Lesson Proper for Week 1

4.1 Roles within the Legal Office Environment

            In the legal office, there are a variety of roles. In larger firms, there are
divisions of work by departments like accounting, file management, human
resources, legal research, etc. Some people are responsible for managing
multiple files and others work specifically in a certain field. Most law firms also
include a receptionist who greets clients, answers phone calls, schedule
meetings, deals with mail and assists other staff with their workload. However
in smaller firms, staff will likely have more than one role.
            Often people with the same qualifications and training will have
different titles such as legal assistant, legal secretary, or law clerk.
Drafting correspondence is the number one duty of most legal assistant.
Some offices employ an office manager to oversee all staff, who works to
improve different areas in the firm such as advertising, marketing, human
resources, etc. Finally, in law offices there are lawyers. Lawyers you may
encounter in your firm could be Managing partners, Contract attorneys, and
associates or articling students. A Partner is an owner of the law
firm. Managing partner runs the operation of the law firm. Contract
attorney is a temporary associate attorney who is hired for a specific job or
period. An Associate is an employee of the firm, may also be a lawyer, but
does not share in profits or losses of the company.
Communication
            When working in the legal office, always be careful what you say.
Always keep in mind to act professional. Legal jargon and slang develop
naturally and is unique to the office. However, avoid both when talking to
clients. Not everyone understands the legalese language and slang does not
set a professional tone. Soft skills are developed through practical work and
life experiences and hard skills are learned by following a set of instructions.
Soft skills include creativity, ambition, critical thinking, verbal communication
and leadership skills. Whereas, hard skills include preparing and typing
documents.
Strong workplace relationships and positive work environments
            Managing relationships with your colleagues is challenging. If you
become close friends with your co-workers, keep in mind that your working
relationship can be affected if the friendship sours. Strive to establish and
maintain a professional relationship with your workers at all times.
4.2 Tips for strong workplace relationships/ positive work environments

1. Be prepared to work with a variety of different personalities.

2. Your best strategy is to control what you can, and learn to ignore what
you cannot.
3. Always consider the possible ramifications of any decision you make
regarding co-workers.
 4. Treat everyone who works in the office with respect, regardless of their
title or status.

Starting the Job

            When you start your job, ideally your employer will provide you with an
orientation plan. This is your guide to your office. An effective orientation plan
provides answers to your questions and reassures you that you are not
missing important information. A detailed plan consists of three elements:

1. A board introduction and orientation to the organization/ firm.

2. A training manual and/ or procedures and protocol manual.
3. A training schedule that covers everything an employee needs to know.

Tips for training when starting a job:

1. Keep a notebook with you at all times. When you ask a question, record
the answer so you know for later.
2. Create an orientation checklist
3. Ask yourself what daily activities you need to accomplish to successfully
complete your duties.
4. When receiving instructions to your duties, take notes, and ask for
clarification when necessary.

4.3 Expectations in the workplace

●       Lawyers are ultimately responsible if something goes wrong; so be
careful when following instructions and make sure if you don’t understand
what is being asked of you, check in with someone who knows.
●       Confidentiality is paramount to the protection and service of the clients.
If confidentiality is breached, the lawyer you work for could suffer severe
consequences. A Lawyer shall not reveal information related to the
representation of a client unless the client gives informed consent.
Ergonomics
            Ergonomics is the process of designing or arranging workplaces,
products and systems so that they fit the people who use them.
            Most people have heard of ergonomics and think it is something to do
with seating or with the design of car controls and instruments, but it is so
much more. Ergonomics applies to the design of anything that involves people
– workspaces, sports and leisure, health and safety.
            Ergonomics aims to improve workspaces and environments to
minimize risk of injury or harm. So as technologies change, so too does the
need to ensure that the tools we access for work, rest and play are designed
for our body’s requirements.
Poor ergonomics leads to a number of physical injuries like:
●       Back, neck, and shoulder pain
●       Repetitive strain injury (commonly in the wrists)
●       Headaches or migraines
            Well-adjusted or ergonomically designed office equipment can reduce
the discomfort caused by daily tasks. Even making simple adjustments to your
existing work set-up will help improve your comfort. Things like putting a
package of paper under your screen to make it higher, or using a flat box filled
with waste paper to create a foot rest.
Lesson Proper for Week 2
4.1 The Legal Secretary
            Legal secretaries, also called administrative assistants, legal
assistants or executive assistants, perform the daily clerical functions required
for the efficient operation of a legal office.
                  Legal secretaries are a vital part of the legal team. The job of a
legal secretary is highly specialized and requires knowledge of the legal
system, terminology and procedures in addition to clerical and administrative
skills. Legal secretaries assist attorneys with a variety of duties related to legal
documents, research and organizing libraries. They must be computer literate
and have a good standard of English. They deal with a wide range of
challenging legal and business issues, combining their skills with modern
technology.
4.2 Differentiate the challenges involved when working in a small,
medium-sized and large law offices
The Law Office Structure
                  Law offices are structured based on whether they are public or
private. Government law offices may have different titles for their attorneys
such as public attorney, prosecutor, public defender, advocate and so on.
Large law firms may have attorneys at several different levels, including
senior partners, partners, junior partners, senior associates, associates and
junior associates. Law offices vary in size from those with only one attorney to
those with hundreds. In addition to the attorneys who may be partners in the
law firm, there are associate attorneys, law clerks, and people with a wide
variety of skills, training, and responsibilities. Depending on the size of the
office, there may be receptionist, calendar clerks, file clerks, account clerks,
stenographers, librarians, research assistants, and legal secretaries. Large
law office may employ paraprofessionals, legal technicians, or other experts.
There may also be people concerned only with personnel responsibilities or
supervisory responsibilities. One person must serve as office manager. In a
small office, that would be the legal secretary. In medium-sized offices, there
is usually one secretary who is recognized to be the head secretary, even
though she may have no official title. Her status is accepted by all, and she is
expected to assume responsibility for the office management and supervision
of the office staff. It becomes apparent that within the law office there is a
challenging opportunity for you as legal secretary to advance to a position of
considerable responsibility if you are willing to continue learning on the job.
Law Clerk
      Their responsibilities include legal research, document preparation, case
investigation and drafting pleads. Some law clerks file documents with the
courts and do errands for the attorneys. Their duties vary with the size and
type of law firm.
Law Librarian
      Their responsibilities include computerized legal research, keeping track
of volumes, ordering books, and generally maintaining the library.
The Lawyer/ Attorney
      The terms lawyer and attorney are used interchangeably and have the
same meaning. A lawyer is a professional person authorized to practice law;
conducts lawsuits or gives legal advice, a lawyer after passing the bar exam
and received his license, he is said to be “admitted to the bar”. Attorneys
never stop studying and learning. The law is constantly changing, and they
must keep abreast of changes. Also, the needs of their clients vary, so they
must be knowledgeable in many fields in order to serve clients well. However,
great his knowledge and special skills, he depends on the books that line his
office walls to aid him daily. Because of the increased demands made upon
them, lawyers need and must have more and better assistance from their
nonprofessional staff.
Specialization
      Our court structure reflects the division of legal matters into two general
categories – civil and criminal. In very general terms, civil matters are those
that involve protecting the rights of an individual. Criminal matters concern the
protection of society from harmful acts. Most attorneys are primarily
concerned with the day-to-day processing of civil matters. Some attorneys are
attracted to criminal law and specialize in it. Others specialize in certain
aspects of civil law, such as wills, estate management, corporate law,
personal injury law, domestic relations law, tax law, patent law, maritime law,
probate or surrogate proceedings, and international law. Other elect to
engage in general practice, wherein they serve clients with all kinds of legal
problems. Some lawyers are at their best in the courtroom. They develop
reputations as outstanding trial counsel and may be retained by other lawyers
to take over a case when it reaches the point of trial. Others do their best in
organizing and managing cases, and still others are particularly skilled in
research.
4.3 Learn the similarities and differences of the basic structures of
private and public law offices;
Types of Legal Practice
      Law firms are business enterprises and are operated to make a profit for
their owners-whether as individual or partners. The manner in which the
attorneys are compensated is determined by agreements made when the firm
is first established or when or when new members are taken into it. The
managers are the senior partners or senior members of the firm. The
attorneys they employ to assist with the work load are generally known as
associates. Larger firms employ law students or beginning lawyers as law
clerks to assist with research and the preparation of documents.
●       Lawyers may work alone either in private office or public office
(employee)
●       Law firms (partnership)
●       Law firms are business enterprise and are operated to make a profit
●       Associates lawyer employed to assist with the workload
●       Attorneys on retainer – this means that the companies pays them a
specified amount each month in return for which they handle any legal
problems that a business may have.
●       Government – defense lawyer/ prosecution lawyer
●       Law Clerks – law students/ beginning lawyers, who assist with research
and in the preparation of document
●       Notary public – prepares legal documents.
Advantages of Working in a Large Law Firm
Many legal secretaries choose to work in large offices because of:

1. High salaries and generous compensation packages

2. Sophisticated, challenging work
3. Large support staff
4. Luxurious offices in prime locations.

Advantages of Working in a Small Law Firm

1. They enjoy working closely with highly talented people in a less formal
atmosphere.
2. They have the opportunities to do some work in courts and libraries
3. They work only for two or more attorneys or in a solo practice.
4. They prefer varied responsibilities; and
5. Flexibility in rules and regulations.

The Attorney-Client Relationship

            People who seek legal help from lawyers are clients. Clients may be
individual, businesses, organization of all kinds – public or private – or
corporations. Some clients regularly seek advice and assistance from their
attorneys on all kinds of matters, while others call on their attorney only
occasionally. The welfare of the client is the primary concern of the attorney,
his secretary, and very member of his staff. The relationship between lawyer
and client is privileged. This is the same kind of special relationship that exists
between husband and wife, doctor and patient, and clergy man and
parishioner. Any communication, whether written or oral, between these
people is a privileged communication, which means that it is confidential.
The law protects the confidentiality of privileged communication. No court can
force a husband to testify against his wife, or vice versa. A lawyer cannot be
called as a witness and asked to reveal information given him by his clients.
The privileged nature of communication between lawyer and client affects
every member of the attorney’s staff, including his secretary. Information
obtained in the course of working in the law office must be kept in the strictest
confidence.
Lesson Proper for Week 3
4.1 Enumerate the administrative duties of a legal secretary
The Legal Secretary’s Responsibilities
            All secretaries – legal or otherwise – owe their boss two very special
things: loyalty and confidentiality. But the legal secretary has a special responsibility
to keep to herself any information she may obtain as a result of her position. She
must not reveal such information to family or friends, and she should not even
discuss it with other members of the office staff.
Personal Qualification of a Legal Secretary
            Aside from the secretarial skills, desirable personal qualities are equally
important in order to perform the best possible secretary she can be.

1. Discretion – it is her ability to make decisions which represent a responsible

choice and for which an understanding of what is right or wise. If the client may
ask questions about the case, she must find ways of discouraging questions
without offending the client. She is bound by the same code of ethics as her
boss.

1. Loyalty – loyalty is being faithful, steadfast and true to someone or something.

It is her ability to defend her company and her boss to people who are
criticizing him or her. She is expected to put the demand of her work above her
personal feelings. She can do these responsibilities cheerfully and well if she
knows the reasons for these demands.

1. Adaptability – adaptability describes something or someone that can change

according to need or environment. She will always be pressured by deadlines.
She may start working on another that is more urgent setting aside other work.
She is about to adopt court rules and procedures, methods of preparing
documents and new kinds of cases.

1. Initiative – the power of ability to do things without being told to do so.

Anticipate her boss’ needs and relieve him by taking care of the detail.

1. Judgment – she should exercise judgment and should make decisions on her
own, know what to do or say in specific situation but she should always remain
within the limits set for her by the boss.

1. Accuracy – a good secretary is responsible for ensuring that accurate and

sufficient documentation exists; extremely precise and must check everything
she does to make certain that is correct.

1. Flexibility – capable of withstanding stress. Sometimes the most carefully laid

plans can fall apart with little or no warning. A secretary must be flexible
 enough to deal with this. Instead of panicking or giving in to stress, she must be
able to go quickly into damage-control mode. She must also be ready to handle
any task the boss might toss at her.

1. Appearance – the standard advice given by mentors and managers to people

who want to advance their career has always been to dress for the job you
want, not the job you have currently. Your communication and the image you
present create the first impression – often the lasting impression – on the
people you meet. The Secretary should be well groomed and appropriately
dressed.

1. Good Manner – disrespectful and discourteous behavior makes members of

your team unhappy, and damages the cohesion of your team. It works against
all of the efforts you make to motivate team members, and thereby raise
productivity. With this in mind, there is simply no excuse for bad manners.
Whether you are interacting with a person higher or lower on the corporate
hierarchy, giving feedback, issuing instructions or exerting power, good
manners are an absolute necessity.

Administrative Duties and Responsibilities

1. Takes dictation by machine or shorthand and transcribe the same accurately;

2. Types correspondence, reports, memos, etc;
3. Performs accounting functions;
4. Maintain files/ records;
5. Places and answers telephone calls;
6. Serves as receptionist;
7. Handles appointments;
8. Arrange travels and meetings; and
9. Operates a magnetic card or other word processing machine in preparing case
histories, reports, briefs, specifications and correspondence.

4.2 Identify the basic skills requirement of a legal secretary

Basic Skills and Abilities Requirements
            As a legal secretary, she must have or must acquire certain basic skills and a
great deal of knowledge about how she performs the many and varied duties.

1. Proficient in the use of office equipment such as computers, copier machine,

Fax machine, Dictaphone, stenograph machine and work related software/
tools.
2. Writing skills. Writing is an integral of the legal secretary’s job.
3. Skills in communication (oral and written English proficiency)
4. Spelling proficiency (written format and punctuation)
5. Accurately perform basic mathematical calculations (i.e. addition, subtraction,
multiplication and division)
 6. Strong organizational abilities with an eye for detail and effective time
management.
7. Interpersonal skills. Legal secretaries interact daily with attorneys, paralegals,
staff, clients, opposing counsel, judicial personnel, vendors and other third
parties. Therefore, top-notch interpersonal and communication skills are
essential.
8. Methodical use of notes.
9. Shorthand and transcription skills. Transcription skills are foundational to
secretarial practice. In addition to a fast typing speed, keen listening skills are
required to comprehend voice dictation files.
10. Research skills. Legal secretaries perform internet research for a multitude of
tasks such as finding directions, gathering client information, researching the
competition and locating expert witnesses. Many legal secretaries, particularly
those in small law offices, also perform paralegal duties, including legal
research, cite checking and tracking down case law. Learning legal research
platforms can give you a competitive edge.
11. Multi-tasking skills – most legal secretaries work for more than one person on
more than one file. Simultaneously performing multiple tasks is second - nature
to a competent legal secretary. They know how to juggle multiple assignments
and competing priorities and how to manage growing workloads in today’s
busy law office where one person frequently performs the job of three.

4.3  Enumerate the specialized knowledge of a legal secretary;

Specialized Knowledge
            Once you start working, you should become familiar with the structure of the
rules of the courts with which you will be dealing and must acquire an understanding
of legal terminologies.

1. Prepares client’s fee and disbursement statements

2. Types a variety of legal documents, such as subpoenas, motions and briefs, in
addition to standard office correspondence.
3. Maintains files, logs and/or indexes recording pleas, trial convictions, acquittals,
sentences and other legal documents.
4. Performs various support tasks for attorneys, including maintaining
appointments, arranging meetings, making travel arrangements, answering
routine requests for information, maintaining lists of assignments and status
report of cases, and obtaining reference books;
5. Helps attorneys conduct research and compile documents for litigation cases.
6. Assist the attorney in any other ways, just as any personal secretary assists her
boss.
7. Understand and follow complex oral and written instructions; and
8. Performs a variety of specialized secretarial and administrative support
functions for one or more attorneys or judges; and performs other work as
required.
Lesson Proper for Week 4
4.1   Telephone Etiquette
            Presenting a professional image, both in person and over the
telephone is very important in the office. Taking care of your customers
over the telephone and making them feel well informed and appreciated
is essential. Your undivided attention shows your interest and concern in
the conversation. Whether you are the front office receptionist or a legal
secretary, the following phone tips should always be followed:
1. Use the telephone equipment properly. Grasp it around the middle
and the mouthpiece should be at least an inch away from you to clearly
hear your voice.
2. Speak Clearly. A picture paints a thousand words but the caller on the
other end of the phone can only hear you. They cannot see your face or
body language. Therefore, taking time to speak clearly, slowly and in a
cheerful, professional voice is very important. INFLECTION is used to
emphasize important points in a conversation. Methods to use this can be
an increase in volume slightly, change of pitch, and speaking at a lower
rate. And remember to enunciate your words by pronouncing it distinctly.
3. Use your normal tone of voice when answering a call. If you have a
tendency to speak loud or shout, avoid doing so on the telephone. Also,
proper diction or the right choice of words should also be considered
when speaking.
4. Do not eat or drink when you are on telephone duty. Only eat or
drink during your coffee break or lunch break.
5. Do not use slang words or poor language. Respond clearly with
“yes” or “no” when speaking. Never uses swear words.
6. Address the Caller properly by his or her title. (i.e. Good morning
Mr. Brown, Good afternoon Ms. Sanders). Never address an unfamiliar
caller by his or her first name.
7. Listen to the Caller and what they have to say. The ability to listen is
a problem in general but is very important to listen to what the caller has
to say. It is always a good habit to repeat the information back to the
client when you are taking a message. Verify that you have heard and
transcribed the message accurately.
8. Be patient and helpful. If a caller is irate or upset, listen to what they
have to say and then refer them to the appropriate source. Never snap
back or act rude to the caller.
9. Be warm, friendly and consistent.
10. Always ask if you can put the caller on hold. If you are responsible
for answering multiple calls at once, always ask the caller politely if you
may put them on hold. Remember that the caller could have already
waited several minutes before getting connected to you and may not take
 lightly to being out on hold. Never leave the person on hold for more than
a few seconds or they may become upset and hang up.
11. Always focus on the call. Try not to get distracted by people around
you. If someone tries to interrupt you while you are on call, politely remind
them that you are on a customer call and that you will be with them as
soon as you are finished.
12. Let the caller hand up first.
Telephone Message
            Whether someone calls in person or through telephone, adequate
care must be taken for the attorney. A complete or printed telephone
message indicating who called, subject of the call, telephone numbers,
message and name of the company. Type the notice on a memorandum
form and put on attorney’s desk and later place in a client’s file.
Steps in Handling Incoming Calls

1. Answer the call promptly. Incoming calls should be answered by the

second ring.
2. Always identify yourself properly. If you are the first person to answer
the call, you should identify the name of the firm you represent, and
your name.“         J & J Law Office, Good afternoon, this is Ms.
Santos speaking?”
3. Screen the caller tactfully.
4.  Offer to help the caller.
5. Smile. It would be heard in the voice just as it is seen in person.
6. Terminate the calls courteously.

Making Calls
            While it may be more convenient to contact someone by using ore
modern technology, such as email or text messaging, the telephone is still
a more personal means of communication. Although the other party can’t
see your face, your voice can still convey a sense of professionalism and
authority. To help you make the most effective business call possible,
following a few basic steps can be of help:
1. Prepare. Take a moment to prepare before you pick up the phone.
Write down the key points you need to cover during the conversation, as
well as any questions you need to ask. This will also serve as an outline
to help guide you through the call while maintaining control of the
conversation. If possible, be close to a computer with internet connection
so that you can access your company’s website or locate information
quickly.
2. Identify yourself. Always identify yourself properly. When calling a
client or customer, whether in person or when leaving a message, always
identify yourself properly by providing your name, company name and
contact telephone number. Example, “Good afternoon Mr. Corpus, this is
Mr. Brown from Santos Law Office. My telephone number is 408-555-
 1212.” Always be aware of confidential information when leaving
messages. Also, be aware of people around you while talking on the
phone. Be discreet! Someone next to you might overhear confidential
information that could negatively affect your business.
3. Identify purpose. You can exchange pleasantries, such as a brief,
“How are you today?”, but don’t get involved in an extended conversation
about sports or the weather as this can serve as a distraction from the
purpose of your call. State the purpose politely and directly.
4. Review call. Before hanging up, review what was accomplished during
the call with the other party and be sure you both agree on what should
happen next. If additional communication is required, set up a specific
day and time for a follow-up phone call or other method of communication
such as email.
Information Needed in your Personal Telephone Directory

1.  Telephone number of the courts which the firm deals with

2.  Offices
3.  The SSS number of the attorney and other information needed to
complete forms for him
4.  The local directory information and long distance directory.

4.2. Handling Difficult Callers

            On occasion, you may receive calls from the persons who are
angry, unreasonably rude, or demanding. These calls may be few but
they can be very stressful. You must control yourself and remain
professional when dealing with difficult callers. Your goal is to diffuse the
situation and to maintain goodwill with the caller, if possible. Follow these
guidelines when dealing with difficult callers:

1. Try to resolve the matter if possible. Usually the caller just wants
the company to solve a problem or fix a mistake. Do not hesitate to
apologize to the caller for any problems or inconveniences that have
been experienced.
2. Always present a helpful, positive, and sincere attitude even in an
adverse situation.
3. If the caller is personally abusive to you or uses profanity, end
the conversation quickly after identifying the caller and recording
relevant information about the call.
4.  Remain cowardly calm and do not display defensive behavior. Usually
the caller is not upset with you but with the company or its actions. Do
not take the caller’s anger personally.

Handling Visitors in the Law Office

            While the role of a legal secretary differs from company to
company, the foundations of the position effectively stay the same. One
of the tasks of a legal secretary is to answer the phone, greet customers
 as they enter the office and help out with basic clerical duties and tasks.
Your response and attitude towards visitors, your voice, and your
appearance project an image that creates goodwill for your company.
4.3 TIPS IN HANDLING CLIENTS
Greeting Clients/ Visitors
            All visitors should be greeted promptly and courteously. When
visitors walk into your office, show them that they are welcome.
Be Friendly
            Greet the visitor with a cheerful smile and a cordial word. When
you say, “Good morning, may I help you?” look and sounds as if you, a
representative of the company, are sincerely glad to see them.
Be Attentive
            When visitors arrived, stop your other work and give him your
undivided attention even though you may be very busy with other tasks
and quite pressed for time. The visitor should receive priority and be
made to feel that you have been waiting for him to arrive.
Ask Necessary Questions
            Opening lines are very useful in establishing a good feeling and
help you to find out what you need to know in order to serve the caller.
Questions such as the following will provide helpful leads for you:

1. May I help you?

2. Whom do you wish to see?
3. Whom do you represent?
4. Do you have an appointment?
Lesson Proper for Week 5
4.1 HANDLING APPOINTMENTS
Appointments are activities that you schedule in your calendar that do not
involve inviting other people or reserving resources. You can schedule
recurring appointments, view your appointments by day, week, or month,
and set reminders for your appointments.
You can specify how the appointments in your calendar look to others by
designating the time of the appointment as busy, free, tentative, or out of
office. Also, others can give you permission to schedule or make changes to
appointments in their calendars.
In order to schedule appointments for people within your organization, you
must know their preferences. That is, you must know their choice of days
and times of days for meetings with others. You must also know if they will
see visitors without appointments.
The Attorney's and Secretary's Diaries
The attorney keeps a record book into which he enters all his appointments,
time and place of court appearances and other important names. He usually
keeps this diary on his desk. Likewise, the secretary also keeps a record of
her important deadlines and commitments. Secretaries check their
attorney's diary of appointment and write those appointments in his/her
diary. Other secretary prefers to use a tickler file. Any appointment she has
made for the attorney is also entered in his diary.
Calendar and Schedules
It is essential that the appointment records of the attorney and secretary be
coordinated especially in large offices where one handles a great deal of
litigation. All dates, deadlines, meetings, court appearances and the like must
be entered in a central office calendar.
A good tool for keeping the attorney "on track” is the daily schedule. The
legal secretary should prepare a daily schedule each morning of
appointments for that day and items that are coming due within the next
week. Many offices have computers with the capability of performing this
function.
4.2 Scheduling Appointments Using MS Outlook
How to Create an Appointment

1. On the File menu, point to New, and then click Appointment. Keyboard
shortcut To create an appointment
2. In the Subject box, type a description.
3. In the Location box, type the location.
4. Enter the start and end times.
TIP: You can type specific words and phrases in the Start time and End time
boxes instead of dates. For example you can type Today, Tomorrow, New
Year's Day, Two Weeks from Tomorrow, Week from Yesterday, Three days
before New Year's Day, and most holiday names.
5. Select any other options that you want. 
6.To make the appointment recur, on the Appointment tab, in the Options
group, click Recurrence
7. Click the frequency (Daily, Weekly, Monthly, Yearly) with which the
appointment recurs, and then select options for the frequency.

8. Click OK.
9. On the Appointment tab, in the Actions group, click Save & Close
TIP: Quickly add a new appointment by using the new Click to Add
Appointment feature in Microsoft Office Outlook 2007. Rest your mouse
pointer over any blank area on the calendar grid, and then click to add an
appointment.
How To Change an Appointment

1. Open the appointment that you want to change.

2. Do one of the following:
Change options for an appointment that is not part of a series.

1. Change the options, such as subject, location, and time, that you want to
change
2. On the Appointment tab, in the Actions group, click Save & Close.

Change options for all appointments in a series.

1. Click Open the series, and then change any options, such as subject,
location, and time, that you want to change.
2. To change recurrence options, on the Recurring Appointment tab, in
the Options group, click Recurrence, change the options, such as time,
recurrence pattern, or range of recurrence, and then click OK.
3. On the Recurring Appointment tab, in the Actions group, click Save &
Close.

Change options for one appointment that is part of a series.

1. Click Open this occurrence.

2. On the Recurring Appointment tab, change the options, such as subject,
location, and time that you want.
3. On the Recurring Appointment tab, in the Actions group, click Save &
Close

Make an Appointment Recur

1. Open the appointment that you want to set to recur.

2. On the Appointment tab, in the Options group, click Recurrence
3. Click the frequency - Daily, Weekly, Monthly, Yearly – with which you
want the appointment to recur, and then select the options for the
frequency.
4. On the Appointment tab, in the Actions group, click Save & Close

Make an Appointment Private

 1. Create or open the appointment that you want to make private.
2. On the Appointment tab, in the Options group, click Private.

Keyboard shortcut: To mark an item private,

IMPORTANT: You should not rely on the Private feature to prevent other
people from accessing the details of your appointments, contacts, or tasks.
To make sure that other people cannot read the items that you mark as
private, do not grant them read permission to your Calendar Contacts, or
Tasks folders. A person with read permission to access your folders could
use programmatic methods or other e-mail applications to view the details
of a private item. Use the private feature only when you share folders with
people whom you trust.
A better way to keep individual appointments private is to create them on a
separate calendar. 
Set Up a Clear Reminder
Do one of the following:
For all new appointments that you create:

1. On the Tools menu, click Options.

2. To automatically turn a reminder on or off for new appointments,
select or clear the Default reminder check box.
3. If you select the check box, enter the amount of time before the
appointment that you want the reminder to appear.

For existing appointments

1. Open the appointment or, if the appointment recurs, open the series.
2. To turn a reminder on or off, on the Appointment tab, in the Options
group, in the Reminder list, click None or the time that you want to be
reminded in advance of the appointment.
4.3 MAKING TRAVEL ARRANGEMENT
The attorney will often be required to travel to other locations, either local
or abroad. Many details have to be taken care of, both before he leaves and
while he is away
Details of Trip
In order to prepare intelligently for the attorney's journey, the secretary
must know when the attorney will leave, where he will be going, how long
he will stay in different places, and the date of his return. All arrangements
depend on this information.
The attorney may travel by plane, railroad, ship, bus, or car. For travel by
any other means, advance reservations are advisable, and the earlier they
are made, the better.
Air Travel
Air travel is the most popular method of transportation for business trips to
destinations more than 200 miles away. Most business people prefer to fly
because flying takes less than any other method of travel
If your boss is a frequent traveler, you may find it convenient to keep an up
to date timetable of the airlines serving your area. Another useful source of
flight information is the Official Airline Guide, which contains flight schedule
for all the airlines, is revised periodically during the year.
Three (3) Ways By Which Travel Can Be Arranged

1. Travel department of the company

2. Travel Agency
3. Arranged it YOURSELF

Traveling by Car
For shorter trips to areas that are difficult to reach by air, your supervisor
may prefer to drive. If your company provides a car for employees travelling
on business, you should call ahead of time to reserve the car.
When a personal car is used for business purposes, you or your employer
may have to complete a travel authorization form or Trip Ticket. This form
usually calls for the name of the driver, the destination, the purpose of the
trip, the dates and time of departure and date of return, and the estimate of
the round trip mileage. The travel authorization form must be submitted so
that the driver can receive payment for car expenses.
Foreign Travel
Foreign travel requires careful planning because of differences in time zone,
currency and customs. For this reason, you will probably find the services of
a reliable travel agent very helpful. The travel agent can tell you what special
travel documents (such as visas, travel permits, passports) your supervisor
needs and where to obtain them.
Safe Travel Tips
The following travel tips cover a number of considerations that apply
equally to business travelers and vacationers.
A trip to a foreign country can indeed be fun and exciting. However, a fun
trip can sometimes turn sour without proper planning or prior knowledge of
the country. Therefore, it is always advisable for travelers to learn more
about a foreign country that they are about to visit so as to expect the
unexpected and take proper precautions before making the trip there. Here
are some useful travel tips that can help make your trip enjoyable and
memorable.

1. Make sure you have a valid Passport and Visa. Carry a copy of passport
with you while you are in the country you are visiting.
2. Review the Entry Requirements of the country
3. Check seasonal weather conditions of the country.
4. Know about the currency exchange rate.
5. Know the different international dialing codes.
6. Choose a safe and secure hotel.
7. Remember to leave contact information with family and friends so they
can get in touch with you.

The Itinerary
An itinerary includes the detailed plan for the trip. An itinerary contains the
following:

1. date, time, airline, and flight number/s for all transportation

2. name, address, telephone number, and confirmation number for all
hotel reservation
3. date, time, and location of meetings and the names of people with
whom meetings are scheduled.

Client Information
Traveler's name
Address
Telephone number
Fax number
E-mail
Travel Dates
 
Departure Flight
Date
Airline
Flight Number
From
Departure Time
Το
Arrival Time
Seat Number
Status
Hotel Accomodations
Persons to be visited
         
         Sample Itinerary
Responsibilities in Your Supervisor's Absence
While your supervisor is out of town, you will be responsible for keeping the
office running smoothly. You should take special care in performing your
regular duties. If something happens that you cannot handle, check to see if
someone else in the company can help you.
Lesson Proper for Week 7
4.1 Discussion on Law Office Automation
Many attorneys have neither the time nor expertise to operate law office
technology. They rely on tech-savvy legal secretaries to perform a variety
of computer- based tasks such as: creating spreadsheets, preparing
presentations, entering time for billing purposes, creating and typing
documents, maintaining calendars and tracking deadlines. Therefore,
legal secretaries who are proficient in a variety of computer software
applications will have the most career opportunities. Some of the most
common technologies that legal secretaries must master include:
Word Processing
Word processing is a program for improving the efficiency and
effectiveness of business communications. Word processing packages
computerize the creation, editing, and printing of documents such as
letters, forms, memorandums, reports by electronically processing your
text data.
Microsoft Word is a powerful word processing program you can use to
produce professional looking documents. It is the most popular and the
most advanced word processor in the market today.
Spreadsheet
Electronic spreadsheets like Microsoft Excel are used for business
analysis. It displays a large grid of columns and rows that you can view
one portion at a time. In response to your input, the computer performs
necessary calculations based on the relationships you defined in the
spreadsheet and displays results immediately.
MS Outlook
Microsoft Outlook provides a single, integrated solution for organizing and
managing your digital communication tools such as e-mail and instant
messaging along with all your day-to-day information--from calendars and
contacts to task lists and notes. Outlook controls the deluge of e-mail,
appointments, and contacts, helping you manage your time and tasks
more effectively, while making it easier to synthesize information and
share it with others,
Presentation
Presentation graphic software like Microsoft PowerPoint help you prepare
multimedia presentations of text, graphics, photos, animation and video
clips. Presentation graphics has proved to be much more effective than
tabular presentation of numeric data for reporting and communicating in
management reports and other business presentation. PowerPoint also
provides a variety of professionally designed templates, themes, and style
galleries to help you create great-looking presentations.
Database Management
A Database Management System (DBMS) is a computer system
organized for the systematic management of large collection of
information that integrates the database and provides different views to
different users. It includes technique in building up a file that produces
data for inquiry and reporting purposes.
The examples of database are dictionary, telephone directory, bank
accounts, personnel records, inventories, tax records, client directory, and
many more.
Desktop Publishing
Desktop publishing is software that handles page layout. End users can
use desktop publishing software to produce printed materials that look
professionally published. That is, you can design and print newsletters,
brochures, manuals and books with several type styles, graphics, photos
and colors on each page.
Videoconferencing
Videoconferencing provides real time video and audio conferencing
among users at networked PCs or among participants in conference
rooms or auditoriums in different locations.
Internet
Internet is a worldwide collection of computer networks that are linked
together to exchange data and distribute processing tasks. Each
connected individual can communicate with anyone on the Internet, 
4.2. Useful Apps for Office Use
IPad Apps for Lawyers and Law Firms
Among attorneys using the iPod in their law practices, a number of
applications (apps) have emerged as the top iPod apps for lawyers. While
some lawyers use these apps as part of developing a paperless law
office, others use them simply as tools for enabling them to do more of
their work remotely or while sitting in a courtroom.
The iPad is not just a game or a toy, but a revolutionary tool that will
increase efficiency in your law firm. Whether you want to telecommute,
work remotely, operate a paperless law office, or have a virtual law
practice, the iPod is a must-have tool for your law office.

1. Drop box is a free file sharing system that allows users to share files
(photos, documents, videos, etc.) from one device to another, whether it
be multiple computers, iPhones, iPods, or even Android and Blackberry
devices. Any files shared to a Drop box folder are automatically shared
among the devices or people that the attorney authorizes to use it. By
using the iPad Drop box app, a lawyer can carry the iPad to court to read
and notate client files rather than carry paper files. Drop box is one of the
best tools a lawyer can add to his or her law practice for creating a
 paperless law office. The bigger the file, the more benefit a lawyer can
gain by using Drop box.
2. ReaddleDocs is a document manager for the iPod which saves
documents so they can be accessed anywhere. Readdle Docs can
access PDFs, MS Office documents (Word, Excel, and PowerPoint),
Apple I Work files, and any other document converted to PDF, PDFs in
Readdle Docs can be highlighted using multiple colors, and notes can be
added directly to the files. Files can be uploaded or downloaded using
file sharing services such as Drop box, Google Does, MobileMe, and
iDisk. As an iPod app for lawyers, Readdle Docs is a great tool for
reading and marking depositions and trial transcripts. Important pages
can be tabbed, significant passages can be highlighted, and reference
notes can be added from the iPod without having to open the file on the
computer.
3. The Fast case iPad app provides portable access to the entire Fast
case law library and legal research system, entirely for free. The app
produces legal research results at an amazing speed, allowing the user
full access to state and federal cases all over the United States.
Additional services are available by upgrading to a full Fast case
subscription, but a subscription is not necessary for using the free I Pad
app for legal research. Ever been in a courtroom and wished you could
look for a case to cite that you forgot to print? With the Fast case iPad
app, lawyers can do last-minute legal research without leaving the
courtroom.
4. Penultimate is the app that turns an iPad into a legal notepad. Instead of
taking notes with pen paper, lawyers can use a stylus or even just a
fingertip to write notes on the iPad by hand. Notes can be saved as a
PDF or sent as an email in your handwriting. Penultimate can also be
used for sketching, diagramming, and anything else one might want to do
on a sheet of paper (except for making paper airplanes). While the
program may not be a complete replacement of paper for those who
write in small print (which is difficult on Penultimate), it is a convenient
way to jot down some basic notes, a phone number, or other information
you may need on the run. And because it is erasable, Penultimate is a
great tool for brainstorming ideas too.

1. Circus Ponies Notebook is a powerful tool for organizing notes,

research, and even full case files. Some attorneys use Circus Ponies
Notebook as their trial notebook in the courtroom, enabling a lawyer
merely to carry an iPad around rather than be weighed down with boxes
of transcripts, file folders, and all of the other piles of paperwork created
in preparing for trial. With Circus Ponies Notebook on the iPad, a lawyer
can keep case notes organized, use the search function to find any
referenced word, jump from one document to another within the
Notebook file, and take notes directly on the documents displayed in the
 file. There is even a voice annotation feature that can be turned on to
make sure you never miss a word.
2. Trial Pad for the I Pad is a powerful tool for organizing case
presentations for the courtroom. Unlike many apps which have merely
been adapted by lawyers to use in their practices, Trial Pad was
specifically designed by lawyers for use in the courtroom. Trial Pad
enables attorneys to organize, annotate, and manage their case files for
court hearings, jury trials, mediation presentations, and other settings. To
use a document or photo in Trial Pad, it merely needs to be converted to
a format compatible with Adobe PDF. Along with tools such as highlight,
redline, and redact, Trial Pad allows you to display images and exhibits
using a projector or a monitor.

7. IAnnotate is a PDF reader and annotation tool providing more power

than most annotation apps. The iAnnotate app is one of the most
important iPad tools for lawyers who want to go paperless because of the
ease in which you can open documents from email, fill out forms, sign
contracts, make notes, and mark documents through highlighting or
underlining. If you make a mistake, just erase it with Undo, Redo, or
Erase. The app can import Word and PowerPoint documents, and
converts websites into PDF documents. Annotations can be "flattened"
into the PDF so that no one can modify them after you send them out,
and you can tab through multiple open documents.
4.3. Tools and Equipment
Computers
In an information processing system, computers are used to process
data. Computers come in many shapes, sizes and price ranges. Full size
computers are called mainframes. They are used by large institutions
such as government agencies, schools and colleges, scientific
laboratories, and big business.
A step down from the large computers is mini computers. Mini computers
have the same parts and work the same way as large computers.
However, they cannot perform as many operations simultaneously.
Another type of computers are microcomputers. These are usually
desktop computers. Micro computers are used by individuals - teachers,
students, lawyers, doctors, accountants, and by small businesses, such
as retail stores and real estate offices.
A tablet personal computer or tablet PC is a small, thin, flat tablet-
sized computer that has many key features of a full-size personal
computer. A tablet PC is essentially a small laptop computer without a
keyboard, equipped with a touch screen as an input device which is used
as a keyboard like on touch screen smartphones, and running an adapted
PC operating system such as Microsoft Windows, or an adapted desktop
version of Linux.
Electronic Mail (E-Mail)
Electronic mail, or e-mail, is a widely used Internet application that
enables individuals or groups of individuals to quickly exchange
messages, even if they are separated by long distances. It is sending and
receiving text messages between networked PCs over
telecommunications network. Many people use E-mail as a substitute for
returning telephone calls. It is often faster to compose an E-mail at the
computer letting the client know the required information instead of calling
back and forth
E-mail is becoming so popular that many businesses and law firms list
their e-mail address on their business cards. It is considerably a more
efficient method of communication
Fax Machine
Facsimile (fax) transmission involves machines designed to transmit
graphical information via normal telephone lines. After a special fax
number is dialed and the phone connection established, documents are
fed through the machine, which takes approximately one to six minutes to
scan and convert the information into electrical impulses. The impulses
are carried across phone lines and a receiving machine changes the
impulses back to text, making a copy, or facsimile, of the document in the
sending machine. Particularly in time-sensitive business transactions, fax
communication has become a popular alternative to express mail
because it is faster and generally less expensive.
Electronic Calculator
When you are handling quantitative data, you probably will use an
electronic calculator. Calculators are generally classified in terms of their
computing capability, size, and type of display. The most expensive
calculators contain ten number keys and keys for the basic arithmetic
operations. The most advanced electronic calculators can be
programmed to perform a series of operations. The programmable
calculators, as they are called, are actually small computers.
Dictation Equipment
Dictation equipment allows the originator to record spoken messages on
magnetic tape so that the message can be transcribed at a later time. The
most common magnetic media are cassettes, belts, and disks.
Electronic Typewriter
An electronic typewriter is an electric typewriter that contains a micro
processor chip. A microprocessor chip is a tiny piece, or chip, of silicon
containing electrical circuits that carry out operating instructions.
Electronic typewriters maybe referred to as word processors because
they have some word processing capabilities. However, they do not
display on a VDT.
Optical Character Recognition
OCR (optical character recognition) is the recognition of printed or written
text characters by a computer. This involves photo scanning of the text
character-by- character, analysis of the scanned-in image, and then
translation of the character image into character codes, such as ASCII,
commonly used in data processing.
LEGAL DICTATION AND TRANSCRIPTION
It is important to recognize that the language of legal documents is
traditional and has taken on a special meaning through interpretation and
definitions in the courts. Words and phrases are difficult to understand
because you have not heard them. Some attorneys prefer short
documents and simple language, others prefer traditional phrases. You
will quickly learn the preference of the attorney you work with.
If you are to use shorthand, you must continuously work to develop skills
in writing legal terms that occur frequently in dictation. There are
recommended outlines and shortcuts, but you may prefer to develop your
own abbreviations. Practice these outlines until they become easy and
natural for you.
Learn Latin expressions and be proficient in writing them, spelling,
understanding the usage and underscoring them. These Latin
expressions are used so frequently
Shorthand Dictation
Always be prepared with notebooks, pens and pencils and other
materials. A notebook with a rubber band to mark the next fresh page be
kept in one specific place in your desk. Red pen for special instruction.
You should devise your own system in making insertion of material and
correction. You should quickly assess the attitude of your boss in
dictating.
Dictator's Instruction

1. Record special instructions that affect the handling of a letter or

report at the beginning of your notes, or mark them in red to attract
your attention before you begin transcribing. Such instructions as
"Make an extra carbon copy. “Send a blind carbon copy (bec) to
Atty. While" must be planned for in advance.
2. Mark carefully specially instructions concerning mailing, such as
"Send air mail,""Send by registered mail," in order to insure correct
handling.

Correction and insertions

1. Correction of a single word or phrase while taking dictation may be

made by crossing out the words changed and writing the substitution
above. If however, the dictator is inclined toward lengthy
substitutions, mark the spot where the change is to be made in the
notes; skip two blank lines, record the correction clearly, and insert it
at the proper place when transcribing
2. Use a system of numbering, as in footnotes, when insertions are to
be made in shorthand notes, mark the point of the first insertion in
the notes with the figure 1. Then mark 1 in a fresh place in the
notebook and record the material to be added. Continue numbering
in pairs where an addition is required and the materials to be
inserted.
Machine Dictation
An excellent stenographic skill is very important for a legal secretary.
Many lawyers use Machine for all dictation. Dictation machine are useful
when secretaries are busy with other tasks. You must be familiar with
your machine. A transcribing machine consists of 3 basic elements.

1. The machine itself with on-off controls and controls for "fast forward
and rewind
2. A listening device with a small sound receiver to be placed close to
your ear
3. A foot pedal to allow you to advance the dictation or to back it up to
hear it repeated. Listen and type,

Machine Used in Dictation and Transcription

A stenograph or stenotype machine - is a specially designed machine
which is used for taking shorthand. Many court reporters use stenograph
machines to quickly and accurately record testimony and the devices are
also used by students to take notes, and closed captioners who want to
be able to quickly write captions for live broadcasts. A high quality
stenograph machine is capable of networking with a computer and a
microphone array, and such machines can be extremely expensive.
Speech Mike Pro
The Speech Mike Classic gives you total control over dictation and PC
navigation in one lightweight unit. Record dictations directly onto your
computer using the familiar 4-Position Switch - ideal for single-handed
use. The scroll wheel and an optical trackball allow you to precisely
navigate through your documents. The device is ergonomically designed,
offering greater comfort for users with smaller hands as well as for left-
handed users, especially during longer dictation sessions. Manage
dictations, presentations, e-mail or your Internet browser. With the
SpeechMike Classic, you have total control at your fingertips.
 
Lesson Proper for Week 8
4.1 What is Filing
Filing is a system of arranging and storing business papers in an orderly
and efficient manner so that they can be located easily and quickly when
they are needed.
Before setting up a law office filing systems, it is essential to determine
the types of records that will be kept. There is usually a master card file,
which indicates client information for all the actions every attorney in the
firm is involved. There are individual files for each legal action every
attorney is working on. There are also individual files for client matters
which are no longer active. Also, there are many other records that must
be filed which do not pertain to a specific client or a specific action.
4.2 Types of Records
1. Active Client Card File. These cards provide space for the name,
address and telephone number of the client. Most law offices need to
cross index some client cards. If the matter involves a lawsuit, it also
provides space for the adverse party in the suit and for the type of action
and the name of attorney in charge. If the client is a corporation, the office
representing the corporation is included.
2. Inactive Client Record. When the legal matter has been concluded or
a lawsuit settled, the file for that matter is removed from the current file
and placed in the inactive file. The file can be located if needed by
determining its file number.
3. Master Card File. This indicates client information for all the actions
every attorney in the firm is involved in.
4. Miscellaneous File. This include such items as general
correspondence, purchase orders, statements of purchase, statements to
send to clients, records of income, payroll records, income tax records,
cancelled checks and insurance policies.
5. Personal File. This includes members, committee reports, expenses
related to professional organization activities, copies of speeches, and
copies of articles written for professional journals.
Where to Locate Files
There are two general options for file locations, centralized and
decentralized.
Centralized filing is the location of all active files under the control of one
or more staff.
Decentralized filing occurs when files are located in a number of
locations under the control of a number of people.
4.3 Records Retention and Disposition
Retention scheduling is the process of determining the life of a record in
each stage of the information life cycle (from creation through
disposition). Scheduling takes into consideration not only the practical
business life of records (satisfying administrative, fiscal, and research
needs) but also state and local regulatory requirements.
The length of time a record must be kept to meet these requirements is
referred to as its retention period. Records retention schedules are a
critical component of a records and information management program. In
its most basic form, a records retention schedule identifies the records to
be managed and communicates how long the records are to be retained.
A records retention schedule provides direction and guidance on
recordkeeping requirements and conditions.
The records retention schedule is typically compiled and maintained by a
records and information management (RIM) professional (sometimes
called a Records Manager) - using best practices, industry standards and
methodologies, The process of creating a retention schedule begins with
gathering information by conducting a records inventory to determine
among other things: what records exist, their formats, their origin, and
who accesses them. In the end, the retention schedule is usually
reviewed and approved by appropriate departments and signed off by the
leadership of the organization. If the organization is a state-funding entity,
it is possible that state law will require the retention schedule to be
approved by another state agency - an agency that has legal authority
over records and information management issues state-wide.
Record Disposition
Records disposition is a critical element of records management and is
the final operational action taken in the records lifecycle. Disposition may
include the destruction of records or the transfer of records to another
entity (most commonly an Archive) for permanent preservation. An
organization's records disposition program provides approved routine
procedures to dispose or transfer records that are no longer needed in
the office for current agency business.
During the disposition process, records are approved for destruction or
transfer according to the policies and procedures of the organization. One
goal of this process is to consistently and properly disposition records
during the normal course of business. Records that contain information
that is sensitive (e.g. FERPA or HIPAA protected information) should be
destroyed in a secure manner that protects privacy such as shredding,
incineration, or secure digital destruction Records containing non-
sensitive information may be disposed of in the trash, recycling, or less
secure digital destruction. Another goal of the disposition process is to
provide proof that records have been consistently and properly
dispositional. This point is extremely important in light of the most recent
revisions to the Federal Rules of Civil Procedures which deal with the
process of discovery and production of evidence in response to potential
litigation.
Retention Periods
The assignment of retention periods must be carefully considered and
crafted in a meaningful way to support the organization, its functions, and
its information management responsibilities. Retention periods are
determined by appraising the associated records' usefulness or value in
the following four areas:

1. Operational - the usefulness of a record in the conduct of an

organization's business; the value of a record for the purpose for
which it was created. (Also referred to as Administrative value.)
2. Legal - the usefulness of a record in complying with statutes and
regulations as evidence in legal proceedings.
3. Fiscal - the usefulness of a record in serving as documentation of
the financial transactions of an organization.
4. Research - the usefulness of a record in providing research value.
5. Historical - the determination that records possess current or future
value in clarifying the history of an organization and are thus worthy
of permanent preservation.

Steps in a Record Retention Program

1. Take an inventory of records.

2. Review the types and value of current records.

1. Operational/administrative value
2. Legal value
3. Fiscal value
4. Historical value
5. Research value

3. Review the laws and regulations for each type of records.

4. Develop a records retention policy and/or schedule.
5. Protect the vital records of the organization
6. Continue to apply the retention schedule to archive and dispose of
records at least annually
7. Review records retention policy/schedule periodically for
compliance with new or revised laws and regulations.

Vital Records that should be kept permanently and preserved

1. Birth Record
2. Marriage Record
3. Death Record
4. Divorce Records
5. Student records
6. Active court records

Records Kept for 6 or 7 Years

Records in this category facilitate routine business operations and are
replaceable only at considerable cost and delay.

1. Contracts, leases, and agreement

2. Accounts receivables
3. Schedule of fire and other insurance
4. Inventories of materials
5. Sales records
6. Collection records

Records Kept for One Year or Less

Records in this classification are often destroyed after they have served
their purpose.

1. Announcement
2. Memorandum
3. Congratulations
4. Condolences
5. Form letters
6. Transmittal letters

Birth records are typically filed in the country/municipality where a person

was born, and may contain various information; this all depends upon the
practices in that locale and at the time of birth. Typically, the full names of
the parents and the mother's maiden name are included, as well as the
baby's name, his or her date of birth and the location where the birth took
place. Birth certificates are often helpful when conducting genealogical
research if you want to learn about a past generation, or if you simply
need to verify your own identity.
Records of death often are also filed in the corresponding county where
the individual died. Depending upon the practices of that county, the full
name of the deceased, the date of his or her death, where they are buried
and possibly the cause of death are included in this record. Additional
information such as the person's date of birth and who reported their
death may also be found on a death certificate. This information could
lead you to a family burial plot or further understand where your family
originated from
Marriage records can afford a wide range of information to the public,
including the date of marriage and where it occurred, the full names of the
bride and groom, and even the full names of their parents. Birthplaces
and dates are included in the marriage certificate, providing further
assistance in verifying you are examining the correct record and
gathering useful information. You will need copies of your own marriage
records in order to legally change your name or claim life and disability
benefits for your spouse.
Divorce decrees are filed with the local government office where the final
divorce was approved. Certificates are also kept at the state level, but
contain only general information. The names of the parties involved in the
divorce, the date the divorce was finalized, and details of property and
debt division, custody and support arrangements as well as any
temporary restraining orders are included in the decree. This information
can help you to verify a potential mate's marital status or even track down
missing ancestors' information.
Depending upon whether you are directly named in these records, you
may not be able to access some of the personal information included in
them. Each state maintains their own laws and practices regarding
maintaining these files, but will still allow the general public to verify
names, dates and locations where these events took place. Consider
using these records to your advantage the next time you want to search
for long-lost relatives or perform a simple background check, and you'll
have a general understanding of whether someone is telling you the truth
or where you may be able to track them down.
Different types of court records available for public review and research
can be accessed in a variety of ways for a variety of purposes. If you are
trying to learn a little more about someone in your or your loved one's life,
need to perform a background check or are simply trying to find a long-
lost family member, these records may come in handy. In addition, any
records that may directly relate to a situation you currently find yourself in
or pertain to your past may be of interest to you. Perhaps you want to
research similar cases to yours, or you need to obtain copies of your own
records for employment purposes, special permit applications or even
college admission. Adoption records may also be of interest to you, but
these are typically not available without a court order.
Filing needs

1. Filing Cabinets. Various sizes are needed. These cabinets must be

at least 14 inches wide
2. Filing supplies - client folders, dividers, labels, guides, cardboard,
out guide, tabs.
3. Expandable files - custom expandable files, pockets, envelopes,
wallets.

4.4 Systems of Filing

Law offices generally use four basic filing procedures or a combination of
the three.
Alphabetic Filing
Files are stored alphabetically. To arrange words or names in correct
alphabetical order, you must perform three steps: Indexing, dividing into
filing units, and alphabetizing. Indexing is the arrangement of the parts of
a name in order so that the name can be alphabetized. The second step
in alphabetizing is to divide the name into filing units. The general rule is
that each word, initial, or abbreviation in a name is a separate filing unit.
Once names are indexed and divided into filing units, you
can alphabetize them - that is, arrange the names in order from A to Z.
Inspecting
Before filing a document, you must be certain that it has been released
for filing. You do not want to make the mistake of filing a document that
has not been seen or processed yet. On incoming corresponding, check
for the release mark that indicates that the addressee is finished with the
document. A release mark is a person's initial, a "file" stamp, or some
other methods of marking to indicate that a document is ready to be filed.
Coding
Coding is the process of underlining or highlighting the name that is used
for filing. In some companies, coding may also include marking the
indexing order. Usually, coding is marked on the face of the document in
colored pencil.
Cross Referencing
When a document may be requested by more than one name or subject,
you should file it under the most appropriate caption and place cross-
references in the other file locations. Cross references save time by
leading you directly to the location of the record you are looking for.
Numeric Filing. Records are arranged in numerical order. This method of
filing is very useful when the records are already numerically sequenced.
Purchase orders, invoices, and requisitions, for example, are often printed
with numbers.
Subject Filing. A method of storing records in alphabetical order by
subject matter rather than by individual or company name. Subject filing
system may be very simple or very complex, depending on the subject
categories used.
Geographic Filing. A method by which records are stored according to
the
geographic location they refer to. The caption that determines filing order
in a
geographic filing system is the name of the city, county, state or region.
Other Filing Systems
Tickler File. It is a reminder system to keep track of deadlines, similar to a
calendar, with notation each day about what needs to be done that day.
This is considered most worthwhile to the legal secretary in helping her
remember important dates and deadlines
4.5 Tips to Establish an Efficient Filing System
Accessing files easily and finding documents on short notice is important
to a lawyer and establishing a reliable filing system is crucial. Although
the methods out there are countless, picking one and consistently using it
is of the utmost importance to the organized lawyer.
 1. Establish a logical numbered or alphabetized system. One popular
method is to use client-matter numbers, which usually allows for
easy integration into other office systems and software.
2. Separate your administrative and litigation files.
3. Consider color-coding folders and/or tabs for litigation files (e.g.
green for pleadings, red for discovery, plain manila for
correspondence)
4. Be ordered chronologically, with the recent material most
accessible.
5. Establish a system for file storage, tracking, and destruction in
accordance with applicable rules
6. The filing should be updated daily. Do NOT let it pile up!
7. Ensure you and all staffs' familiarity with the filing system.

It is not impressive to have a law office wherein you scramble around for
half a day looking for a particular piece of missing correspondence or
pleading prior to a deadline. The efficient law office will have an
established, well-defined, and logical filing system that can be understood
with minimal effort by any new hired staff.

Lesson Proper for Week 9

4.1 Definition of Fees paid to lawyers
Legal fee - a fee paid for legal service. law, jurisprudence - the collection
of rules imposed by authority; "civilization presupposes respect for
the law"; "the great problem for jurisprudence to allow freedom while
enforcing order" fee - a fixed charge for a privilege or for professional
services.
4.2 Types of Fees
Fees and Retainers Paid to Lawyers

 Contingency Fees. A percentage of the award received in a civil case

that is paid to the attorney for his or her fee.
 Project Fees. Attorney's fees that are set based on the work the
attorney performs, such as writing a will or preparing a trust
agreement.
 Retainer Fees. Fees paid at the outset of the case by the client for use
only in that particular case
 Statutory Fees. Attorney fees set by statute, such as for the probate of
an estate
 Legal Fees. Fees paid by clients for the services rendered by the
lawyer.

Your Responsibilities in Handling Financial Records

1. Billing the Client

2. Preparing Docket sheet for each client
3. Updating the disbursement record
4. Handling petty cash fund
5. Preparing check disbursement

Docket
A list of cases usually with file numbers, scheduled for trial in a court.
The Docket Sheet
A docket sheet is a document kept in a case file at the courthouse. It lists
all papers filed and actions taken in a case. The judge may also note on it
any action taken during a hearing or trial. Except for juvenile court and
certain other types of confidential matters (such as adoptions), case files
and docket sheets are public records and can be inspected by anyone.
Information Needed in the Docket Sheet

1. Client's name
2. Names of other parties to the action, if any
3. Type of action
4. Each activity performed by the attorney and the time he devoted to
each.
 5. All disbursements made by the form in connection with the
proceeding

4.3. Preparing Non-Court Documents

Preparing Non-Court Document
All of the activities in the law office depend to some extent on properly
prepared legal papers. Non-court documents are also known as client
documents or legal instrument. The content of these papers is the
responsibility of the attorney but the correct preparation is your
responsibility.

1. Agreements or contracts. A legally enforceable agreement

between 2 or more persons or organization is known as contracts.
Example: agreement to buy or sell property, or services, rent or
lease, to employ individuals, to grant authority, to grant the right to
purchase. Type the title in all capital letters, 2 inches from the top of
the page and is centered,

Parties to an Agreement - those who consent to the terms of the

agreement are known as the parties of the agreement
4.4. Types of Agreement
a.       Lease - agreement which grant to the lessee the right to occupy a
certain piece of property owned by the lessee for a specified period to
time.
b.       Agency agreement - authorizes one person or company to act for
another in a specific capacity or in all matter.
c.       Power of Attorney - Is a special kind of agency agreement that
grants to a person, knows as the attorney-in-fact, the power to act for
another – the principal - as if the principal were acting for himself.

1. Acknowledgement - is a statement annexed to a document. It says

that the person signed the document is the person mentioned in that
document and that he did in fact sign the document.
2. Affidavits -are sworn written statement under oath and sworn to be
true by the person who signs the document (the affiant). There are
numerous different types of affidavits that are regularly used for a
variety of legal purposes, including those for paternity, a name
change, residency, support, and various probate affidavits.
3. Opinion letters are non-court documents, legal opinion that responds
to request or questions from clients.
4. Mortgage and Bonds. A bond secured by a mortgage on a property.
Mortgage bond are backed by real estate or physical equipment that
can be liquidated.
5. Holographic Will. Handwritten will prepared by the testator, if dated
and signed may be binding.
 6. Stock Purchase Options. Grant the right to purchase shares of stock
in a company for a specified period, either at a specified price or at
the current market price. When stock is in great demand, such a
right to purchase can be extremely valuable.
7. Real Estate Transactions. The process whereby rights in a unit of
property (or designated real estate) transferred between two or more
parties, eg. in case of conveyance one party being the seller(s) and
the other being the buyer(s). Following are examples of Real estate
transactions:

1. Contract of sale
2. Deed of Sale
3. Joint Tenancy
4. Wills and Testament
5. Real Property-house, garage
6. Personal property - cars, jewelry, furniture

Other Non-court Documents

1. Abstract of title
2. Bill of Sale
3. Deed of gifts
4. Deed of Trust
5. Grant Deed
6. Mortgage note
7. Promissory note

Style and Format

Client documents are usually typed double space on high quality bond
paper either legal size or letter size. Left and right margins 1 or 2 inches.
Title is typed 2 inches from top, all caps and centered. Top margin 1 inch
for first page, paragraph indention may be seven or ten spaces.
Executing and Sealing Legal Instruments
To be legally binding, documents must bear the signatures of the party’s
names in the document. When documents are properly signed, they are
said to be executed. And documents are legally enforceable only after
they have been executed.
Testimonium Clause. Execution generally requires a final paragraph in
the document known as the testimonium clause. The contract of sale for
example, closes with the testimonium clause. IN WITNESS WHEREOF,
the parties hereto have signed this agreement the day and year first
above written
"IN TESTIMONY WHEREOF", states that the date indicated on the
document is the date it is to be executed.
Sealing. Sometimes the testimonium clause contains the words "and
seal". If it does, then the signature lines are followed by the letters L.S. at
the right margin. This abbreviation stands for the latin phrase locus
sigilli which means "the place of the seal". This means to prove that the
signature was his own, which is the old practice. Today, the sealing of an
instrument with the words hand and seal in the testimonium clause and
the letter L.S. after the signature lines have legal implications regarding
the enforceability of the agreement.
Signature Lines. It is generally typed beginning at the center of the page
or slightly to the right of center and they can extend to the right margin.
4.5 THE LAW OFFICE AND THE COURT
The court is a paneled room in front, is a podium and the bench. Sitting
behind the bench is the judge. The judge is not officer of the court, he is
the court.
Officers of the Court

1. Attorney/Lawyer representing clients. It is the duty of the lawyers to

see to it that the orderly administration of justice must not be unduly
impeded.
2. Court Stenographer - the person who takes dictation and transcribe
the stenographic notes of the witnesses.
3. Bailiff - administers oaths to witnesses and is responsible for
maintaining order in the courtroom
4. Sheriff a court personnel primarily responsible for the speedy and
efficient service of all court processes and writs originating from his
court and the branches thereof, and those that may be delegated in
him from other courts.
5. Deputy Sheriff - is a public officer and one of his official duties is
enforcement of laws in the county.
6. Marshals - court officer whose job entails maintaining the peace,
delivering legal papers, and performing duties similar to those of a
sheriff.
7. Constables - Law enforcement officers. They perform a variety of
functions in many different places.
8. Clerk of court - Administrative assistant of the presiding judge whose
duty is to assist in the management of the calendar of the court and
in all matters not involving the exercise of discretion or judgment of
the judge.

Functions of the Court

1. Hear arguments of every party

2. Determine the truth of evidence
3. Determine if the complaint brought before the court is a legitimate
one
4. Help keep domestic peace
 5. Deciding disputes
6. Apply the law fairly

The legal secretary must learn the purpose and format for preparing each
court documents. Try to familiarize yourself quickly with the court
documents that is new to you
4.6. Guidelines for Typing Court Documents

1. Number of copies - original for the court, one office file, one each for
all the attorney
2. Margins - Top margin at least 1 and 1/2 deep, Bottom margin 4 inch
deep, and documents have page number centered at the bottom.
3. Setting - double space, paragraph indention 10 spaces
4. Paragraphing in court documents must conform to the rules of court
and to common practice
5. The standard rules of capitalization apply to legal document as they
do to anything else.
6. As in non-court documents, signature lines must never appear alone
on the final page of a document at least 2 lines of the last paragraph
of the document must be carried over the top of the last par. With the
signature lines below them.

4.7. Frequently Used Court Documents

1. A Change of Venue
2. Motions
3. Notice of Motion
4. Affidavits
5. Declaration
6. Certificate
7. Ex Parte orders
8. Stipulations
9. Petition
10. Allegations
11. Summons
12. Subpoena
13. Transcript
14. Court Orders
15. Order
16. Affidavit in Support of Motion to Change Venue
17. Order approving Adoption
18. Court Order
19. Deposition
20. Eviction
21. Pleadings
4.8. Frequently Used Legal Terminologies
by virtue of
in witness whereof
jointly and severally
know all men by these presents
covenant
appurtenances
bill of sale
deed of gifts
deed of trust
encumbrance
joint tenancy
lien
mortgage
promissory note
title
tenement
novice
burglary
negligence
perjury
slander
party of the 1st part
party of the 2nd part
party of the 3rd part
litigant
minor
misdemeanor
Mistrial
Not guilty
Reasonable doubt
Verdict
Witness
Waived
Warrant of Arrest
Accused
Client
Arraign
Bail
Contract
Juvenile
Eminent domain
Execute
4.9. Latin Expressions/Abbreviations
Pro rata – in proportion
Pro tem – for the time being
Pro se – for oneself
Per annum – for each year
Per capita – by head
Per diem – payment for each day
Subpoena – a writ ordering a person to attend a court
Status quo – existing state of affairs
Ultra Vires – beyond the powers
Vis a vis – with regard to
Verbatim – in exactly the same words
Certiorari – to be more fully informed
Ad valorem – according to value
Ab initio – from the beginning
Ad hoc – when necessary or needed
Bonafide - genuine
Corpus Juris Secundum.- Second body of the law
Corpus Delicti – body of the crime
De Facto – in fact; in effect
De Jure – according to rightful entitlement or claim
Demurrer - objection
Duces Tecum – production of evidence
Es quire – a title appended to a lawyer’s surname
Et al – and others
Escrow – in custody
Ex officio – from the office
Ex Post facto - retroactively
Habeas Corpus – produce the body
In re – in the legal case of; with regard to
Locus sigilli – place of the seal
Messieurs – a form of address
Modus Operandi – someone’s habit of working
Per se – by or in itself or themselves
Prima Facie – at first sight
Pro Tempore- for the time being
Pro-forma-for the sake of the form