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SENT or RECEIVED can let other users know what’s happening. Has this document been sent or was it received? Has it been filed or not? If you document moves around a lot and you want to keep track of where it’s been and what more needs to be done with it, it can be useful to change the name according to its status. Even without the character limitations, remember that it’s likely the entire file name won’t show up every time, so put the most important information first. While these are the systems’ limits, individual applications may have different character requirements. This limit includes not just the file name itself, but the entire document path (C:\Documents\SmithvJones\Filing Docs\-COMP-case-initiation-doc-SENT-RH.PDF) Stay within file name lengthīoth Microsoft and Apple computers impose limitations on file name length. After the SUM or LTR, briefly describe the contents of the document to avoid having to open each one every time you need to use it. Perhaps you have multiple letters associated with this case, or are serving more than one party. Stay consistent in your choice of abbreviations, choosing either LTR or LETTER and using the same version every time, both in your own work and across the firm. Was that document the pleading? Or was that one the letter? Include an abbreviation of the document type to keep track of the various related documents when filing, serving, or sharing. Looking for more information? Check out The quick guide to better legal writing> Include document type While you can choose to use s paces instead, separator characters make it easier for computer resource locators to or ganize and track your documents. Use a separator characterĪ dash is perhaps the best separator character to give space between key numbers and other document descriptors. Then the files will be automatically ordered according to the date of creation, and the confusion over which number refers to which unit of time is minimal. It’s best to use four digits for the year and two digits each for the month and the day. This can help you track the progression of the case as well as easily find documents. Keep track of when the document was created for a clear order of priority and to see the documents all nicely ordered according to the creation date. Remember that Word or other word processing files are not documents, but drafts.
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LEGAL DOCUMENT EASY NUMBERING PDF
Keep the native file (created originally in Word, Excel, etc.) in a separate draft or notes section, and the final PDF in the actual documents folder.
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Lawyerist has a good article on this subject.ĭepending on the number of documents for each client and case, you may want to add additional folders to segment client correspondence, court filings, witness interviews, and other types of documents together. Others prefer to organize files according to the client name, or specific case name.
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How will you group documents? Some firms may find it easiest to break up cases according to the attorney of record for each. Establish a clear organizational structure When developing a file naming convention for your law firm, here are some best practices to follow for optimal organization and accessibility. How should you name your documents to keep things organized and accessible before, after, and during the case? Best practices for file naming You want it to be grouped with other documents in the case, yet easily identifiable as its own file. You’ve just created an important document and need to save it where it can be easily found and reviewed. A virtual conference to help you level up your legal career.How-to articles and frequently asked questions for using One Legal.Cultivated content for legal professionals, with productivity tips, legal technology news, and more.
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