Create a general billing number for each client.
For example:
12345 – Client A
67890 – Client B
25904 – Client C
and so forth (I’m using 5 numbers, but you can use less if you want to).
Then, for each individual file, in order of when the file began to be handled by the firm, create a number for that specific case – it can either be by the court case number (which it doesn’t look like you have many since you do commercial real estate) or just a new number, beginning with 1 (although I might start it with 001). Don’t forget to put a “dash” in between the first series of numbers and second series of numbers.
For example, the first case that your office ever handled for Client A would be 12345-001. Second case is 12345-002, and so forth.
Then, create either a new Word Document so that you have the numbers of each of the files in there or add to the existing document.
Also, when you file documents (hard copies), make sure you get a Redwell that has an “insert” / “tail” (not sure what they’re called”) so you can put the number along the side of the file for easy access. You can also get numbers (large for the client, small for the case number) from any office supply store to put them along the side of the file.
Hope this helps….
Law Office Filing System?
Hi all,
I am a paralegal at a small, 2 lawyer firm. So far, the filing system consisted of entering names of existing files into a long Word doc, but there were a lot of inconsistencies, duplicates, and misfilings, so we have to reorganize the whole thing.
Basically, we have a few really big clients that have many projects consisting of many folders, and then a bunch of little clients. We do mainly commercial real estate, so there’s a lot of paper involved….Scanning everything in isn’t an option because the boss isn’t computer-savy enough for that….
So, basically, the question I have is – how do you develop a numbering systems for the files? I read about splitting the alphabet into segments (A – Ad, Ad – B, and so on), but I’m not quite clear on how it works, and how you add a file to a client who already has other files (since you want them to be next to each other).
Sorry for the long question. Would really appreciate help! 
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September 26, 2009
