FileBase In Practice

While Synaptec would work with you to ensure that FileBase meets your exact requirements, it will generally work in one of two ways for most of our clients.

File Room Tracking: The most popular way of using LawBase is to track the location of the paper file.

When a user is in LawBase, they would simply click on the File Room Management Tab, which will show location of various aspects of the paper file. Below is one example of how the File Location may be set, but like all other screens in LawBase, you can adapt it to meet your specific requirements.



In this example, it will show you the standard location of the file, but we can see that the Pleadings File is located in the office of Bess Duggan. In this way, you can quickly track down the file.

The biggest benefit of this system over a standard Paper “out-card” system is that it will track the internal movements of the file because you can periodically inventory the files using a portable bar code reader.



Using a portable bar code scanner as shown above, you can quickly find files that have moved internally, but when combined with the LawBase report writer you can quickly find all the files that are checked out according to LawBase, but were not located in the inventory. These are typically the files that have been physically removed from the office and might be in the trunks of cars or attorney’s homes. Now you can find these files quicker because the sooner that you know its missing the better your chances of finding these files.

These added benefits of knowing where your files are located come with very little overhead on the front side by your users. When a new file is opened, FileBase will automatically print out all the necessary file labels as well as the bar code label. The user will affix those to the paper file and the process is started.



When a user wants to check the file out of the file room, all they have to do is swipe the bar code on the file and a bar code of their name. This will undoubtedly be quicker than pulling a paper out card and completing the information.