The ability to quickly find and retrieve documents on your computer is not only a big time saver, it can greatly increase profits through increased productivity. Uniformity & Consistency are the keys to locating documents on your computer. You want to organize your computer file just like you would (hopefully) organize your paper files - using named folders and a method of organization within each folder. In my office, I have a separate computer folder each client. Within each client folder, I have sub-folders for each of the key aspects of the case - billing, correspondence, motions, briefs, record, and Court Notices. I have established a generic "New Client" folder that already contains each of these sub-folders, plus a Case Summary template where I store all the key information about the client's case. Whenever I get a new client, I simply make a copy of the "New Client" folder and change the name of the folder to the client's name.
Example: C:\Law Office\Smith, John\Billing\
C:\Law Office\Smith, John\Correspondence\
C:\Law Office\Smith, John\Motions\
When naming individual files, I urge a systematic naming convention such as [type of doc][Date]. For example a letter to my client - Mr. Smith. would appear as C:\Law Office\Smith, John\Correspondence\LTR to Smith 03-01-2005.wpd. This way, I can quickly find that letter I wrote to Mr. Smith last March.
But, the biggest tip is to create a system, use it, and stick with it. You would be amazed at the results.
Happy Organizing.
