Keeping our files in order...

Whether we have paper files or electronic files, we need a file management system. In days past, when we needed a file, we’d go to our file cabinet, find the client folder, find the appropriate section and place the document on top of the older files for that section. This structure maintained client files in reverse chronological order. This helped with easy future retrieval.

I’ve noticed over the years how some attorneys just name an electronic file with consideration to the file name’s format. Why is this important? Because consistency in file naming format can save time. And saving time saves $Money$!

Sometimes based on your workflow, the file you may create may not always make it to your client’s folder: It may sometimes appear later and sometimes not at all. Moreover, when you get to your client’s file (including the correct section), you may have multiple files that are not always easily managed in the computer’s folder. If you sort by title, or date last opened, or time last saved, how do you know what the proper chronological order is? There is a solution to that!

I’ve always used a file naming format of FourDigitYear.TwoDigitMonth.TwoDigitDay, Document Type (e.g., Correspondence, Docket, Pleading, Draft, etc.), Name of Document, ClientLastName, Initial of Clients First Name, (Project Area, e.g., Bankruptcy, Civil, Divorce, etc.).extension, e.g., doc, pdf, docx, etc. If you sort by name, the documents will automatically align in chronological order! See below! And it makes things much easier using the finder to locate files when you have an idea about the year or month or document type, etc.

Give it a try! You might find it just as helpful as I do!