New Types of Supplies or New Products
404
14.4.
Photographic Equipment
404
14.5.
Computers
404
14.6.
General Maintenance
404
Bibliography---Section 14
405
Section 15
Library
407
15.1.
The Function and Use of the Library
409
15.2.
Location
410
15.3.
The Librarian
410
15.4.
Library Organization and Functions
411
15.5.
Use by Non-Firm Personnel
413
15.6.
Library Copies of the Firm's Work Product
414
15.7.
Client Charges
414
15.8.
Firm Authors' Collection
415
15.9.
Departure from the Firm
415
Bibliography---Section 15
416
Exhibits---Section 15
418
Section 16
Travel
419
16.1.
Automobiles
421
16.2.
Travel Agency
422
16.3.
Airlines
422
16.4.
Hotel Accommodations
423
16.5.
Overseas Business Trips
423
16.6.
Reimbursement of Travel Expenses
423
16.7.
Taxicab Vouchers
424
Bibliography---Section 16
425
Exhibits---Section 16
426
Section 17
Miscellaneous Guidelines
429
17.1.
Office News Bulletin
431
17.2.
Marketing---Utilizing Support Staff
431
17.3.
Lost and Found
431
17.4.
Dun & Bradstreet Reports
432
17.5.
Index of Corresponding Lawyers
432
17.6.
Publication of Law Review Articles
432
17.7.
Charitable Services/Pro Bono Work
432
17.8.
Community and Professional Activities
432
17.9.
Memoranda
433
17.10.
Kitchens
434
17.11.
Parking
435
17.12.
Malpractice
436
17.13.
Environment
437
Bibliography---Section 17
438
Index
447