Year-End Cleanup

To keep our digital files current and organized and our workstations clean, organized and pleasant to work in, we do a yearly cleanup in late December/early January.

• Clear out all your tupperware, water bottles, shoes, bags, coats, scarves, et cetera (from both your workstations and from the staff closet and fridge in the kitchen).
• Go through your desk and remove any food items.
• Use compressed air to clean out your keyboard.
• Clean your physical desk counter and drawers and the area underneath.
• Make sure your equipment is all working properly. If anything needs to be replaced, let Brandan know.
• Go through any stacks of paper at your desk. If something is not vital (and not confidential), recycle it.¹⁾

NOTE: All confidential paperwork must be shredded, not recycled.

• Clean your physical desk counter and drawers and the area underneath.
• Use compressed air to clean out your keyboard
• Wipe down your monitor, mouse, desk drawers, et cetera.
• Make sure your equipment is all working properly. If any of your Reportex-issued equipment needs to be replaced, let Brandan know.
• Go through any stacks of paper at your desk. If something is not vital (and not confidential), recycle it.²⁾

NOTE: All confidential paperwork must be shredded, not recycled.

• Go through your FTP/Sync/OOD folders and delete unnecessary files.
• Go through your shared Sync links and delete any shares that are no longer required:
  • Go to sync.com and sign into your account
  • Navigate to the Shared→Links menu within the blue bar at the top of the webpage
  • Sort the links by Name/Shared on/Views to best suit your needs
  • Click the three dots to the right of the file and choose:
    • Link Settings (if you want to edit the shared link)³⁾
    • Delete Link (if you want to remove share access from the file)
• Clean up your computer's desktop and delete unnecessary files.
• Review your templates in the Office Materials folder and make sure they are all current⁴⁾
• Review your job description (found on your wiki hub) and make sure the responsibilities are current. Send any revisions to Christy, and she will make the necessary changes.
• Review your wiki hub (and all associated articles) and make sure the instructions are current. Send any revisions to Christy, and she will make the necessary changes.⁵⁾

All of our emails are stored on i-worx's Exchange server. Not only does Reportex get charged based on how much storage we use, larger email databases are actually slower for you to access and could result in your program freezing up. Therefore, the more old emails you remove (particularly old emails with attachments), the less lag you'll experience in Outlook, especially when you are searching or sorting your messages.

Before you purge your emails, do a bit of maintenance first to get organized:

• Ensure all messages have been responded to;
• Move important emails into their proper folders; and
• Review your email folders and make sure nothing has been misfiled.

Staff are required to purge old emails as follows:⁶⁾

Depending on the level of complexity of your email folder system, you can either do a simple date sort or a more complex date sort as follows.

• Click on “By Date” in the email folder you want to clean up (i.e., inbox, sent, deleted items).
• Scroll to the bottom of the email folder until you locate the older emails.
• Using Shift + [up/down arrow or page up/down] select the emails you want to delete.
• Click Shift + Delete to permanently delete the selected emails.¹⁰⁾
• Repeat this process for all of the folders you want to clean up.

Note: This process can only delete 250 emails at once, due to limitations in i-worx’s Exchange server, so you will need to perform this step in batches.

Refer to the screenshot below while doing this:

• Copy and paste the following (changing the year as needed) into the search bar near the top of the Outlook window (at letter A): received:<2018/12/31
• Only emails received prior to December 31, 2018, will be displayed.
• Click the dropdown menu and select “Subfolders” (letter B).
• You should end up with something that looks like the screenshot above.
• Check to make sure the email dates are correct (i.e., that you are deleting the correct messages).
• Using Shift + [down arrow or page down) select the emails you want to delete, making sure that you are only selecting emails for the required period.
• Click Shift + Delete to permanently delete the selected emails (note that simply hitting the “Delete” key will move the emails to your “deleted items” folder, where you will just have to delete them once again).
• Since this will only delete 250 emails at a time, you will need to click “Clear Search” and then repeat the searching process until it no longer returns any results.

Though you are required to purge all old emails as set out in the table above, if you are under a time crunch you can start with searching for emails that contain attachments in order to reduce your folder size. To do so, follow these steps (again, changing the date as needed):

• Copy and paste the following (changing the year as needed) into the search bar near the top of the Outlook window: hasattachments:yes received:<2018/12/31
• Only emails with attachments received prior to December 31, 2018, will be displayed.

Perform the following sort/search to locate additional emails that you can delete even if they fall outside the timeline set out in the table above:

• Click on “Subject” to sort the messages by subject line.
• Scroll through your messages and look for blocks of messages that can be deleted (for instance, out-of-office responders, undeliverable mail messages, non-essential emails from co-workers).
• If you come across undeliverable mail messages from a client that no longer works at a firm, do one of the following:
  • Update Solaria (if you have accesss).
  • Forward the message to Ashley so she can update Solaria.
• Once you have reviewed your messages by subject, you can then sort your messages by sender by clicking on “from” or by recipient by clicking on “to”.
• Scroll through your messages and look for blocks of messages that can be deleted (for instance, non-essential emails from co-workers, subscription emails that you don't need to keep, et cetera).

Once you have completed your digital file and email cleanup, contact Brandan so he can perform annual maintenance on your computer.

To be completed by: Brandan Staff involved: Brandan, Shishi, Kim, Ashley and Reception

Every year we create new subfolders in the T folder for the upcoming year. The folders will be totally empty, and as transcripts are backed up we will search the previous years' folders and pull existing folders into the current year. This way we avoid duplicating case folders on the server, which not only takes up more space, it makes our jobs harder.

Example: Alice receives an order for a transcript from Bob under action number S123456. Alice searches all previous year folders for “S123456” to ensure we have not worked on the matter before. Even if Bob is a new client, Carol (the other party to the litigation) may have ordered a transcript before. If Alice finds an “S123456 Bob v. Carol” folder in a previous year, she moves it to the current year's folder. If she does not find the folder in a previous year, she creates a fresh one.

NOTE: It is extremely important that you search the previous years folders before creating a fresh case folder in the new year. Search by action number and make sure you are searching the entire T folder before creating a new folder. You can also search Solaria to see if we have done any discoveries or transcription work on a file.

• Wipe down the suction cups for the room signs (so they look clean and will stick better) and replace any ratty-looking/broken sign holders.¹¹⁾
• Wipe down all the plastic room signs, including the master room sign.
• Go through the emergency first aid kit and check for expiration dates and contents. If anything needs to be replenished, add it to a shopping list.
• Go through the various boxes of materials and supplies in the production area (on top of the shelves) and cull any non-essential items.
• Go through the various brochures and other materials in the production area on the shelves below the counters and consolidate/cull as needed.¹²⁾
• Organize all the office supplies in the production area on the shelves above the counters:
  • Throw out broken, dried-up, ratty-looking supplies that cannot be fixed¹³⁾
  • If we have an excessive amount of a certain type of supply, package up the excess for storage.
  • If we are running low on supplies, speak with Shishi to see if there are any extras somewhere. If not, add the items to a shopping list.
  • Remove the labels from the supply tubs and ask the catering person to run the tubs through the dishwasher to give them a good cleaning.
  • Wipe down all the shelves in the production area.
  • Once the tubs are dry, refill and relabel them and replace them on the shelves.
• Go through the grey tech cabinet and reorganize/purge/label/inventory all of the small tech stuff.¹⁴⁾
• Make sure we have enough general business cards, regular exhibit stickers, US depo exhibit stickers and other such materials.
• Review the client list (in Excel) and work with Ashley to update law firm, lawyer and address information in Solaria.¹⁵⁾

• Add all statutory holidays to Solaria for the new year, including March spring break.¹⁶⁾
• Add judges conference weeks (May and November) to Solaria for the new year.
• Ensure that all new Queen's Counsel have their QC initials added to their names in Solaria.¹⁷⁾
• Review all the bookings in the calendar currently scheduled for the upcoming year and make sure that all the details are properly filled in, including reporter/room/lunch counts.
• Make sure that all New West boardrooms have been booked and that the blue “NW Booked” notations are added to Solaria as required.
• Review the duplicate case report (in Excel) and merge the duplicate cases in Solaria.¹⁸⁾
• Review the client list (in Excel) and work with reception to update law firm, lawyer and address information in Solaria.¹⁹⁾

• Wipe down the binding/coiling machines.
• Wipe down the printer.
• Wipe down and organize the production supplies on the shelves below the counters and take stock of what needs to be ordered, including:
  • paper;
  • coils;
  • vellum covers;
  • plastic covers;
  • courier supplies;
  • envelopes; and
  • printer toner (for all printers).
• Determine which documents can be returned to IIROC.
• Ship back all old printer toner cartridges.
• Purge/shred any physical medical documents (supporting documents).
• Erase/return all microcassette tapes to doctors.
• In addition to performing the email cleanup identified above, delete all QC'd transcripts received from printing@, keeping only the past four months.²⁰⁾

• Purge any unnecessary audio from the Audio folder in Sync.
• Purge exhibits and other materials from appeal transcripts/books that were produced in previous years which have already been heard.²¹⁾
• Archive old entries on the audio tracking sheet.
• Archive (do not delete) old shared spellings lists and create links to the lists in the appropriate
  T folder²²⁾.

• See Yearly Cleaning Duties for a list of all tasks that need to be completed annually.

• Update, scan and image all workstations, including the lounge computer.²³⁾
• Thoroughly spray/vacuum out the towers and equipment in Reportex's server area.
• Install the latest version of case law software on the lounge computer.
• Renew any non-OOD licences which need to be renewed.²⁴⁾
• Ensure domain registrar and web hosting has updated credit card info.²⁵⁾
• Back up and purge audio/discovery and medicolegal tracking sheets.
• Remove old users from the FTP site and delete any unnecessary files.
• Remove old users from Sync and from all wikis.
• Remove old users from the realtime client materials page.
• Remove old/unneeded graphics and marketing materials.
• Remove/archive unneeded Google docs and sheets.²⁶⁾
• Remove/archive unneeded files on the Reportex kitchen server.
• Review your projects list and make sure it is updated.
• Prepare a systems review for the upcoming year, including anything that will need to be upgraded, replaced or added to our existing systems.

• Clean up Case Catalyst:
  • Delete all QC'd transcripts (on non-continuing matters) up to and including September 30, 2019.²⁷⁾
  • Move all QC'd transcripts from September 30 through December 30 into a “2019 QC'd Transcripts” folder.²⁸⁾
• In addition to performing the email cleanup identified above, delete all QC'd transcripts sent to production@, keeping only the past four months.²⁹⁾
  • Delete all transcripts sent to printing@ for QC, keeping only the past four months.³⁰⁾
  • Delete all QC'd files sent to production@, keeping only the past four months.³¹⁾

NOTE: Carefully check to make sure the year is correct in all new transcripts for the next few weeks of the new year.

• Ensure all include files on the wiki have the current year (or make them year-neutral).
• Clean up Case Catalyst:
  • Delete all QC'd transcripts (on non-continuing matters) up to and including September 30, 2018.³²⁾
  • Move all QC'd transcripts from September 30 through December 30 into a “2018 QC'd Transcripts” folder.³³⁾
  • Delete all old training transcripts for our various trainees.
  • Delete all proofed transcripts for various transcribers and reporters.
• Update the year, where applicable, in all legal wiki materials.
• In addition to performing the email cleanup identified above, delete all QC'd transcripts sent to production@, keeping only the past four months.³⁴⁾
  • Delete all transcripts sent to printing@ for QC, keeping only the past four months.³⁵⁾
  • Delete all QC'd files sent to production@, keeping only the past four months.³⁶⁾
  • Delete all transcripts received for proofing.
  • Delete all proofed transcripts returned to transcribers and reporters.
• Let reporters/transcribers know to change the date to the new year in the following:
  • include files; and
  • dictionary entries.

NOTE: Carefully check to make sure the year is correct in all new transcripts for the next few weeks of the new year.

• Purge any unnecessary audio and report materials that you might be hanging onto.
• Archive old reports in the Medicolegal Reports folder.
• Archive old entries on the tracking sheets.
• Set up new folders on the server for the new year as required.
• In addition to performing the email cleanup identified above, delete all QC'd reports received from Nancy keeping only the past four months.³⁷⁾

• Purge any unnecessary audio and report materials that you might be hanging onto.
• Purge any old training files from successful/unsuccesful candidates.
• In addition to performing the email cleanup identified above, delete all QC'd reports sent to medical@ keeping only the past four months.³⁸⁾
• Update the year, where applicable, in all medicolegal wiki materials.
• Update the year in the sample report and invoice materials.
• Update the year in all doctors' templates, where applicable.
• Organize/archive your emails:
  • Delete all reports received for QC, keeping only the past four months.³⁹⁾
  • Delete all QC'd reports sent to medical@, keeping only the past four months.⁴⁰⁾

NOTE: Carefully check to make sure the year is correct in all new reports/invoices for the next few weeks of the new year.

• Wiki Contact Information
• Task: Please visit the link below to ensure that all your information is correct. Any discrepancies should be emailed to Julia.
• Link: http://reportex.ca/dokuwiki/doku.php?id=list_of_contacts#in-office_staff
• Note: If you are not comfortable having your gmail email or personal phone number listed, please email Julia and let her know.

• Wiki Self Search
• Task Please do a search of your first, last, full name AND your position on all wikis that you have access to. Any errors should be emailed to Julia noting the page that the error appears.

• Bio on Website/Contractor Page
• Task Please visit your bio on either the staff page or contractors page to ensure that your contact information (name, accreditations, phone number and email) is correct AND bio is current. For staff with public profiles that appear on the https://reportex.ca/team-hq page, please ensure your bio includes ALL topics listed below. Any discrepancies or missing information should be emailed to Julia.
• Contact Information (email, phone number, title (including accreditations)
• About
• Specialties & Skills
• Interests & Volunteerism
• Cases/Projects of Note
• Education
• Certifications
• Associations & Memberships
• Fun Fact (Something fun/impressive/totally unique about you!)

• Examples: Christy, Leanne and Megan all are good examples if you need inspiration
• Note: Simply note N/A for any items that do not apply to you such as Associations & Memberships or Cases/Projects of Note. The bios will be edited for Reportex style.