Solving Law Firm Pain Points: File Organization

Introduction

Law firms deal with a lot of files, including contracts, discovery materials, and documents from clients. It can be a challenge to keep track of all of these items, let alone quickly finding the one needed at any given time. Some best practices help streamline the process. Case management software helps lawyers manage their documents by providing a central repository for all of their files, by case. This makes it easy to find the documents when they're needed. And with external portals for clients, co-counsel, or external paralegals, it's even easier.

Naming Files

It helps to choose a consistent naming system for files. Doing so can make them easier to find, especially when they need to be accessed quickly. Here are few simple naming conventions that can save any attorney time when looking for the right files:

• Client name, file type and date: Attorneys can use a name that helps them keep track of the document type, for example, DoeHouseDeedSept2025.pdf. 
• Name and Number: For cases that require a lot of files, it helps to use some kind of numbering system to keep track of each file. For example, DoeProofofSale-1.pdf.
• Name and Description: Describing the properties of the file in the name can also make it more recognizable, for example, DoeUpdateofSaleCompletedCopy.pdf.

Using naming conventions can make it easier to locate files anywhere they're stored. This can save time attorneys usually spend looking for the right files, giving them more time to help their clients legal issues.

Accessibility to Files

Using a convenient and easy storage system is a key part of file organization. While it can be tempting to just place legal files an the user's laptop, it will do more harm in the long run. Here are few things to consider when selecting a file storage system:

• Visibility: Who in the firm should see the files? Who shouldn't? Should files be noted as being sent by clients, opposing counsel, or other third parties? Should other attorneys at the firm get to view the files? If it's unclear if someone should or shouldn't be given visibility, circle back with them later. 
• Accessibility: How can clients or attorneys interact with the files? Can they make edits or additions? Can clients or third parties make changes directly or do they need to request the attorney's permission to do so? How long does it take for attorneys/clients to locate the files? If more time is spent looking for the files than using them to resolve legal matters, it's time to adopt a new storage system.

Attorneys overlook the importance of good file storage at their own peril. In the moments when attorneys need to find the right file as soon as possible, the firm's storage system can be their biggest help or biggest hindrance. It mainly depends on how consistently organized their storage system is.

File Storage Software

As software evolves, there are more and more options on how to manage file storage. One of the biggest evolutions is the cloud. Using cloud storage, approved users can access files from any connected device. Gone are the days of having to download from a desktop, print it out, and carrying or managing big files. But that's not the only option.

• Cloud Storage: Cloud technology can make it easy for other attorneys in the firm to access any files they need at a moments notice. Some programs, like One Drive, let users access files from any device. Files stored on the cloud can also be accessed anywhere, given an internet connection.
• Secure hard drive: A hard drive where back-up copies of all the documents are stored may be helpful. That way, if internet or online services are down, attorneys can still access the files they need. The problem with this method is that the files need to be stored and updated manually, and therefore require a decent amount of time and attention to be up-to-date.
• Case Management Software: Case management software programs take file storage to the next level of organization. Files can be stored at the contact level - whether lead or client - as well as the Matter level. Attorneys can also give clients access to the portal. Clients can add new files to their legal matter on their own. Clients being an active participant in the process of solving their own legal matters greatly increases the level of transparency between them and the firm.

Regardless of what software the law firm uses, the most important thing is that it's practical. If doesn't make file organization easier, there's little point in using it. In an increasingly digital landscape, there's just no reason software should hinder an attorney's efficiency as apposed to increasing it.

Closing Thoughts

A single, one-stop-shop place for uploading and managing files can greatly reduce the time attorneys spend searching for the documents they need at the present moment. That way, attorneys can spend less time looking for documents, and more time actually dealing with their client's legal matters. Customization also gives attorneys better control over both streamline file creation and file management. Attorneys can use the capabilities of case management software to easily overcome any file organization problems and the disruptions they can create.

SimpleLaw streamlines file organization for attorneys with a built in all-in-one case management software program.

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