Forms and templates are the most important intellectual property owned by a law firm. We rely on them to be efficient, effective, and productive. But is that reliance misplaced?
The answer is yes, if we fail to devote the necessary time and resources to maintaining our most valuable asset.
Here are some suggestions for keeping your forms library in tip-top shape:
- Update your forms in accordance with the annual rules cycle. Proposed changes to the UTCRs are effective on August 1 of each year. Supplementary Local Rules (SLRs) are effective February 1 unless disapproved. Set task reminders accordingly!
- Monitor and flag out-of-cycle rule amendments by subscribing to OJD News and Media Releases.
- Watch for Oregon State Bar CLEs and publications discussing pertinent legislative changes.
- Use Professional Liability Fund (PLF) resources. The PLF publishes legislation alerts on the most significant changes made by the Oregon legislature. The December 2019 issue of In Brief covers updates in 13 practice areas. The PLF also offers forms, which it strives to update in accordance with the legislative cycle. Visit the PLF Forms page for more information and to view revision dates for documents pertinent to your practice. Also of interest are “Cases of Note,” included in each issue of the PLF In Brief.
- Create a centralized forms library that limits editing rights, but grants access to all users. Capture the library as part of your backup and regularly test backup integrity.
- Consider appointing a forms czar or committee. Establish a process for adding, updating, and dumping forms.
- Ensure that form content is scrubbed of metadata and does not contain confidential client information. Variables – the client-specific information you will be inserting into the form to customize it – should be readily apparent. Using document assembly software like The Form Tool is the way to go.
- Push notifications to firm members when forms in their area of practice change.
- Ask firm leadership to stress the importance of using the centralized library versus hoarding resources on individual desktops or copying and pasting content from one client document to the next.
Start by Downloading the latest UTCR Forms
The latest forms adopted by the Uniform Trial Court Rules (UTCR) Committee and approved by the Chief Justice of the Oregon Supreme Court can be downloaded in Zip, PDF, or Word format on the Oregon Judicial Department UTCR page. These include the following, which were revised in 2019:
Request to Segregate Protected Personal Information
Request to Inspect UTCR 2.100 Segregated Information Sheet
Request to Redact Protected Personal Information from Existing Case
Motion for an Expedited Civil Jury Case Designation
Order Designating an Expedited Civil Jury Case
Request for Hearing re: Statutory Restraining Order
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For the latest out-of-cycle UTCR amendments – effective November 2019 and January 2020, visit the Current Rules page on the OJD website.
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