http://flic.kr/p/6T9AXL
I get asked a lot how I organize my digital client files. It is simple: I organize my paperless client files exactly how I organized my paper files before I went paperless. There is nothing magical about paperless files and folders; use them just as you use your red ropes and manila folders.
So, instead of a filing cabinet, I have a folder in /My Dropbox called /Client Files. Inside that folder are folders for all my client files, plus /Temporary Client Files, /Closed Files, /Declined Files, and /Client Files Archive. Each matter has the file number and client’s last name. You can use your /Client Files folder as a “tickler” for work planning meetings, if you are reasonably diligent about closing files.
I keep a blank new folder template handy for new files. Here is what goes into each new litigation client file folder:
New client folder template
I am still working out my blank folder template for business clients, but the idea is the same: come up with the “default” folders I need for every matter. It makes sense to stick your templates in your blank folder, as well. Put a blank letterhead in your /Drafts folder for your first cover letter, and a settlement negotiations spreadsheet in your /Notes & Research folder.
File naming is also important. I want documents to sort by the date of the document (not the date I scanned the document, which may be days—or years, in some cases—later). To do this, I start filenames with the date, year first: yyyy.mm.dd Filename.pdf. (You have to start with the year, or all your Januarys will end up next to one another. I use periods to separate the date because it is the easiest key to hit on the number pad.
One last thing. No Word, WordPerfect, Pages, OpenOffice.org, etc., file in any folders other than /Drafts or /Notes & Research. Those files are not documents. They are drafts. PDFs or TIFFs are documents. Occasionally, if a client provides me a discoverable document in one of those formats, I will save it in that format in the /Docs from Client folder, since that digital file is the actual document they gave me.
So there you are. Go forth and be paperless!
Sam Glover has been writing about law practice technology, management, marketing, and other stuff on Lawyerist since 2007. He consults on appeals and motion practice in his solo practice. When he isn't blogging or lawyering, Sam drinks espresso and plays with fountain pens.
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Read the comments below or add one of your own.
I use an almost identical set of folders in a “draft file” folder in my law practice. I can then simply copy or duplicate that folder, rename it to the new client and my “file” is all set up. My suggestion is that you include a set of frequently used templates and documents. In my case, I have draft forms for a client contract, intake, medical records authorization, standard request letters, etc., so that they are all there when I open the file. Keeps me from doing a lot of unnecessary search for frequently used forms.
Now, if I could just figure out a way to have basic client information automatically inserted into those forms …
Todd,
Have you looked into the “mail merge” tool in Microsoft Word? I haven’t used it but have a classmate who described that as being able to do just what you’re looking for.
Pat
What about TheFormTool PRO? Although I must confess that I own it, but haven’t gotten around to actually trying it out yet!
What about it? It’s a cool app, but it doesn’t have anything to do with organizing paper files.
I break out my discovery folders by party — “Discovery to Plf” — so all requests to and responses by each party are in their folder.
If there are no doc files in your Correspondence folder, does this mean you save all final documents as pdfs? Do you mark the final version as final in the draft folder in case you want to pull it up and modify it for something else? I label all drafts with DRAFT in the title, and change it to FINAL when it’s done and sent out.
Greta
Houston
@Greta: I separate discovery by party only in more complicated cases. I find the extra folders cumbersome in simple two-party lawsuits. Likewise, for long-lasting cases, I usually add folders for each year, to make browsing easier.
All final documents are PDFs. Word files are drafts. I sometimes mark the final version final, but it’s usually easy to find, since it is the file with the most-recent date.
I do something very similar with the file names so that they are in chronological order, but I have not used the default folders in each case file. It makes sense. It’s gonna take me some time to do this with current client files so I may begin with new clients. Although I don’t do this with paper files, I divide digital files by area of law so that all of my bankruptcy clients, litigation clients, nonprofits are all grouped together.
Great post.
I limit the number of folders I have to one per case.
Instead of folders, I preface each file with the word “pleading” or”letter<" if it is a pleading or letter. Everything else is named what it is. All dates are at the end of the file name.
I hate drilling down multiple folders for documents.
We tend to skip the folders on smaller matters like one-off unbundled services. But for anything document intensive, I find that folders make the file more manageable. I think it’s down to personal preference, though. Indexed search is just as convenient to find the file you want as a set of folders.
This is the same type of information I give to clients ‘thinking’ about going paperless. A lot of it comes down to getting people to let go of the ‘old school’ way and realizing the benefit (productivity, reduced costs, organization) of going paperless. Many lawyers resist this, believing that having paper in hand is lawyerlier, and having to stare at a computer screen can be a bit draining. The medical profession and judiciary are a lot more open to the paperless process. I will definitely forward this article to a few managing partners I know. Good work!
ps That is the first time I’ve actually used ‘lawyerlier’ in a sentence. ;0)
I’m officially putting “lawyerlier” into my vocabulary next to “lawyering.”
We use the blank templates as well with the sub folders for each client matter. The hardest part for us throwing away the paper that we get in the mail once we scan it. The other issue we hav encountered is accidental write overs of existing documents (thank goodness that dropbox has a version save feature! We have had to use that twice now). I’m interested if Clio’s online storage is similar and if others have tried that.
I am setting up a new practice and I am finding all of the posts on a paperless office hugely helpful. What do you do with the word version of the correspondence after it is final and saved as a pdf? Do you keep the word version saved in the drafts folder (in case you want to use it as a starting point for future correspondence) or delete it completely?
Thanks!
I keep drafts. For one thing, I think the client is probably entitled to them. But if you are drafting documents with knowledge management and future clients in mind, keeping those drafts is incredibly valuable.
I used to use “template” folders, but I ditched them for the simple ability to sort the entire file by date. In more complex cases, I set up files inside the named client file, but so often my cases move quickly and there’s just no point in all that extra effort.
What is the best way to put e-mails into the paperless system?
If you want to save them one at a time, just save them. If you’re using Outlook or Thunderbird (or pretty much any other software), just drag the email from Oulook (or whatever) to the folder you want to save them in.
You can also convert emails to PDF, either one at a time or, as I do it, when you close the file. I don’t see any point in saving emails one at a time. They are easy enough to find by searching my email. Instead, I wait until I close the file (or I do this periodically, for open-ended matters), gather all the emails, and save them as one giant PDF.
When you name a file in your paperless system, do you give the client’s name (before or after the date) or do you use a numeric system to protect the client’s identity?
No, I just put it in the client’s folder.
(Why would you need to protect the client’s identity in your own files?)
I operate from my e-file, with active cases archived to paper files for convenience in court and with clients. Within my /Clients folder, I have a folder (000 Client Templates – the zeroes keep it at the top) with a template for each matter type (000 Template Criminal, 000 Template Civil, 000 Template Family, 000 Template Appellate). The templates folder also holds the .pdf label forms I use to create the paper archive which I keep in ring binders until the case closes (eg. 000 Labels Crim Law.pdf). These were created on the Avery website (I use Avery 1682 Labels on colored paper for paper file dividers). 11 document type subfolders per matter type (eg. Administrative (No label, not in paper file), Correspondence, Client Documents, Discovery Requests, Discovery Responses, Legal Research, Notes & Memos, Pleadings, Releases, Settlement, Witnesses & Exhibits). 10 folders are the max for the paper file because the Avery labels come 20 to a sheet, making it easy to print labels for two archive files at a time. Each document type subfolder has a Drafts subfolder which, in turn, has a templates subfolder containing about 20 common documents for that document type and matter type. (eg. Pleadings->Drafts->Templates->000 Template Caption w CoS gets me quick access to a caption which I have customized to the current matter.) When I begin drafting from a template, I save it in the Drafts subfolder (eg. YYYYMMDD Plaintiff Motion to Stay.rtf) I use RTF files because they are the most universal word processing files around. I create an Outlook folder for each client with a subfolder for each matter if necessary. I only archive final documents. When the case closes, I search the file for .pdf files, with are archived, and for .rtf files, which I save as appropriate for future uses. I advise the client he or she can pick up the hard copy within 2 months, after which time it will be destroyed. I keep the electronic files for 5 years. All files are kept on a NAS drive that is mirrored. I back up using SyncBack SE – automatic backup to a workstation every 4 hours M-F; Even and Odd manual backup every evening via USB docking drives to SATA 2.5″ hard drives; Weekly backup to SATA 3.5″ hard drive; Monthly backup (after billing) to SATA 3.5″ hard drive. Figuring it all out and setting it up was a bear, but now it is very easy. The toughest part is shredding the paper files when the case closes. Eventually I would like to do away with the paper altogether, but I need a good, tablet solution to make that really happen. I figure another five years… *sigh.
Wow. Do you have anyone working for you? If so, does that person follow your system accurately? That is one of the problems that I have – communicating with the people who work with me regarding the importance of consistency, etc. I tend to be a laissez-faire kind of “boss” and have difficulty staying on top of other people. :-(
I used to, and yes, they did. Following the system was part of the job.
Our office has been paperless for about 2 years and one tip that has been very helpful to me is, at the very beginning of a matter, creating a Word doc named “_file notes Smith” – the underscore keeps it at the top of the list of files and whenever anyone in the office needs to make notes to the file or record info from a phone call with the client, etc., they go to that doc and add to the top of the page with the date of the entry, their initials and any notes. Anyone in the office can then go into that clients notes at any time and see what has happened most recently and what is going on with it. This is a great way to have searchable notes for matters that drag out over a long period of time, too. I have found it is important to have the client’s name as part of the file name so in the unlikely event something gets mis-filed, it is easy to locate.