Office Administration and Technology
Office Administration and Technology
This domain tests the systems that keep a law office accurate and defensible: calendaring, docket control, file organization, records retention, billing, mail handling, e-filing, and secure use of technology. The exam focuses on preventing missed deadlines and inadvertent disclosure.
Core rules
- Calendar every deadline at the time it is discovered, with the triggering event, the rule or order that sets it, the due date, and a reminder before the due date. Recalculate when a rule excludes weekends or holidays.
- Maintain a single matter file with consistent naming, version control, and access limited to those who need it.
- E-filing produces a notice of electronic filing; save the confirmation, filed-stamp copy, and service information to the matter file.
- Before producing a PDF, redact confidential information and remove metadata. Check that redactions are applied to the image, not just drawn over text.
- Use strong, unique passwords, multi-factor authentication, encrypted devices, and firm-approved storage. Do not send client confidences to personal email or unapproved cloud accounts.
- Record time contemporaneously and describe work accurately; do not pad entries or bill for administrative tasks that are not billable under the engagement.
- Follow the firm’s retention schedule and litigation hold. Do not destroy documents subject to a hold.
Worked example
A complaint is served on Monday, March 3. The answer rule allows 21 days after service. Counting begins the day after service, so the due date is March 24. If March 24 falls on a weekend or court holiday, the deadline moves to the next business day. The paralegal should calendar March 24, a reminder on March 17, and the method of service, then confirm the court’s time-computation rule.
Traps
Counting the triggering day; missing a shortened deadline set by local rule; relying on the e-filing system’s receipt as proof of timely filing without the confirmation; leaving metadata in a produced file; and using a personal device or account for firm work. Keep an audit trail.