Our document management system is called NetDocuments (or NetDocs for short). You must save all (material) emails, documents (including correspondence via SMS, WhatsApp, Facebook messenger etc.) relating to the client/matter in the corresponding work area of NetDocs. Not only is using NetDocs vital for ensuring we remain secure and compliant, but it also facilitates team work as others working on the same matter have access to the files on that matter (if necessary, access can be restricted further). NetDocs can be set to sync up with your laptop and so is able to operate even when you don't have Internet access. You must ensure all documents and material emails are filed in NetDocs. NetDocs operates on a client/matter basis, though you have a personal folder in NetDocs (technically called a work space') for files that do not relate to any current client/matter. Use of the personal folder should be very sparing. Where items (for example, marketing matters) are filed in the personal folder and where a client/matter is later set up to which those items relate, then they should be re-filed in the correct folder.
We use Microsoft Outlook for emails. Your Set Up And Go laptop will already have had Outlook installed on it by our IT Team. You will need to be able to find your emails and, in the event of your departure, a file review, a client file request, complaint or claim or an emergency, so will we. The best way to do that is to ensure everything is stored in NetDocs. NetDocs makes this easy for you by syncing your emails with Outlook. You can map' an email folder in Outlook to a documents folder in NetDocs and thereafter any item filed in Outlook is also filed automatically in NetDocs.
While you should not give any advice before the client/matter is set up, you may still have emails sent to you where there is no file in NetDocs. You should store these in your personal space in NetDocs and move them to the relevant matter folder upon being instructed.
You must name all Outlook folders to include the client number and the client's name, e.g. "BLO1-Bloggs Ltd". You should also create a sub-folder under each client for each new matter. These sub-folders should be entitled with the matter number followed by the matter name, e.g. "1-Share Sale". You will need to ensure that the file name is clear such that you can identify each version; this is vital to ensure you only send out the correct version. Strongly recommended best practice is that file names include the name of the client and the client/matter number.
When a matter closes, you must ensure NetDocs is up to date and sweep up any misfiled emails. Under UK GDPR you will then need to delete your local copy of the file and rely only on the NetDocs copy, which we keep for an appropriate number of years.
We seldom use paper files, but you are welcome to if you think necessary. If so, you should ensure they are clearly marked with the client/matter number. You should also ensure that you comply with our retention and GDPR policies in respect of paper files.
Hint: You need to file important sent emails too. You can either drag them across to the relevant file in NetDocs or bcc yourself on important outgoing emails and file the received email to the relevant folder.