A folder full of files can still leave a colleague unsure which copy to use. Small law offices benefit from a simple document routine that identifies the case, the purpose of each file, and the copy needed for the next action.
Agree on the routine before adding more labels. Categories describe what a document is for; version labels distinguish copies; case notes explain the working context. Each has a different job.
1. Choose categories your office understands
Use the available document categories consistently. Discuss how your office will classify supporting materials and make sure colleagues can apply the convention without guessing.
- Check that each file belongs to the correct case before uploading it.
- Select a category that describes the document’s role in the matter.
- Use a descriptive file name rather than a name meaningful only to its creator.
2. Distinguish drafts from reviewed copies
Keep version labels short and understandable. A label identifies a copy; it does not compare contents, merge changes, or establish that a document has been approved. Your team must review the file itself.
- Agree on labels for working drafts and reviewed copies.
- Add the label when uploading the file so it appears with the document record.
- Use a separate, meaningful label for a later copy.
- Review the contents before deciding which copy the next task should use.
- Record that choice in a case note when a colleague needs the context.
3. Keep the explanation with the case
Avoid leaving the meaning of a file only in a separate message. A colleague should be able to return to the case and understand the materials they need for their task.
- Add a short case note explaining which document copy the current work uses.
- Describe unresolved questions or the review still required.
- Create or update the related task with a clear action and responsible person.
4. Check the materials before a handover
Use a short review before another colleague continues the case. Look at the document record, the file contents, and the task together so the next person has both the material and its purpose.
- Confirm the case and category of the documents needed for the next action.
- Check that version labels distinguish the copies you want to keep apart.
- Use the available preview or download action to review the selected file.
- Update the case note and task if the working copy or next action has changed.