22/04/2024

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How to Create a Case File Number

In reviewing quite a few regulation office case management software deals, we are frequently amazed at the selection of above-priced packages that have “routinely produces a case amount” large on the list of attributes as if it’s a hard factor to do, or even amazing as a deal characteristic. Much too, most of these deals simply produce a 6-digit variety and get started at 000001 then go to 000002 and so on and will not make it possible for you to personalize.

We recommend that situation quantities should really be codes that explain to you substantially additional than a uncomplicated selection does, but at the identical time, must have a uncomplicated structure so you can simply generate them and browse them on the fly.

Let us glance at a uncomplicated nonetheless educational scenario amount:

20100310-FL-CC-JS-009

Let us crack this down a little bit:

  1. 20100310 is the day. Use the descending date structure given that it is really easier to look up conditions with a time-frame reference. Descending dates are organized starting up with the calendar year, then month, then working day, so in the case in point higher than, the scenario was commenced on March 10th, 2010.
  2. Subsequent, is a two-letter code of your preference that signifies what variety of situation this is. In our illustration earlier mentioned, “FL” stands for “Relatives Legislation.” In this article are some suggestions: CL – Deal Legislation, PP – Products / Course of action, CD – Prison Defense, and many others. You can skip this if you only practice a person form of regulation.
  3. Your Sub-Code is a second two-letter code clarifying the style of situation. In our Family members Law example higher than, “CC” stands for Little one Custody. Create a listing of applicable sub-codes and maintain these detailed in a “reference file” alongside with your situation-type codes from # 2.
  4. Working with the client’s initials as component of your case number is optional based on the sensitivity of the case and the client’s motivation for anonymity. In our instance, we designed up the identify “Jane Smith” and utilised JS. We surely do not endorse making use of the client’s identify in the scenario amount.
  5. If you have a shopper that might give numerous circumstances, put the precise selection of the circumstance for that client in parenthesis. In this case in point, this would be our 9th scenario for Jane Smith. If this is a solitary situation with little likelihood of repeat enterprise from this customer, you would not have to have to place any numbers at the stop.

Hints and Recommendations:

  1. When generating a scenario file number, use it when naming word processor or spreadsheet documents so almost everything can be searched and/or named up making use of the scenario amount. Also, generate the variety on any folders and use it on stickers that may possibly go on CD / DVD situations, cassette tapes, proof bins, etc.
  2. Naming your computer files also makes it easy to research because most devices will allow you lookup for part of the file identify using some form of “wild card” these kinds of as the asterisk*. For instance, if you needed to see a listing of all Spouse and children Legislation cases in 2010, you’d enter the look for string 2010*FL*.doc (if you were exploring for Microsoft Word ® documents). Not only that, but simply just listing them by file identify will instantly display them in chronological get by virtue of their case range by itself.
  3. Instead than acquire sophisticated and around-priced software program offers, you can quickly use the computer software that in all probability came with your computer system these types of as your term processor and spreadsheet described previously mentioned, and a calendar / get in touch with method these as Microsoft Outlook ®.

Following, to find out far more about scenario management for paralegals and lawyers check out: www.theattorneycasefile.com.

(Copyright 2010 – Paul Purcell. Permission granted to share this post furnished all portions remain intact.)