The Paralegal and Associate’s Guide to Effective Case Management: Organizing, Tracking, and Closing Files

Rachel Edwards | Oregon State Bar Professional Liability Fund

Rachel Edwards received her BA from the University of Washington in Seattle and her JD from Willamette University College of Law. She is a member of the Oregon State Bar, Oregon Women Lawyers, Multnomah Bar Association, Washington County Bar Association, and has been an elected board member of the Washington County Bar Association and a founding subcommittee member of the New Lawyers Division of the Washington County Bar Association. She has served as a Classroom Law Project Mock Trial Volunteer Judge, an Oregon Department of Human Services Adoption Contract Vendor Attorney, and a volunteer for the Convocation on Equality and the St. Andrew Legal Clinic.

Prior to joining the Professional Liability Fund in 2016, Ms. Edwards was in private practice for four years. Her areas of practice included Social Security disability, family law, adoption, and estate planning. In her role as a Practice Management Attorney for the PLF, Ms. Edwards provides practice management assistance to Oregon attorneys to reduce their risk of malpractice claims and enhance their enjoyment of practicing law. Her assistance is free and confidential.

Monica Logan | Oregon State Bar Professional Liability Fund

Monica Logan is a practice management attorney at the Professional Liability Fund (PLF). She provides confidential practice management assistance to Oregon attorneys to reduce their risk of malpractice claims and enhance their delivery of legal services. Ms. Logan obtained her JD from Willamette University College of Law. Before joining the PLF, she was in private practice, working with clients in family law, elder law, and estate planning in various counties in Oregon. Ms. Logan practiced in Roseburg, Klamath Falls, Coos Bay, Salem, and the Portland area. She is a member of the Oregon State Bar, Oregon Women Lawyers, the Multnomah Bar Association, and the American Bar Association.

I. Case Intake and File Opening | 2:00pm – 2:30pm

• Creating a Case Map (MHL)
  • Key elements to include (parties, issues, timelines)
  • Strategies for visual representation of the case
• Conducting Effective Initial Consultations (RE)
  • Techniques for gathering comprehensive information from clients
  • Establishing rapport and trust during consultations

II. Developing a Case Management System (Part I) | 2:30pm – 3:00pm

• Techniques for Developing a Case Management System (MHL)
  • Different case management software options
  • Factors to consider when selecting a system (cost, usability, features)

Break | 3:00pm – 3:10pm

III. Developing a Case Management System (Part II) | 3:10pm – 3:40pm

• Do’s and Don’ts of Organizing and Storing Case Files (RE)
  • Strategies for both physical and electronic file organization
  • Common mistakes to avoid in file management

IV. Tracking Deadlines and Closing Case Files | 3:40pm – 4:10pm

• Strategies for Tracking Court Dates and Key Deadlines (MHL)
  • Tools and techniques for effective deadline management
  • Importance of maintaining an accurate calendar
• How to Properly Close a Case File (RE)
  • Best practices for file closure
  • Developing and implementing file-closing policies
  • File retention and destruction