Polytechnic University of the Philippines

College of Business Administration

DEPARTMENT OF OFFICE ADMINISTRATION
Mabini Campus, Sta. Mesa, Manila

OALT 40013
Legal Office Procedures

CHAPTER 3:
DUTIES OF THE LEGAL
SECREATARY

Submitted to:
Prof. Julius Sabando

Submitted by:
Group 3 of BSOA 3-3N
 MEMBERS

Diamzon, Ella Mae Elli, Christina L.

Handling Appointments and Handling Dictation and
Reminders with Clients Transcription

Escala, Jennifer Espiritu, Arnalyn

Manage Legal Documents, files, Develop Legal Office Calendars
financial, and other records and Court Dockets

Gabriel, Arlie Fae Ignacio, Anna Maria

Handling Visitors and Organize and Maintain Law
Telephone calls Libraries

De Leon, Queen Lorraine Largo, Jezrel

Performing Simple Legal Handling Mails, Fax or Arranger Delivery
Research Manage Reprographics and other
Duplicating
 Legal Office Procedures

TABLE OF CONTENTS
3.1 3.2
Handling Visitors Handling
and Telephone Appointments and
Calls in Legal Reminders with
Office Client

3.3 3.4
Develop Legal Manage Legal
Office Calendars Documents, Files,
and Court Dockets Financial and Other
Records

3.5 3.6 3.7

Handling Mails, Fax,
or Arrange Delivery Manage Handling
of Legal Reprographics and Dictation and
Correspondence to Other Duplicating Transcription
Clients, Witnesses, Processes
and Court Officials

3.8 3.9
Performing Simple Organize and
Legal Research Maintain Law
Libraries
 3.1

HANDLING
VISITORS AND
TELEPHONE CALLS
IN LEGAL OFFICE

Assigned Member:

Arlie Fae Gabriel

BSOA 3-3N
Chapter 3, Lesson 1

CHAPTER 3 - Duties of the Legal Secretary

A. HANDLING VISITORS AND TELEPHONE CALLS IN LEGAL OFFICE

There are lots of ways to deal with visitors in the legal office and this duty is for the legal
receptionist. In some instances, you might even communicate with a client more frequently than the
lawyer does, especially after the initial consultation is complete. On the other hand, a legal
secretary is the person who is assigned schedule arrangements and other administrative tasks
depending on the type of business they were into because some secretaries have other specialized
tasks.

As legal personnel, you must be polite especially when talking to a client. You must consistently
maintain a non-biased attitude. In some situations, this may be difficult, such as in cases of a
criminal nature; however, you must remember that the entire basis of the American justice system
is the concept that defendants are "innocent until proven guilty." As one who assists an attorney in
defending those accused of criminal acts, your top priority is the client's needs.

How to Handle Difficult Clients

For a variety of reasons, clients may get enraged, irritated, or frustrated. They believe that their
lawyer is too busy with other cases to give them the attention they deserve or that they do not get to
speak to them as frequently as they would like. They find the fees to be excessive or believe they
were overbilled. This is where your skills as a mediator come in. Your attorney is counting on you to
handle most of these situations without his or her intervention, which is one of the reasons you were
hired. Receptionists must empathize with them and explain clearly what has been really going on
with regards to bill or case that they are into.

When they ask questions without you knowing the answer, tell them you will find out the answer
and call them back as soon as possible and make sure you do just that. If you build trust with your
attorney's clients, they will be much easier to work with in the future. Most people become angry
precisely because they are not getting answers to their questions. Once you have provided them
with satisfactory explanations, these folks will relax and go about their business.
17 Ways on how to deal with difficult clients
Stay calm Build trust
Be an active listener Thank them
Personalize the interaction Move to an appropriate channel
Acknowledge your customer’s emotions Think critically
Use positive language Don’t take it personally
Restate what they told you Set clear next steps
Stay consistent Ask for help
Explore solutions Share knowledge with your team
Hang up (as a last resort)
Chapter 3, Lesson 1

Phone Etiquette in Legal Office

Incoming Calls
Calls should be answered promptly
The phone should be answered consistently with a standard greeting; for example, you could
say, "Flynn and O'Donnell, this is Mary speaking, may I help you?" or "Jack Flynn's office, this is
Mary, may I help you?" If the firm name is too long to state when answering the phone, which is
often the case, simply state the name of the attorney(s) you work for, then your name and "may
I help you?" The caller wants to be assured that they have reached the correct office and with
whom they are speaking, so be sure to do this at all times.
Avoid putting callers on hold unless absolutely necessary. If they are going to be waiting longer
than a few minutes, tell them this and give them the option of waiting, calling back, or having
your attorney call them back when he or she is free. While they are on hold, check back with
them periodically and let them know what the status of the wait is.
Always speak clearly, concisely, and with confidence.
Speak at an appropriate voice volume, not too softly and not too loudly.
Do not hold the mouthpiece too close to your mouth; doing this will muffle your voice.
Be polite and professional even if callers are rude. If they are abusive or angry, tell them you will
have someone call them back, then repeat their information back to them

Outgoing Calls in Legal Office

Allow the person answering to state their name and then provide them with your name and the
attorney you work for.
State your business concisely and speak in a clear, confident voice.
Be sure of the name of the person you are trying to contact before making a call.
If you call the wrong office or number, say so and apologize, do not just hang up.
Do not be rude. If you become upset for whatever reason, tell the other person you will call back
later. Do not call back until you calm down.
When leaving a message, state your name, company, phone number, and reason for your call
in a clear, normal tone of voice. Repeat your name and phone number slowly at the end of the
call.
Thank the person at the other end of the line when she or he has assisted you.

References:

Indeed Editorial Team. (2022, December 12). Secretary vs. Receptionist: What's the Difference?.
https://www.indeed.com/career-advice/finding-a-job/secretary-vs-receptionist

Universal Class. Legal Secretary Information: Client Contact Guidelines.

https://www.universalclass.com/articles/law/legal-secretary-information-client-contact-guidelines

Dave, D. (2023 January, 11). How to deal with angry customers: 17 tips, templates, and examples.
https://www.zendesk.com/blog/the-best-templates-for-dealing-with-angry-customers/
 3.2

HANDLING
APPOINTMENTS
AND REMINDERS
WITH CLIENT

Assigned Member:

Ella Mae Diamzon

BSOA 3-3N
Chapter 3, Lesson 2

Appointment – a formal process of scheduling a meeting at a specific time and place.

WHAT IS THE IMPORTANCE OF SCHEDULING IN A LAW FIRM?

Scheduling in a law office is extremely important. It helps lawyers avoid office interruptions from
drop-in clients. It helps avoid disorganization and helps avoid too many calls to handle. Utilizing
scheduling allows lawyers to make appointments, meet clients, and reach deadlines on time.

THE EVOLUTION OF APPOINTMENT SCHEDULING

In-person-scheduling

In the past, they used in-person scheduling where clients could walk into the office to schedule an
appointment. This was before technological developments in communication. It was tedious and
intractable.

Telephone booking

Telephone technology allows some level of flexibility. For once, clients could book an appointment
with a call. Even so, the secretaries to attorneys could still navigate through appointment diaries,
which could sometimes be misplaced or buried in the haystack of a lawyer’s files.

Email booking

When the web gave birth to email, attorneys began using phone calls and email booking
interchangeably. Clients could wait for a correspondent to access the email to book them in and
even wait on the phone for a long before they could successfully reserve a slot.

Digital scheduling

It allows lawyers, secretaries, and clients to schedule meetings and deadlines through a computer
program. Everyone has access to the information which helps everyone to be aware of the
upcoming meetings or schedules.
Digital scheduling is helpful because it prevents double booking. Events can be scheduled and
updated at any time by multiple people, and the information is available to everyone even when they
are out of the office.

Appointment reminders

Further internet developments have revolutionized the entire booking process. Attorneys rely on
artificial intelligence-supported services to automate scheduling, booking, and reminder services. As
you’ll find out in a moment, this kind of business automation is the future of appointment-based
business.
Chapter 3, Lesson 2

WHY WOULD YOU SEND A TEXT WHEN THERE ARE OTHER OPTIONS?

Sms text messages aren’t the only way to communicate. Appointment reminders have been sent as
emails and phone calls for years. So why send texts when there are other options?
There are four main reasons to send sms text messages in place of or alongside phone calls and
emails: mass text messages are immediate, visual, two-way, and versatile.

Appointment reminder texts can be sent at any time. The sender and the recipient don’t have to
coordinate a time they’re both free. They can be sent or read regardless of whether either party
is busy or in a loud environment. Both qualifications can make voice calls difficult.
Another benefit of text appointment reminders is that they can initiate two-way conversations.
Not every business sending out appointment reminders has the time to field calls, which makes
the succinct nature of text messages particularly useful.
Appointment reminders sent via text message allow recipients to ask questions at their leisure,
and the sender can respond instantly.

APPOINTMENT REMINDER ETIQUETTE

Regardless of whether you use Jobber to create and send your appointment reminders, or deliver
them manually, there are some rules to follow. The more professional your message and timing, the
better client experience you will develop. Be sure to:

1. Keep messages short and sweet

Emails, texts, and phone call appointment reminders should be straightforward and to the point.
Include enough information to communicate the purpose of the message without overwhelming your
client with unnecessary details.

2. Avoid sending too many messages

While you can contact clients multiple times about the same appointment, try not to get on their
nerves. A single message when an appointment is booked may be all you need. Or, you may
choose to send an email with details about the service call immediately after booking and a quick
text the day before. Find what works for you and be mindful of going overboard.

3. Pay attention to the time

Realistically, you can send an email whenever and it doesn’t make a difference, but be mindful of
texts and phone calls. For example, a call or text too early or late in the day can be inappropriate.
Similarly, calling clients on a weekend may be overstepping unless they’re expecting it.

4. Be polite and professional

It goes without saying, but any communication you have with clients should be polite and
professional. Review your appointment reminder templates for typos and errors.
If you’re manually sending each appointment reminder, triple-check that you have the correct client
name, spelling, and service call details before hitting send.
Chapter 3, Lesson 2

REFERENCES

Team, G. (2019, October 07). How to send appointment reminders that work. Retrieved April 24,
2023, from https://www.goodtherapy.org/for-professionals/software-technology/online-
scheduling/article/how-to-send-appointment-reminders-that-work

8 appointment reminder templates to use for your service business. (2022, October 27). Retrieved
April 24, 2023, from https://getjobber.com/academy/appointment-reminder-templates/
 3.3

DEVELOP LEGAL
OFFICE CALENDARS
AND COURT
DOCKETS

Assigned Member:

Arnalyn Espiritu
BSOA 3-3N
Chapter 3, Lesson 3

C. Develop Legal Office Calendars and Court Dockets

Developing legal office calendars and court dockets is an essential responsibility of a legal secretary.
Legal office calendars help manage the schedules of attorneys, paralegals, and other legal
professionals within a law firm or legal department, while court dockets provide a roadmap for
navigating court proceedings, including hearings, trials, and other legal events. Developing and
maintaining accurate and up-to-date calendars and dockets is crucial to ensuring that the legal team
is prepared and organized for all upcoming events and deadlines. A legal secretary with strong
organizational skills and attention to detail is well-equipped to handle this important task.

What is legal calendar?

Legal office calendars are typically used to keep track of court appearances, meetings with
clients, deadlines for filings and discovery, depositions, and other important events related to legal
proceedings. They can be maintained in a variety of formats, including paper-based calendars,
electronic calendars, or a combination of both.

A legal office calendar is essential for ensuring that all important dates and deadlines are
recorded and communicated to relevant parties. By maintaining an accurate and up-to-date
calendar, legal professionals can ensure that they are properly prepared for court appearances and
other events, that filings are submitted on time, and that clients receive the best possible
representation.

There are two main types of legal office calendars:

An electronic legal office calendar is a digital system for organizing events, appointments,
deadlines, and other important dates relevant to legal work. These calendars are often integrated
with other office software and can be easily accessed by multiple users in real-time. Some popular
electronic legal office calendars include Microsoft Outlook, Google Calendar, and iCal.
Electronic calendars have many benefits over manual calendars, including:

The ability to set reminders for upcoming events and deadlines

The ability to share the calendar with other team members
The ability to sync with other software, such as email and project management software
Easy editing and updating of events
Searchability to quickly find specific events

On the other hand, a manual legal office calendar is a physical system for recording and
organizing events, appointments, deadlines, and other important dates relevant to legal work.
Manual calendars can be in the form of a planner, wall calendar, or desk calendar.
Manual calendars have some benefits over electronic calendars, including:
Portability and accessibility even without internet or electricity
Reduced risk of technological issues or data loss
Less reliance on technology for organization and planning
However, manual calendars also have some downsides, including:
Limited space for recording events and deadlines
Less ability to set reminders for upcoming events and deadlines
Less ability to share the calendar with other team members
Limited ability to edit or update events
Chapter 3, Lesson 3

What is a court docket?

A court docket is a schedule or list of cases that are set for hearing or trial in a particular court
or tribunal. It contains information about the case, including the names of the parties, the attorneys
representing them, the case number, the date and time of the hearing or trial, and the location of the
court.
Dockets are used to manage court cases and ensure that cases are heard in an orderly and
efficient manner. They are often published online or made available in hard copy at the courthouse,
and can be accessed by the public, attorneys, and other interested parties.
In general, the court clerk's office is responsible for maintaining the docket and making updates as
needed. This includes adding new cases, updating hearing dates and times, and recording the
outcomes of hearings and trials.

The role of a legal secretary in a court docket is critical to ensuring that court proceedings run
smoothly and that attorneys are properly prepared for all scheduled events. The legal secretary is
responsible for developing and maintaining the court docket, which is a schedule of court
proceedings, including hearings, trials, and other legal events.

To develop a court docket, the legal secretary works closely with attorneys and other legal
professionals to gather information on all upcoming court events related to cases. They then input
this information into a docket program or software, ensuring that all events are properly labeled,
color-coded, and scheduled.

Once the court docket is created, the legal secretary plays a key role in managing the docket,
which includes keeping track of any changes or updates to events and communicating these
changes to attorneys and other legal professionals in a timely manner. The legal secretary is also
responsible for ensuring that all necessary documents and evidence are properly prepared and
submitted to the court in advance of scheduled events.

As a legal secretary, you play an important role in keeping your attorney prepared. Here are some
tips on how to do so:

1. Maintain a well-organized calendar: A well-maintained calendar can help your attorney stay on
top of important deadlines and meetings. Make sure to update the calendar regularly and
provide reminders as needed.
2. Keep track of important documents: Make sure your attorney has access to all necessary
documents related to a case, including court filings, correspondence, and legal research.
3. Anticipate your attorney's needs: Pay attention to your attorney's workflow and anticipate their
needs before they have to ask. This can include tasks such as scheduling meetings, filing court
documents, and drafting correspondence.
4. Communicate effectively: Keep your attorney informed about important developments in cases
and any upcoming deadlines or meetings. This can help them stay prepared and avoid
surprises.
5. Stay up-to-date on legal developments: Stay current on legal developments in your area of
practice and keep your attorney informed about any relevant changes in the law.
Chapter 3, Lesson 3

REFERENCES

Peel, N. (2019, October 11). Legal Calendaring Best Practices You Should Follow. Smokeball.
Retrieved April 27, 2023, from https://www.smokeball.com/blog/legal-calendaring-best-practices-
you-should-follow

Sanders, K. (n.d.). Home. YouTube. Retrieved April 27, 2023, from

https://docs.google.com/document/d/1I31_vL_y1JZRAc8sDDRq-Yda68bzl85zsyeNE-XMD90/edit

Springshare. (2023, March 29). Research Guides: Legal Research: A Guide to Case Law: Dockets
and Court Filings. Library of Congress Research Guides. Retrieved April 27, 2023, from
https://guides.loc.gov/case-law/dockets-court-filings

Stange Law Firm, PC. (2018, June 26). What’s a court docket and how do they work? JD Supra.
Retrieved April 27, 2023, from https://www.jdsupra.com/legalnews/what-s-a-court-docket-and-how-
do-they-88923/

Tsuo, C. (2023, February 24). Dockets and Pleadings: Home. UCI Law Research Guides. Retrieved
April 27, 2023, from https://libguides.law.uci.edu/dockets
 3.4

MANAGE LEGAL
DOCUMENTS, FILES,
FINANCIAL AND
OTHER RECORDS

Assigned Member:

Jennifer Escala
BSOA 3-3N
Chapter 3, Lesson 4

INTRODUCTION

There is a file for every client who hires an attorney or legal firm. This is a basic fact of the legal field.
In many circumstances, several files within files may include documentation relevant to each case or
matter involving the client. Clients who have been with the firm for a longer time have larger files.
Due to the rapid accumulation of paperwork in the legal sector, most firms devote a large portion of
their office space to client files.

Storage Access

McDivitt Law Firm has storage in their law firm where they store and keep tons of files and
documents from their clients. According to David McDivitt, the vice president of the McDivitt law firm,
the proposed solution for their storage problem, especially in storing tons of paper documents,
includes both an electrically powered mobile system and a smart storage system that provides more
capacity than the traditional one. Powered mobile storage is convenient because of its ease of
access and usability. This storage has more rooms to store and keep various documents for the
clients.

Legal documents include letters, briefs, interrogatories, motions, adjournments, and numerous other
correspondences that are retained as hard copies within a client file, regardless of whether copies of
these items are saved on a computer hard drive somewhere in the office. Aside from the
correspondence coming from the office, there is additional paperwork from opposing attorneys
and/or other parties involved in the matter, and it is easy to understand how much paperwork can
accumulate. As a legal secretary, it is important that you have a clear understanding of how to deal
with client files.
File Folders

Manila Folder - a manila folder is a file folder designed to

contain documents, often within a filing cabinet. It is
generally formed by folding a large sheet of stiff card in half.
Though traditionally buff, sometimes other colors are used to
differentiate categories of files. Most offices use manila or
yellow folders to keep records organized. In addition to
manila folders, most law offices will use expandable file
folders.

Accordion File Folder - legal files are usually started in

what is known as an "accordion file folder." These larger,
expandable files allow for the addition of a multitude of
documents, which is necessary when dealing with legal files;
they also have elastic or some other type of attached
fastener that keeps the file closed and the contents inside
when not in use. This is important since files are often
brought to other offices, to court, or on the road with the
attorney when necessary.
Chapter 3, Lesson 4

IMPORTANCE OF THE LEGAL FILE

Legal files are an important part of any law office and the business of representing clients. It is
necessary to protect the client's rights, property, and assets. They also contribute to the
development of client's reputations while providing evidence of their transactions in court. Legal
papers protect clients from the risks of not obtaining what they seek. They can be used to support
claims for compensation, such as those originating from negligence or breach of contract. Legal
documents are important because they protect one party from being defrauded by another in an
agreement. Although verbal agreements are acceptable, they do not provide the same level of
protection as written agreements. Furthermore, legal papers have weight in resolving conflicts in
court.

As a legal secretary, it is your responsibility to keep things organized properly for the attorney you
work for. They should be able to simply pick up a file and find everything needed. Thus, make sure
that you are keeping all hot files current by filing daily and other files up-to-date by filing at least once
or twice per week. Take the time to understand the file format at any legal firm where you work and
stick to it, regardless of whether you learned a different approach elsewhere. Remember that you
are responsible for protecting your attorney's client's privacy, and you should never disclose any
details of their legal concerns or the contents of their files to anybody unless your job requires it.

FILING SYSTEM

Creating New Files

As soon as your attorney is retained by a client, you must create a file for that client. Methods will
vary from firm to firm, and you should always follow firm or individual office procedure to the letter;
however, there are standard rules to file creation. Standard procedure for starting a new file is as
follows:

1. Procure a new accordion file folder

2. Add the client's name by either writing it with a black marker or by adding a typed label. The name
should be written, or the label should be affixed to the top left or right corner of the folder, depending
upon the filing system used (the name should be visible by whatever is the outside corner when filed
away). Follow this order in labeling: last name, first name, middle initial if applicable. If the filing
system of the office requires it, add a file number in the opposite corner and the name of the case
beneath, for example, Roe v. Wade. In some offices, the docket number may also be added to the
outside of the folder.

3. Within the accordion file folder should be added a manila folder that you may or may not label
right away. Inside this folder should be a copy of the retainer check, any notes the attorney made
during the initial consultation, and contact information for the client, including cell phone, business
address and number, and home address. Additionally, add originals or copies of any
correspondence brought to the office by the client pertaining to the matter.

4. Leave this file available for the day in the event that your attorney would like to add more to it
before filing. If, at the end of the day it is not needed, file it in whatever manner is standard in your
particular office.
Chapter 3, Lesson 4

Depending on office procedure, a metal paper organizer may be added to the manila folder so that
each piece of paperwork may be hole-punched, added in chronological order, and fastened down.
This keeps papers from falling out or getting shuffled around and makes it easier to locate a specific
piece of correspondence quickly and easily. Many smaller firms will use the inside of the manila
folder to take notes and/or track hours spent on the matter or case. As the case progresses, it may
be necessary to add manila folders and start labeling them in whatever manner makes sense or is
standard for your particular office. If different matters come up, then a manila folder should be
assigned for each matter or case involving that client. Some offices will require an accordion file
folder for each separate matter. Longer standing clients with multiple large cases may require a
separate file folder for each case.

Updating Existing Files

As previously stated, a copy of each item of correspondence must be added to the file as it is sent.
Due to the continual flurry of activity in legal offices, secretaries often set specific days of the week
for filing papers away in warmed or cool files. (files that are not urgent or currently "hot"). That way,
they will keep accumulating documents in folders on their desks until time is available to file them. In
this case, you may discover that you have several days' worth of copies to file in one folder. When it
comes time to file everything, make sure that you arrange them in chronological order, with the most
recently sent or received document at the very top. Ensure that all files are completely up-to-date by
the end of each week. At the end of each day, hot files should be updated. This is important because
the attorney you work for may be reviewing this file on a daily basis to determine where the case
stands with regard to the opposing party.

If you find that the paperwork has begun to exceed the size limitations of the first, second, or third
accordion folder, then do not hesitate to start a new folder for that case. Stick with the original
naming conventions and be sure to label the folder with the number file it is. For example, if it is the
third file you are starting for a particular case or matter, and then put a three on the folder after the
client name, case name, or file number. This is preferable to dealing with a ripped, torn, or bulging
folder that scatters papers everywhere when it is opened.

Filing and Archiving Unused Files

Filing papers into their respective places on active files should be done at least once or twice every
week; still, cases sometimes have a lull or are tied up, postponed, dismissed, or otherwise put on
hold. In this situation, these files, also referred to as cool files, are stored in their appropriate cabinet
or shelf until they are needed.

If a case has been won, lost, settled, dismissed, or closed and the file is no longer needed or being
used, it may be archived. No file should ever be thrown away. There is normally an area of file space
reserved for archived files. There may be pending documentation or records for a certain file that
should be archived. In this scenario, keep the file in the current files area until it is completed. Once
all relevant papers have been added, place them in the archive area.
Chapter 3, Lesson 4

Paperless Legal Filing System

Maintaining a law firm filing system is naturally difficult, but the right tools and technology may make
the process run more smoothly and easily—especially if you're transitioning to a paperless legal
filing system. Here are three essentials to consider:

Searchable PDF software. One of the primary advantages of using digital files in your law office
file system is that you can search through legal documents online rather than spending time
flipping through pages. Multiple files can be converted to sophisticated PDFs using software
such as Adobe Acrobat DC or Foxit PhantomPDF.
A scanner. A scanner is needed if you wish to digitize your legal firm's files and documents. A
user-friendly scanner, such as the Fujitsu ScanSnap, makes digitizing a simple and quick
procedure by including features like one-button scanning, shortcut buttons, easy profile
selection, and document management.
Cloud-based document management software. Clio’s cloud-based legal document
management software stores your files on the cloud, helps you organize them, and then
provides safe access to them from anywhere. Using the cloud for your legal filing system boosts
your firm's productivity and efficiency by providing limitless document storage with automated file
backup and simple search capabilities. You can discover the file you need in seconds using a
keyword search.

CONFIDENTIALITY

Documents in a client's file should always be kept as confidential, no matter how small the subject or
case. As a professional, it is critical that you maintain the contents of any file strictly confidential. You
will have access to a significant number of information that is not intended for public consumption, so
bear in mind that your job requires you to keep the confidentiality of your attorney's clients. This
means you should never disclose, divulge, discuss, or gossip about a case or problem being
handled by your superior, and you should never discuss the matter directly with the client unless
your work requires it.

REFERENCES

Handling Client Files as a Legal Secretary. (n.d.). Universal Class. Retrieved April 10, 2023, from
https://www.universalclass.com/articles/law/handling-client-files-as-a-legal-secretary.htm

Why Are Legal Documents Important? – Must Read! (n.d.). Ralb Law. Retrieved April 10, 2023, from
https://ralblaw.com/why-are-legal-documents-important/

Sharon, M. (n.d.). How to Successfully Organize Your Legal Files. Clio. Retrieved April 20, 2023,
from https://www.clio.com/blog/legal-filing-systems/

Patterson Pope. (2014, January 21). Legal File Access and Storage for McDivitt Law Firm. YouTube.
Retrived April 20, 2023, from https://www.youtube.com/watch?v=OXtck7s47DQ&feature=youtu.be

Brandi Hollis. (2022, July 8). Ukissim Expanding File Folder with Tabs. YouTube. Retrieved April 20,
2023 from https://www.youtube.com/watch?v=AS-OCFVVM8c
 3.5

HANDLING MAILS, FAX, OR

ARRANGE DELIVERY OF LEGAL
CORRESPONDENCE TO CLIENTS,
WITNESSES, AND COURT
OFFICIALS

Assigned Member:

Jezrel Largo
BSOA 3-3N
Chapter 3, Lesson 5

Introduction

Legal secretaries are responsible for the handling of mails, faxes, and the delivery of legal
correspondence to clients, witnesses, and court officials. This involves sorting and organizing
incoming and outgoing mail, faxes, and other legal documents, responding to requests for
information, and informing the attorney of any relevant matters. They must be able to use discretion
to determine which documents are confidential and which are not, and be able to follow instructions
from the attorney accurately.

They may also be required to develop and maintain a filing system for all legal documents,
coordinate the delivery of documents to clients, witnesses, and court officials, and ensure that all
outgoing documents are accurate, complete, and properly formatted. Furthermore, they may need to
schedule meetings and court appearances, prepare legal documents, and research case law. They
may also be responsible for preparing and maintaining legal documents, monitoring deadlines, and
providing administrative support to attorneys.

In addition, legal secretaries must possess excellent communication and organizational skills, as
well as be knowledgeable in the court system and legal terminology. They must also be detail-
oriented, have good problem-solving skills, and be able to multi-task in a fast-paced environment.
Additionally, legal secretaries must be comfortable using computers and have a working knowledge
of software applications such as Microsoft Office.

Handling Mails and Faxes

Mailing and faxing are common duties of a legal secretary. Handling mail and faxes is an important
part of a legal secretary's job.

When handling mail and faxes, a legal secretary should be familiar with the firm's mailing and fax
policies and procedures. They should ensure that all mails and faxes are properly labeled and
delivered to the correct recipient in a timely manner. Additionally, they may be responsible for
organizing mails and faxes into folders or other tracking systems..

A legal secretary also be responsible for responding to mail and fax inquiries and requests. This may
include responding to questions about legal documents and other matters related to the firm or its
clients. Additionally, they should ensure that all mail and fax documents are properly stored and filed
in accordance with the firm's policies and procedures.
Chapter 3, Lesson 5

Arranging Delivery of Legal Correspondence

To ensure timely delivery of legal correspondence, legal secretaries must first receive and review the
mail or fax from the sender. They must verify the recipient's address and contact information, as well
as any other pertinent information such as special instructions or deadlines. After the information has
been verified, legal secretaries will then arrange for the delivery of the correspondence. This may
include mailing the document, faxing it, or arranging for a courier to deliver it.

In addition, legal secretaries must ensure that all legal correspondence is properly documented and
tracked. This includes keeping accurate records of the date the mail or fax was received, when it
was sent, and when it was delivered. They must also ensure that all documents are handled
securely and that the confidentiality of the information is maintained.

By fulfilling these duties, legal secretaries are able to ensure that all legal correspondence is
delivered in a timely and accurate manner. This helps to ensure the smooth functioning of the legal
process and promotes efficiency within the legal system.

Types of Legal Correspondence

There are a variety of types of legal correspondence that a legal secretary must be responsible for.
These types of correspondence include:

1. Drafting letters: A legal secretary must be able to draft legal letters on behalf of their employer or
client. This may involve sending out communications to other parties involved in a case, such as
opposing counsel or a court.

2. Transcribing documents: A legal secretary must be able to transcribe any documents needed by
the lawyer, such as meeting notes or court transcripts.

3. Answering inquiries: A legal secretary must be prepared to answer any inquiries from clients or
other parties, such as questions about a case or requests for more information.

4. Filing documents: A legal secretary must be able to properly file any documents needed for a
case, such as pleadings, motions, and other legal documents.

5. Maintaining calendars: A legal secretary must be able to keep track of deadlines and other
important dates related to the case.

6. Scheduling meetings: A legal secretary must be able to arrange meetings with clients, witnesses,
and other parties involved in the case.

7. Preparing for court: A legal secretary must be able to prepare for court appearances, such as
collecting and organizing documents needed for the appearance.

8. Documenting expenses: A legal secretary must be able to document any expenses related to the
case, such as travel expenses, filing fees, and other costs.
Chapter 3, Lesson 5

Importance of Accuracy and Attention to Detail

Accuracy and attention to detail are of utmost importance for legal secretaries. A legal secretary’s
job involves providing administrative and clerical assistance to attorneys, and any errors on the
secretary’s part could have serious consequences.

Legal secretaries are required to draft, review and revise legal documents, such as contracts,
pleadings, and appeals. A legal secretary must be familiar with legal terminology and be able to
accurately capture the meaning of the text. Any mistakes in these documents could lead to
misinterpretation of the message. For example, a misworded contract or pleading could lead to a
misunderstanding between the parties involved, resulting in a loss of money or time. Additionally, if
incorrect information is included in a document, it could have serious legal implications. For
example, if a legal secretary incorrectly states a person’s name in a document, that person could be
held liable for a crime they did not commit.

Legal secretaries must also be detail-oriented when it comes to filing and organizing documents.
Legal documents can be extremely complex, and the secretary must be able to quickly and
accurately locate the correct document. Additionally, legal secretaries are often responsible for
organizing and maintaining document databases. Any errors in the filing system could lead to a
delay in a case or an incorrect decision being made.

Overall, accuracy and attention to detail are essential for legal secretaries. Any mistakes or
inaccuracies in legal documents could have serious legal repercussions. Thus, it is essential that
legal secretaries take their time and double-check their work to ensure that all documents are
accurate and up-to-date.

REFERENCES

Handling Client Files as a Legal Secretary. (n.d.). UniversalClass.com.

https://www.universalclass.com/articles/law/handling-client-files-as-a-legal-secretary.htm

Legal Secretary Information: Client Contact Guidelines. (n.d.). UniversalClass.com.

https://www.universalclass.com/articles/law/legal-secretary-information-client-contact-guidelines.htm

Legal Secretary - Video Training Course | John Academy. (n.d.). YouTube.

https://m.youtube.com/watch?v=8N7TdapMgAwoECAkQAg&usg=AOvVaw057j41zww-
IQd9_MVfYk8p

Important Legal Documents a Legal Secretary Needs to Know. (n.d.). UniversalClass.com.

https://www.universalclass.com/articles/law/important-legal-documents-a-legal-secretary-needs-to-
know.htm

Indeed Editorial Team. (2023). Legal Secretary Skills: Definition and Examples. Indeed Career
Guide. https://www.indeed.com/career-advice/resumes-cover-letters/legal-secretary-skills

7 skills for a successful law career | Prospects.ac.uk. (n.d.). Prospects.

https://www.prospects.ac.uk/jobs-and-work-experience/job-sectors/law-sector/7-skills-for-a-
successful-law-
career#:~:text=Visit-,Attention%20to%20detail,costing%20your%20firm%20their%20business.
 3.6

MANAGE
REPROGRAPHICS AND
OTHER DUPLICATING
PROCESSES

Assigned Member:

Jezrel Largo
BSOA 3-3N
Chapter 3, Lesson 6

Understanding Reprographics

Reprographics is the reproduction of documents that are used in the legal field. It is the responsibility
of a legal secretary to ensure that all of the documents that need to be reproduced are properly
formatted, printed, and distributed to the appropriate parties. This includes making sure that all of the
necessary documents are included in the reproduction process and that the copies are of high
quality. Additionally, the legal secretary must ensure that the copies are stored and archived properly
so that they can be easily accessed in the future if needed.

Legal secretaries fulfill their duties in managing reprographics and other duplicating processes by
ensuring that documents are properly stored, organized, and labeled. They oversee the production
process to make sure that documents are accurately replicated and that the quality of the copies is
maintained. They also maintain the equipment used in the process, ensuring that it is functioning
properly and that it is regularly serviced and maintained.

A Legal secretaries are responsible for ordering supplies and materials needed for reprographics
and duplication, as well as ensuring that invoices for these supplies and materials are paid in a
timely manner. And last, legal secretaries are responsible for ensuring that all reprographics and
duplicating processes are compliant with local and federal laws and regulations.

Managing Duplicating Process

Managing duplicating processes is an important duty of a legal secretary. This includes making
copies of documents for all parties involved in a legal case and keeping track of those
documents.The legal secretary must ensure all documents are properly duplicated to ensure
accuracy and that no mistakes are made in the process. This includes checking the accuracy of
copied documents and ensuring they are distributed to the correct parties.

The legal secretary must also be familiar with the legal process and the types of documents that
need to be duplicated in order to ensure accuracy. Finally, the legal secretary must be able to
manage the time and resources needed to complete the duplication process. This includes
organizing documents, setting deadlines, and managing any issues that arise during the process.

Ensuring Confidentiality and Security

As a legal secretary, it is important to uphold confidentiality and security when handling

reprographics and other duplicating processes. This includes making sure that all copies that are
made are accurate and secure, as well as any other documents that are shared with any outside
organizations. It is also important to ensure that all client information is kept confidential and that all
processes are conducted in accordance with the law.

In terms of security, it is important to ensure that all copies are made on secure, tamper-proof paper
and that any confidential information is not visible to the public. It is also important to keep track of all
copies that are made and to ensure that access to them is restricted to those who need it.
Additionally, it is important to ensure that all documents are properly stored and secured and that
any destruction of documents is done safely and securely.
Chapter 3, Lesson 6

Finally, it is important to ensure that any data that is being shared with outside organizations is done
securely, using encryption technology where necessary. This is especially important when it comes
to the sharing of confidential client information, as any breach of security could lead to serious legal
consequences. By upholding the highest standards of confidentiality and security, legal secretaries
can ensure that all documents and processes remain secure and that the rights of their clients.

Maintaning Quality Control

As a legal secretary, managing quality control in reprographics and other duplicating processes is a
key part of ensuring that documents are accurately reproduced for court proceedings. Quality control
measures should involve reviewing the document for accuracy and clarity before it is reproduced,
and checking the copies for any errors or inconsistencies. Legal secretaries should also be aware of
any new technologies or processes that could help ensure better quality control in the duplication
process. Quality control should also involve ensuring that the documents are stored securely and
that any data that is stored is done so in accordance with applicable data protection regulations.
Finally, legal secretaries should be aware of any legal requirements or standards that must be met
with respect to the reproduction of documents.

REFERENCES:

Pamoo. (2022). The Role and Performance of Legal Secretaries in Law Firms. S.P.A. Ajibade & Co.
https://spaajibade.com/the-role-and-performance-of-legal-secretaries-in-law-firms/

The Future of Legal Secretaries - Prism Legal. (2017, October 26). Prism Legal.
https://prismlegal.com/the_future_of_legal_secretaries/

The Importance of Confidentiality | DEDICATED. (n.d.).

https://www.legalsecretaryjournal.com/the_importance_of_confidentiality
 3.7

HANDLING
DICTATION AND
TRANSCRIPTION

Assigned Member:

Christina L. Elli
BSOA 3-3N
Chapter 3, Lesson 7

What is Dictation?

Dictation is the process of speaking into a recording device or to a person who writes down the
words you're speaking. Once the dictation is done the person can review it either by reading the
written documents or playing the records.

Portable Dictation Recorder

Price: $499 = 24, 950 pesos

This is a martel brand of dictation recorder. In the product description that this
will automatically download the dictated materials to a PC in the office or out of
office via email.

Slide-switch operation (record, stop, play, fast rewind just like your old tape
recorder)

Almost all professional attorneys, rely heavily on dictation when making letters, recording legal
briefs, organizing legal documentation or simply collecting and nailing down your thoughts
regarding an important case. If you do not have the latest lawyers dictation equipment, you might
be wasting tons of money and time. Martel offers the most up to date technology for lawyers who
use dictation equipment in the world.

According to this company, for over 63 years of speaking to Lawyers & Attorneys, it has given them
a real insight to what the kind of dictation materials they need. So one of their products is the Elite
Dictation Recorder, it is a one of a kind dictation recorder made just for Lawyers or anyone who likes
it simple. It is easy to use with a slide control that lets you rewind just like an old recorder.

Lawyers prefer using dictation recorder due to the following reasons below:

Battery life – Digital dictaphones carry a 48 hour or more guaranteed battery life, and some include
removable batteries which can be charged and used as a second backup option. Smartphones don’t
have detachable batteries so a second battery option is not usually possible unless you consider a
second smartphone.

Sound quality – Sound quality is one of the best traits of the smartphone ‘voice recorder’ but it was
not designed to record simulated 3D sound. Digital dictaphones are essentially miniature recording
studios that ensure minimal background noise and give you quality experience. You can purchase
microphones (created for digital dictaphones) that have built-in digital acoustic feedback
suppression, to minimise ‘howling’.

Recording time – The smartphone can only record a 2-hour session with its battery life. Digital
voice recorders boast over 1000 hours of recording time, the higher the quality of the recording, the
more power is used up. However, this will still be more than the 2-hour battery life Smartphones
offer.

Easy use – Digital dictaphones are easy to use and are already equipped with operating buttons
such as press record, pause, stop and play. Most smartphones are not equipped to help you record
effectively. This includes additional features such as voice activation, variable – speed playback and
track marking.
Chapter 3, Lesson 7

Additional benefits – What happens if you lose your smartphone before you have transcribed your
content? This could be a huge loss and a waste of your resources. With digital dictaphones, you can
easily transfer your recording via USB to your personal computer immediately after recording. More
advanced dictaphone Apps such as SpeechLive encrypts your dictation during recordings, all you do
is speak, send your transcription to the device of your choice and you’re done.

While smartphones can do the ‘work’, they are certainly not built to be digital recorders. Digital
dictaphones, however, thrive when put to the test! This is perfect for the savvy professional that
wants to work simpler, faster and better – without compromising quality.

What is Transcription?

Transcription is the process of typing or preparing any type of legal documents from video and or
audio recordings into a written text document that's been carefully formatted.

Transcribing or ‘transcription’ is a synonym for ‘writing out’ or ‘typing out’. It is the process of
converting spoken language or recorded audio into written or digital text. The most common
application of transcriptions is the transcription of audio and video files, by listening to an audio or
video recording and transcribing or typing out the words spoken by the speaker(s).

Legal transcriptionist is the one who listens to the video or audio files and types out the spoken
words creating a properly formatted written legal paper.

Why is legal transcription important?

Many lawyers recognize the benefits of professional legal transcriptionists.

Having them can help improve productivity and they can save more time, making more time to
focus on their priorities. Besides, a professional transcriptionist contains enhancements such as
speaker identifications and time stamps. This helps attorneys in building their cases. In addition, they
offer additional clarity when giving out evidence.

Transcription is important for various reasons, including improving accessibility, accuracy, and
time saving.

Written format documents make it easier to highlight important pieces of information.

Legal transcriptionists also stored digital copies to make them more organized and easier to
transport.

One of the biggest and most essential benefits of legal transcription service is:

That it will save a huge amount of time.

Making it more time to study and prepare your top priority and key competencies
Law firms are busy companies making time to prepare documents from their cases is a big
hassle.
With a legal transcription service that can work fast, cost-efficient, and reliable.
Chapter 3, Lesson 7

Legal Proceedings

In legal proceedings such as court hearings, depositions, and interviews, transcription is a crucial
tool that helps ensure justice is served. Transcription creates an accurate record of events, providing
lawyers, judges, and other legal professionals with an unambiguous reference for future use.

The importance of accuracy in legal documentation cannot be overstated, as even the smallest
detail can make a significant difference in the outcome of a case. With transcription, legal
professionals can review exact statements made during proceedings, ensuring all details are
captured accurately. Furthermore, transcription can also help legal teams prepare for future
proceedings by analyzing previous testimony and identifying potential areas for further questioning.

All in all, transcription is an essential tool for legal professionals, enabling them to conduct
proceedings accurately and effectively, and ensuring that the principles of justice are upheld.

Tips for an efficient and accurate transcription process

Want accurate and high-quality transcriptions? The first step is ensuring you have high-quality audio
recordings. Position your microphone correctly, adjust recording settings, and choose the right file
format to capture crystal-clear audio. Don’t let background noise or low-quality equipment ruin your
transcription!

Use a quality microphone: The quality of the microphone can greatly impact the clarity of the
audio. Invest in a good quality microphone that is suitable for the recording environment.

Practice your typing speed. It can be easier to email and draft other forms of communication
when you can type well especially when you are a legal secretary, to transcribe faster you
should at least type 55 wpm to complete many tasks.

Check the recording settings: Ensure that the recording settings are appropriate for the
situation. This includes adjusting the levels, bit rate, and file format.

Minimize background noise: Try to record in a quiet environment to minimize any background
noise that could interfere with the recording.

Place the microphone properly: Proper microphone placement is key to capturing clear audio.
Ensure that the microphone is close to the speaker and positioned at a 45-degree angle.

References:

Jacobs, E. (2022, July 29). Legal transcription vs. dictation: Key differences that will improve
how you use them. Rev. Retrieved April 27, 2023, from https://www.rev.com/blog/transcription-
blog/legal-transcription-vs-dictation
Posted by D.C. on 28th Jun 2019, Posted by Cheryl M. on 20th Mar 2019, & Posted by William
S. on 5th Aug 2017. (n.d.). Lawyer dictation recorder + free secretary transcriber. Martel
Electronics. Retrieved April 27, 2023, from https://martelelectronics.com/lawyer-dictation-
recorder-free-secretary-transcriber/
Audio transcription: How to transcribe audio to text. Amberscript. (2023, April 26). Retrieved April
27, 2023, from https://www.amberscript.com/en/blog/what-is-transcription/
 3.8

PERFORMING
SIMPLE LEGAL
RESEARCH

Assigned Member:

Queen Lorraine De Leon

BSOA 3-3N
Chapter 3, Lesson 8

Introduction

The value of research cannot be overstated. It is essential for academic success as well as
success in many professions such as law, writing, and finance. Learning how to do research is an
important part of learning about life – as it helps us to make informed decisions about everything we
need and want to know, and it helps us to have a detailed analysis of anything there is to know.
Research allows us to learn about new things and gain better understanding of any specific topic or
issue. The same goes when it comes to legal research. Legal research is imperative to the practice
of law. Depending on where you are in your legal career, there could be multiple reasons to brush up
on the basics of legal research. Legal research simply means the process of finding, identifying, and
cite-checking the information and applicable laws needed to support the legal decisions that will
empower your legal arguments. For attorneys, legal research plays a crucial role in their profession
– and sometimes, they need their legal secretaries to perform simple legal research for them in order
to focus more on other aspects of their practice. Attorneys need legal research in order to manage
any type of case and the corresponding legal processes objectively and legally. In addition, every
lawsuit, judicial appeal, criminal cases, and legal procedures need a certain amount of legal
research. It will help in determining the current legal scenarios and issues as well as helps in finding
out a solution to deal with. Basically, the purpose of legal research is to find support for a specific
legal issue. And sometimes, attorneys need their legal secretary to do legal research in order to
simply provide clients with accurate legal guidance or to get more facts or answers on the case or to
various legal questions that the attorney is dealing with.

Moreover, reviewing the basics of legal research should become regular practice. Whether
you’re a law student or recent graduate preparing for your career, or if you want to work in the legal
field whether as a Paralegal, Associates, or a Legal Secretary. Having basic knowledge on how to
perform simple legal research is must skill in order for you to succeed in your career.

As stated above, legal secretaries do legal research as well. They play a crucial role in a law
office. They are always present to assist Attorneys with their workload, and work hard to ensure that
the office can run smoothly and efficiently. However, legal secretaries must be well-versed in the law
and legal procedures. They should understand not only how to correctly perform certain tasks but
also understand why they are doing them, and how they will be able to produce quality work. After
all, legal secretary is a secretarial role which requires various skills – from scheduling meetings and
appointments, drafting multiple legal documents and correspondences, to maintaining complex
docket systems and engage in legal research.
Chapter 3, Lesson 8

How to do Basic Legal Research

Frame the issue.

Before beginning your research, you should know what the case is about or what legal issue/s you
need to focus on. Framing an issue helps to frame thoughts about what the problem is and how to
solve it. It will also help you to make your objective as clear as possible. If you don’t identify your
actual legal issue, you won’t know what to search for. So, always gather the key facts so you know
the "who, what, why, when, where, and how" of your case.

Determine jurisdiction and time limitations.

Don't cast your net too wide when it comes to legal research — it means that you should focus on
the relevant jurisdiction only. And in time limitations, usually researchers don’t have a lot of time to
research this and that, so in some instances, you may have to make do with a quick resource
instead of an in-depth and wholly reliable source.

Gather sources of law. (Start with secondary sources)

After you have gathered the facts and knowing what your legal issue is, the next step is knowing
what to look for – gather relevant sources of law. When gathering sources, start with secondary law
materials. This will help you ensure that you are up-to-speed on what experts have to say about a
topic before you begin your case law search or your primary sources. Why begin with secondary
sources? It is because secondary sources provide you with a thorough overview of legal topics – it
means that you don't have to start your research from scratch. In short, secondary legal sources are
materials that describe or interpret the law. They are educational resources that provide analysis of
the law. Secondary sources may include journal articles, practice guides, legal treatises, legal news,
legal dictionaries, etc. After secondary sources, you can move on to primary sources of law (case,
statutes, regulations). A primary legal source is a formal document, such as a case decision or
legislative act, that is issued by the government and establishes the law on a specific subject.
Without secondary sources, legal research would be a time-consuming, near impossible task.
Primary sources (cases and statutes) establish the law, while secondary sources of law are
background resources that explain, interpret, and analyze the law.

Look up other pertinent guidelines.

These include rules of procedure, ethics, non-legal and other materials if needed.

Identify new search terms and legal concepts.

Refine research strategy to incorporate findings.
Periodically consult your notes/facts to ensure you are staying on track.
Consider other relevant sources (e.g., surrounding sections of statutes, definitions, related
authority)
Chapter 3, Lesson 8

Update and final check. Use citator.

Laws change, so keep your research up to date. Statutes change, and courts issue new opinions all
the time, so make sure to keep your legal research up to date. Make sure you have addressed all
issues completely. In addition to this, one of the most important steps with every legal research
project is to verify that you are using “good" law. You should check your case citations as you collect
them, especially since legal research software can provide a quick view of how your case was
handled in court directly from your search results. One of the simplest ways to find out if something
is still good law is to use a legal tool known as a citator, which will show you subsequent cases that
have cited your source as well as any negative history, including if it has been overruled, reversed,
questioned, or merely differentiated. There are several accurate citator tools out there like KeyCite
and Casetext. After you are done checking all of that, make sure to proofread your research in order
to guarantee that all changes and updates you have made are adequate.

How to Improve Legal Research Skills

Legal research skill is an asset to all legal professionals, be it law students, advocates, or judges.
However, to attain success, it becomes imperative to sharpen this skill set continually. The following
are some tips to improve your legal research skills.

Inculcate the habit of reading case laws, and legal blogs to stay updated.

Knowledge is power, and in the legal profession, knowledge is acquired through constant reading
and keeping oneself abreast with the latest advances in the legal field. Reading case laws and legal
blogs will help you keep updated and informed, and it will greatly improve your legal research skills.
Chapter 3, Lesson 8

Start from the basics.

In legal research, one must begin with the abc of the subject or with the basic research in order to
understand further issues or decision. The basic understanding of the subject is a pre-requisite for
any argument construction.

Effective Reading.

Reading is an essential part of the research. Lawyers and law student spend hours flipping through
pages of material in a day. However, the key is to efficiently read, which goes beyond just
understanding the text on a page.

Learn how to check multiple sources for the correct information.

We are in a world where access to information is not an obstacle, but where and how to find the
most appropriate piece of information is the real challenge. Authenticity is essential in legal
research, so finding accurate, relevant, and authentic information is very important. Specific legal
research tools, such as government websites are considered to be authentic sources of law.
However, lawyers do read blogs and websites that are not always reliable. As a result, it is critical to
consult multiple sources in order to make the argument more accurate and well-informed.
Chapter 3, Lesson 8

REFERENCES:

Legitquest. (2018, February 12). 7 WAYS TO ENHANCE YOUR LEGAL RESEARCH SKILLS. 7
WAYS TO ENHANCE YOUR LEGAL RESEARCH SKILLS.
https://7waystoenhanceyourlegalresearchskills.wordpress.com/

LibGuides: Legal Research Basics: The Research Process. (n.d.).

https://libguides.law.chapman.edu/legalresearchbasics/researchprocess

Miki, S. (2023, February 2). A Step-by-Step Guide on How to Do Legal Research. Clio.
https://www.clio.com/blog/how-to-do-legal-
research/#:~:text=With%20this%20in%20mind%2C%20the,ve%20found%20is%20still%20relevant.

The basics of legal research in 3 steps. (2020, November 10). Thomson Reuters.
https://legal.thomsonreuters.com/en/insights/articles/basics-of-legal-research-steps-to-follow

Legal Research Basics | LexisNexis. (n.d.). Community.

https://www.lexisnexis.com/community/insights/legal/b/product-features/posts/an-introduction-to-
legal-research
 3.9

ORGANIZE AND
MAINTAIN LAW
LIBRARIES

Assigned Member:

Anna Maria Ignacio

BSOA 3-3N
Chapter 3, Lesson 9

CHAPTER 3: DUTIES OF THE LEGAL SECRETARY

I. ORGANIZE AND MAINTAIN LAW LIBRARIES

A library is a place where books and documents are stored and maintained for usage. However,
we cannot just tell that a library is a room filled with books. A library is a room filled with knowledge
and information. Most of modern libraries nowadays also contains gadgets like computers or tablets
which makes it easier to access information.

What is a Law Firm Library?

A Law Firm Library or a Legal Library is an in-house library that contains books and other texts
on different legal topics. It is a place where legal resources, whether in physical or digital form, is
maintained. It can also be a place where legal research is done by lawyers. A law firm library or legal
library is where lawyers or other legal professionals studies for cases and gets the information about
legal matters.

What can be found in a Law Firm Library?

A law firm library usually contains books, documents, law publications, software or data disks.
Books are the most common material that can be seen in a library. The most common book in a law
library is the constitution, this is what lawyers refer when studying for a case that they handle. Some
of the other common law books are the penal code, civil code, and rules of the court. Documents in
a law library includes copies of cases that can be a reference for future cases that the lawyers will
handle. Law publications refers to other legal documents that can be necessary to study cases like
journal articles and research papers. Software or data disks are necessary to keep the database of
the firm in a neat and order manner.

An in-house law firm library is usually not open to public as its primary goal is to serve attorneys
and other legal professionals in the firm. This is a great way to get resources for legal professionals
of the firm as they can be sure that the resources are reliable. This is also where lawyers can
discuss their cases to one another as they will only see familiar faces in the library.

Law firms that do not have their own law library depends on outside sources for information.
This includes the internet which can be a problem because some information is unreliable and there
has been a wide spread of fake news. However, there are still also the reliable ones like Google
Scholar on the internet and public libraries. A public law library provides legal resources to the pubic
(legal professional or not).

There are a lot of public law libraries in the Philippines. These libraries can be efficient in
getting information and even though free, they are also modern in technology. An example of this is
the National Library of the Philippines, the way of borrowing books is through their computers. The
person who will borrow books must search for the specific books in their computers first, then will be
given a wireless buzzer that will alarm or vibrate when it is time to get the books from the librarians.
Chapter 3, Lesson 9

Here are other examples of public law libraries in the Philippines:

Office of the City Prosecutor Library UP College of Law Library

Manila City Hall, Padre Burgos Ave, 659 Malcolm Hall, Osmeña Avenue, Diliman
Ermita, Manila, 1000 Metro Manila 1101 Quezon City, Philippines

PUP College of Law Library

Ground Floor, Ninoy Aquino Library and Learning
Resource Center Building, Mabini Campus, Sta.
Mesa, Manila, 1008 Metro Manila

REFERENCES:

Tabler, N. (2021, December 20). Is the law library a thing of the past for law firms? Retrieved from
https://www.abajournal.com/voice/article/rip-to-the-law-firm-library

California Courts. Law Libraries, Websites, and Self-Help Books. Retrieved from
https://www.courts.ca.gov/1091.htm?rdeLocaleAttr=en