Spending too much time managing legal documents? It’s an easy trap to fall into. No matter what field you specialize in, your clients will require plenty of attention paid to their own documents, new documents to be produced, and other materials filed for reference.
Hiring a paralegal can certainly help with this task, but there are many other ways to help you reduce the amount of time you spend each day managing all of your documentation. Let’s take a look at some of the top tips for lawyers concerned about the quantity of documents they handle.
Use Consistent Drive Labelling
If you’re not too familiar with your company’s computer network, this might not make much sense to you. However, if you understand how your network works, then it’s important to be consistent in how you map computers to the network. For instance, if you are storing files on the C drive of your computer, you should identify this drive the same way on all other computers. Consistency across the board makes it much easier to manage files on multiple systems.
Use Consistent File Naming
Maintaining a consistent filing system is a step in the right direction, but it’s also important that, in your office, all of your colleagues stick to a consistent file naming process. By ensuring that certain kinds of forms and documents are labelled in the same day, then it will be easier for other professionals to access the files they need.
This reduces the amount of time spent managing and searching for documents on your computer network significantly.
You should also consider using shorter names when filing documents on your PC. The longer the file name, the more likely it is you will forget it and struggle to find it later.
Use Dates on Files
Consider writing the date in the file name, on time-sensitive documents. You can of course filter your documents according to the date that they were created or edited, but seeing the data visually will make it much quicker to flick through your files. It also means that should you search the date on Microsoft’s Cortana system, or Spotlight on Mac, you will be presented with the relevant files more quickly.
Try Practice Panther
If you’re not already on board with Practice Panther, now’s the time to take a look at what you’re missing. Not only does PracticePanther move your filing to the cloud, using a highly secure server system to ensure your documents are safe, but it also provides you with the most convenient communication system around.
With PracticePanther, you can share important documents without putting sensitive data at risk. You can also send emails and documents within the software itself, allowing you to more easily keep your clients up to date and communicate with your colleagues.
To top it off, PracticePanther offers regular updates for free, meaning you can enjoy a multitude of extra features as time goes by at no extra cost.
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