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In this issue of Just the Facts, we'd like cover document organization, specifically binder divider tabs. Tabs look so simple we take them for granted, without taking the time to understand them properly, or even imagining there is anything to really understand about them!
Here's what we'll cover:
Understanding the two types of binder tabs of the physical world
Organizing and filing paper documents for small case files is typically done with 2" or 3" ring binders and divider tabs. For example, in a typical criminal case you might organize your documents and case binder with the following colour coded divider tabs:
However, what's often not realized is that in what's shown above there are actually two types of tabs behind which documents have been collected:
- The first type of tab collects documents of a specific type, such as the indictment, various reports, photographs, transcripts, warrants, subpoenas, statements, research, opening statement, closing argument, etc.
- The other type of tab collects documents relevant to a particular case issue/topic or administrative matter, such as hearings, motions, bail, investigations, jury selection, witnesses, exhibits, sentencing, etc.
Why MasterFie's document type and issue/topic views replace binder tabs
MasterFile's views were specifically designed to replace and/or enhance the dual organization structure described above. So, for example, the document type view replaces the "document type tabs" and the issue/topic view replaces the "issue/topic or administrative matter tabs".
However, when organizing physical documents there is a fundamental problem: paper can only be filed behind one divider tab. We've all run into, and agonized over, special documents that really should be filed under 2 or more tabs so we can find them again or don't forget about them while reviewing the contents of another tab. For example, suppose you write to your client about several matters listed in the above tabs. Behind which tab would you file your letter and similarly, your client's reply? It doesn't take long before finding a particular document that could be filed under several tabs becomes tedious and time consuming and, worst error prone if you forget about the document when you're looking in the wrong tab. Mistakes you can't afford start to creep in.
Furthermore, when various reports or other evidentiary material later become exhibits at trial they need to be duplicated behind the "Exhibits" tab. Duplicating documents creates new problems. For example, notes may inadvertently be made on both copies and forgotten if you are looking at the wrong copy. These problems, and more, also exist when you try to organize electronic folders in directories the same way. Document systems that depend on searching to find your documents are similarily error prone because each time you need a document you are forced to first set out search parameters and then forced to rummage through the returned hit list, like a Google result page -- tedious work if the hit list is long and frustrating if the document is missing.
MasterFile's views solve all these problems because documents appear behind many "divider tabs", simultaneously, without duplication. Firstly, all documents (not just those for which you made "special tabs") appear not only in the document type view, but also in the by date, author and recipient views simultaneously, so you can quickly find your documents by these attributes as well. Secondly, if a document has been linked to issues/topics or matters, it also appears in the corresponding issue/topic views under the categories used. In other words, you never have to decide which specific tab to file a document behind -- it's filed everywhere at the same time! And "opening a tab" is as simple as clicking on the grey twisties shown in the screen shot below -- no tedious or complex search parameters are needed: searching becomes rapid browsing.
For example, in the document type view below, Steven Doherty's affidavit appears under the "Affidavit" category, together with all other affidavits, so they're all at your finger tips without the necessity of a special "affidavits tab" for them.
However, since Steven Doherty's affidavit is also related to some key issues in the case, it also appears simultaneously in the issue/topic views under all the issues/topics it was linked to, as shown below, so you're able to find it, along with any other information related to the issue/topic -- which in this case, includes some excerpts from Jeff Landenburg's deposition and Steven's examination. Again, no tedious searching is needed -- a couple of clicks and all documents related to a particular issue or matter are listed.
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Now because of the unique nature of MasterFile's issue/topics, how you use the issue/topic view is virtually limited only by your imagination -- it's what makes MasterFile act like putty you moulded to fit your needs. In particular, besides letting you create an outline of issues and topics relevant to your case, as above, you can also use issue/topics to categorize, classify or group together documents, extracts, facts and players to mimic the other divider tabs (such as those related to administrative matters) of your hardcopy case binder. Then, by simply assigning those "binder tab topics" to the relevant documents you're able to locate them according to the binder system you're familiar with (if you prefer to use that system) in addition to the by date, type, author, etc., views that are standard in MasterFile views.
MasterFile's Binder tabs
For those that do like a binder concept, MasterFile provides a specific "Document Binder" view, shown below, that's very appropriate for the smaller case in particular. The "Document Binder" view mimics the case binder, like the one shown at the start of this article, by first listing the documents by type and then listing the binder tab issue/topics you've created and used.
However, since MasterFile's standard views let you pinpoint specific documents quickly, doing away with most "binder tabs", you'll probably find you'll only need to mimic just a few tabs for those situations when you need to keep a specific collection of documents, usually for a particular administrative matter, together.
Remember also that you get the same benefits for your work product because that's stored in MasterFile too instead of being scattered across workstation and server directories.
Using MasterFile Binder Tabs to creating a Corporate Records binder
One of our customers uses MasterFile for their electronic corporate records binders. A MasterFile database for each binder holds scanned copies of the corporate records, categorized by appropriate document types and topics. MasterFile's "Binder view" displays the easy to navigate corporate binder shown below.
To learn more about Issues and Topics in MasterFile, as well as see a demonstration of MasterFile's document repository in action visit the links below.
Further information
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