Keeping Organized: 4 Strategies to Finally Get Your Legal Files Under Control

By Law Firm Suites - July 25, 2018
Keeping Organized: 4 Strategies to Finally Get Your Legal Files Under Control

Get insight on some organization strategies that will help your law firm succeed.

When you’re working in a legal company or department, the chances are that you’ll have several cases on the go simultaneously which naturally results in a lot of paperwork. Keeping your files up to date and organized is one of the most essential operational processes you’ll need to engage in.

In the legal industry, success relies on attention to details and having your files and cases in a mess is only going to increase the chances of a mistake being made. However, this doesn’t have to be the case since there are plenty of strategies you can implement to keep everything in check.

Today, we’re going to explore four of the most common and most effective case management techniques, ensuring everything is easy to find, well-organized, and under control.

Implementing a File Structure

Whether you use physical files, digital files or a mixture of both, creating a file structure is one of the easiest yet most important steps you’ll need to take. As a foundation, you could organize a top level of files being the months of the year, or the name of the clients you’re working with.

You can then break each client folder down into separate areas for each part of the case, even if that folder only holds one document. This is so everything is easy to locate, and anyone who needs to find something can do so effortlessly.

Using a Version System

With many of the files and documents you’ll be using, edits will constantly be made throughout the duration of the case. It can be hard to keep track of an original document, and what it becomes after several months of work.

With this in mind, it’s important to store multiple versions of a file for proof that it’s been edited. Using customized file names, you can name your documents simply using text format like V1, V2, V3, etc. while perhaps using a ‘Use’ tag, to highlight the most recent document you’re using.

Introducing a Case Management Platform

Thanks to the progression of the technological age, there are plenty of platforms and software applications that are designed to help you manage your case files with ease. Platforms like Legal Files can even be customized to suit your personal requirements and provide access to your most used features.

Using a software application such as this is a great way to keep things clean and simple when it comes to staying organized and can even help to boost productivity and increase work output.

Keeping Everything Clean

How many files and folders do you think are in your file management areas that you no longer need? One of the best strategies is to go through your files regularly and clean out anything that is no longer necessary for your firm.

You could do this once a month, once every six months, or any period of time that suits you, but make sure that it’s maintained consistently for the best results.


While keeping your documents and files organized is one of the most important operational procedures a law firm should implement, it’s also one of the easiest once you get on top of things. Be proactive in staying organized, and you can be sure to boost your success in the future.

About Law Firm Suites

Law Firm Suites is the leading NYC shared office space for solo attorneys and small law firms. At Law Firm Suites, attorneys get headache free sublet office space, virtual office rentals and litigation hotel services. Law Firm Suites has two locations in Manhattan, one in White Plains NY, and one in Annapolis MD. Law Firm Suites' community of self-employed lawyers are eager to help colleagues succeed, and routinely exchange over $2.5 million in legal business every year in each LFS business center. Connect with Law Firm Suites on Twitter and .

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