Contents of the File

Client files will usually consist of some or all of the following:

• Paper documents contained in the paper file folder;
• Electronic documents and electronic data and information contained in the electronic document or file. Electronic data and information may include email, draft versions of documents on a server or document management system, scanned/imaged documents, faxes (where there are no paper copies), voicemail, metadata and any other information or data relating to a matter saved and stored in electronic form (e.g. on servers, magnetic media, magneto-optical systems, compact discs, DVDs)
• Documents and or property relating to the client matter but not kept in the paper or electronic file folder.

File Organization

A client file should be organized in a way that will facilitate its eventual closing.

Files may contain only one copy of each document unless there is a reason for retaining additional copies of the same document.

Depending on the complexity of the file, a lawyer should consider using folders and subfolders to organize the contents of the file.

If files are maintained electronically in order to help simplify organization, file management and retrieval, the lawyer may consider naming the file with as much detail as possible. If electronic files are being retained in multiple locations such as in the lawyer’s e-mail box, computer file system and the firm’s practice management software, the lawyer may consider using software that creates a single point of access or using a file and folder system that is similar across all locations. For example, if the lawyer uses main folders based on a client and subfolders based on matters, the lawyer may consider implementing a similar structure wherever electronic information is stored.