The Uniform Task-Based Management System (UTBMS) is a set of codes designed to standardize categorization and facilitate analysis of legal work and expenses. UTBMS was produced through a collaborative effort among the American Bar Association Section of Litigation, the American Corporate Counsel Association, and a group of major corporate clients and law firms coordinated and supported by Price Waterhouse LLP (now PricewaterhouseCoopers). UTBMS codes are now maintained and developed by the Legal Electronic Data Exchange Standard (LEDES) Oversight Committee.
UTBMS coding is reflected in legal bills sent from a law firm to its corporate clients. Law firms will usually use coding on time and expenses only for those clients who explicitly request it. Most clients who use UTBMS also require electronic billing, usually with an invoice in a LEDES e-billing format.
Fees, which are charges for attorney and legal assistant time, are coded with task and activity codes. There are four sets of task codes: Litigation, Counseling, Project and Bankruptcy. The set used for a given matter (i.e., case or transaction) depends upon the nature of that matter. Tasks may be summarized into phases. Tasks are often reported without reporting the phase, as this can be deduced from the task. The phase/task hierarchy is uniform in the Litigation and Bankruptcy task code sets. In the Project set, only the second phase contains multiple tasks. The Counseling set has only a single level. (In such situations, a code may be considered both a phase and a task, and it may be necessary to program the time and billing software this way.) There is a single set of activity codes, which is used in conjunction with each of the four task code sets. There is also a single set of expense codes, which are independent of phase, task and activity codes.
The codes themselves are composed of a letter (the first letter of the task code set), followed by a three-digit number. Tasks sharing the same letter and first digit belong to the same phase.
From time-to-time, the LEDES Oversight Committee, the administrative body which oversees these codes, adds and changes codes. In 2011, a set of "eDiscovery" codes were ratified. In 2015, the LOC ratified a set of Governance, Risk and Compliance codes based on the Open Compliance & Ethics Group (OCEG) GRC Capability Model.
The code lists are taken from http://www.abanet.org/litigation/utbms/home.html, which has the following Disclaimer & Copyright message:
The authors hereby grant permission to use the codes and related definitions, in whole or in part, on a non-exclusive, royalty-free basis. In addition, this document may be freely reproduced and distributed in any electronic or hardcopy medium, on a nonexclusive, royalty-free basis, provided that this reproduction and distribution are not for profit, and that this title page is included in its entirety.
L100 Case Assessment, Development and AdministrationL110 Fact Investigation/DevelopmentL120 Analysis/StrategyL130 Experts/ConsultantsL140 Document/File ManagementL150 BudgetingL160 Settlement/Non-Binding ADRL190 Other Case Assessment, Development and AdministrationL200 Pre-Trial Pleadings and MotionsL210 PleadingsL220 Preliminary Injunctions/Provisional RemediesL230 Court Mandated ConferencesL240 Dispositive MotionsL250 Other Written Motions and SubmissionsL260 Class Action Certification and NoticeL300 DiscoveryL310 Written DiscoveryL320 Document ProductionL330 DepositionsL340 Expert DiscoveryL350 Discovery MotionsL390 Other DiscoveryL400 Trial Preparation and TrialL410 Fact WitnessesL420 Expert WitnessesL430 Written Motions and SubmissionsL440 Other Trial Preparation and SupportL450 Trial and Hearing AttendanceL460 Post-Trial Motions and SubmissionsL470 EnforcementL500 AppealL510 Appellate Motions and SubmissionsL520 Appellate BriefsL530 Oral ArgumentL600 IdentificationL601 Discovery planningL602 InterviewsL609 Quality assurance and controlL610 PreservationL611 Preservation orderL612 Legal holdL619 Quality assurance and controlL620 CollectionL621 Collection/RecoveryL622 Media costsL623 Media/ESI Transfer, Receipt, InventoryL629 Quality assurance and controlL630 ProcessingL631 ESI stage, preparation and processL632 Scanning - Hard CopyL633 Foreign language translationL634 Exception handlingL639 Quality assurance and controlL650 ReviewL651 Hosting costsL693 Review Planning & TrainingL652 Objective and Subjective codingL653 First pass document reviewL654 Second pass document reviewL655 Privilege reviewL656 RedactionL659 Quality assurance and controlL660 AnalysisL670 ProductionL671 Conversion of ESI to production formatL679 Quality assurance and controlL680 PresentationL690 Project ManagementC100 Fact GatheringC200 Researching LawC300 Analysis and AdviceC400 Third Party CommunicationP100 Project AdministrationP200 Fact Gathering/Due DiligenceP210 Corporate ReviewP220 TaxP230 EnvironmentalP240 Real and Personal PropertyP250 Employee/LaborP260 Intellectual PropertyP270 Regulatory ReviewsP280 OtherP300 Structure/Strategy/AnalysisP400 Initial Document Preparation/FilingP500 Negotiation/Revision/ResponsesP600 Completion/ClosingP700 Post-Completion/Post-ClosingP800 Maintenance and RenewalB100 AdministrationB110 Case AdministrationB120 Asset Analysis and RecoveryB130 Asset DispositionB140 Relief from Stay/Adequate Protection ProceedingsB150 Meetings of and Communications with CreditorsB160 Fee/Employment ApplicationsB170 Fee/Employment ObjectionsB180 Avoidance Action AnalysisB185 Assumption/Rejection of Leases and ContractsB190 Other Contested Matters (excluding assumption/rejection motions)B195 Non-Working TravelB200 OperationsB210 Business OperationsB220 Employee Benefits/PensionsB230 Financing/Cash CollectionsB240 Tax IssuesB250 Real EstateB260 Board of Directors MattersB300 Claims and PlanB310 Claims Administration and ObjectionsB320 Plan and Disclosure Statement (including Business PlanB400 Bankruptcy-Related AdviceB410 General Bankruptcy Advice/OpinionsB420 RestructuringsPA100 Assessment, Development, and AdministrationPA110 Fact Investigation and DevelopmentPA120 Analysis/StrategyPA130 Document/File ManagementPA140 BudgetingPA199 Other Assessment, Development, or AdministrationPA200 Patent Investigation and AnalysisPA210 State-of-the-Art InvestigationPA220 Patentability InvestigationPA230 Clearance InvestigationPA240 Validity InvestigationPA250 Publication WatchesPA260 Infringement InvestigationPA270 Status InvestigationPA299 Other Patent Investigation and AnalysisPA300 Domestic Patent PreparationPA310 Provisional Application Preparation - DomesticPA320 Non-Provisional Application Preparation - DomesticPA330 Design Application Preparation - DomesticPA340 Plant Patent Preparation - DomesticPA350 Continuing Application Preparation - DomesticPA360 Validation Patent Application Preparation - DomesticPA399 Other Patent Application Preparation - DomesticPA400 Domestic Patent ProsecutionPA450 Post-Issuance Remedial Action - DomesticPA560 Validation Patent Application Preparation - InternationalPA650 Post-Issuance Remedial Action - InternationalPA410 Information Disclosure Statement - DomesticPA420 Preliminary Amendment - DomesticPA430 Official Communication - DomesticPA440 Quasi-Judicial Administrative Proceedings - DomesticPA499 Other Patent Prosecution - DomesticPA500 International Patent PreparationPA510 Provisional Application Preparation - InternationalPA520 Non-Provisional Application Preparation - InternationalPA530 Design Application Preparation - InternationalPA540 Plant Patent Preparation - InternationalPA550 Continuing Application Preparation - InternationalPA599 Other Patent Application Preparation - InternationalPA600 International Patent ProsecutionPA610 Information Disclosure Statement - InternationalPA620 Preliminary Amendment - InternationalPA630 Official Communication - InternationalPA640 Quasi-Judicial Administrative Proceedings - InternationalPA699 Other Patent Prosecution - InternationalPA700 Other Patent-Related TasksPA710 Opinion PreparationPA720 Portfolio Analysis and ManagementPA730 Assignments and Security InterestsPA740 LicensingTR100 Assessment, Development, and AdministrationTR110 Fact Investigation and DevelopmentTR120 Analysis/StrategyTR130 Document/File ManagementTR140 BudgetingTR199 Other Assessment, Development, or AdministrationTR200 Trademark Investigation and AnalysisTR220 Registerability InvestigationTR230 Clearance InvestigationTR240 Opposition InvestigationTR250 Publication WatchesTR260 Enforcement InvestigationTR270 Status InvestigationTR299 Other Trademark Investigation and AnalysisTR300 Domestic Trademark Application PreparationTR310 Application Preparation and Filing - DomesticTR399 Other Domestic Trademark Application Preparation and FilingTR400 Domestic Trademark Prosecution and RenewalTR410 Aff., Pet., Ext., Decl. and Other Filings - DomesticTR420 Preliminary Amendment - DomesticTR430 Official Communication - DomesticTR440 Quasi-Judicial Administrative Proceedings - DomesticTR499 Other Trademark Prosecution - DomesticTR500 International Trademark Application Preparation and RenewalsTR510 Application Preparation and Filing - InternationalTR599 Other International Trademark Application Prep. and FilingTR600 International Trademark Prosecution and RenewalTR610 Aff., Pet., Ext., Decl. and Other Filings - InternationalTR620 Preliminary Amendment - InternationalTR630 Official Communication - InternationalTR640 Quasi-Judicial Administrative Proceedings - InternationalTR699 Other Trademark Prosecution - InternationalTR700 Other Trademark Related TasksTR710 Opinion PreparationTR720 Portfolio Analysis and ManagementTR730 Assignments and Security InterestsTR740 LicensingTR750 Domain Names - gTLDsTR760 Domain Names - ccTLDsTR770 Quasi-Judicial Administrative Proceedings - Domain NamesTR799 Other Trademark ProsecutionA100 ActivitiesA101 Plan and prepare forA102 ResearchA103 Draft/reviseA104 Review/analyzeA105 Communicate (in firm)A106 Communicate (with client)A107 Communicate (other outside counsel)A108 Communicate (other external)A109 Appear for/attendA110 Manage data/filesA111 OtherA112 TravelIn late 2013, the Activity Code set was updated and ratified.
A101 Plan and prepare forA102 ResearchA103 Draft/ReviseA104 Review/AnalyzeA105 Communicate (within legal team)A106 Communicate (with client)A107 Communicate (opponents/other outside counsel)A113 Communicate (witnesses)A114 Communicate (experts)A108 Communicate (other external)A109 Appear For/AttendA110 Manage Data/Files/DocumentationA112 Billable Travel TimeA115 Medical Record and Medical Bill ManagementA116 TrainingA117 Special Handling Copying/Scanning/Imaging (Internal)A118 Collection-ForensicA119 Culling & FilteringA120 ProcessingA121 Review and AnalysisA122 Quality Assurance and ControlA123 Search Creation and ExecutionA124 Privilege Review Culling and Log CreationA125 Document Production Creation and PreparationA126 Evidence/Exhibit Creation and PreparationA127 Project ManagementA128 Collection Closing ActivitiesA111 OtherE100 ExpensesE101 CopyingE102 Outside printingE103 Word processingE104 FacsimileE105 TelephoneE106 Online researchE107 Delivery services/messengersE108 PostageE109 Local travelE110 Out-of-town travelE111 MealsE112 Court feesE113 Subpoena feesE114 Witness feesE115 Deposition transcriptsE116 Trial transcriptsE117 Trial exhibitsE118 Litigation support vendorsE119 ExpertsE120 Private investigatorsE121 Arbitrators/mediatorsE122 Local counselE123 Other professionalsE124 OtherIn late 2013, the Expense Code set was reworked and ratified.
X100 ExpensesX101 Copies/Blowbacks/Printing-Black & White (Internal)X102 Copies/Blowbacks/Printing-Color (Internal)X103 Copy Service (External)X104 Special Handling Copying/Scanning/Imaging (Internal)X105 Word ProcessingX106 FacsimileX107 Telephone-LocalX108 Telephone-Long DistanceX109 Telephone-MobileX110 Conference Call/Video Call/Webinar ChargesX111 Online Legal ResearchX112 Delivery Services/MessengersX113 PostageX114 Local TravelX115 Out-of-Town TravelX116 MealsX117 Court and Governmental Agency FeesX118 Eviction CostsX119 Foreclosure CostsX120 Title Insurance CostsX121 Immigration CostsX122 Late FeesX123 Publication CostsX124 Publications/Books/TreatisesX125 ATE Premiums/InsuranceX126 Witness FeesX127 Deposition TranscriptsX128 Trial TranscriptsX129 Trial ExhibitsX130 Medical Records CostsX131 Medical Records AnalysisX132 Medical Record Service Provider FeesX133 Private Investigators, Investigative Reports and Investigation FeesX134 Arbitrators/MediatorsX135 Local CounselX136 Appraiser/Appraisal FeesX137 Experts, Consultants, Other Vendors and ProfessionalsX138 Litigation Support VendorsX139 TranslationX140 Special Purpose Location/Office RentalX141 Special Purpose Moving and Storage FeesX142 Settlement CostsX143 Bank FeesX200 DrawingsX201 Patent and Trademark RecordsX202 Patent and Trademark Searching and MonitoringX203 Patent and Trademark Prosecution Application Official Fees, Excluding Prosecution Post-Issuance and Opposition FeesX204 Patent and Trademark Prosecution Post-Issuance (Patent Maintenance and Trademark Renewal) Fees, Excluding Prosecution Application and Opposition FeesX205 Official Fees, Patent and Trademark Opposition Fees, Excluding Prosecution (Application or Post-Issuance) FeesX206 IP Annuity PaymentsX207 IP HoldbacksX300 Discovery/eDiscovery Collection-ForensicX301 Discovery/eDiscovery Collection-Third PartyX302 Discovery/eDiscovery Culling & FilteringX303 Bates Stamping/ Control NumbersX304 Discovery/eDiscovery Review and AnalysisX305 Discovery/eDiscovery Privilege Review Culling and Log CreationX306 Discovery/eDiscovery Document Production Creation and PreparationX309 Discovery/eDiscovery Evidence/Exhibit Creation and PreparationX307 Electronic Media CostX308 Discovery/eDiscovery Technical Services-OtherX400 Software License/User Access FeeX401 Subscription FeeX402 Transaction FeeX403 Hardware CostsX404 Hosting Fees- InternalX405 Data Storage Fees- InternalX999 Other