What Every File Should Contain

• a file-opening sheet;
• a system for document organization; and
• a file-closing sheet upon completion.

• the client's name(s), including alias;
• the client’s addresses and contact information, including alternate contact information (for mail and electronic technologies);
• the names of opposing parties or any other parties of interest;
• the name and contact information of counsel for the opposing parties or other parties of interest;
• the opening date for the file;
• limitation dates; and
• other information, such as file retention instructions, billing, etc.

• Use distinct sub-files for matters such as correspondence, pleadings, memoranda of law, searches, documents, and other categories of documents where appropriate.
• Ensure loose paper is fastened to the file.
• Date stamp documents when received.
• Keep and file notes of all significant communications and conversations, including reference to the date, time, and the names of the parties involved in the conversation.
• Ensure you document all settlements offered and rejected, and consider having your client sign the document.
• Carefully document situations where your client refuses to follow your advice.
• Ensure that if your filing system consists of a combination of paper files and electronic files, that copies of important emails are printed off and filed in the paper file. 

• the name of the file;
• the date the file was closed;
• who closed the file;
• a checklist for stripping the file which includes information relating to documents removed from the file and where they were sent or placed; and
• instructions respecting storage and eventual destruction of the file.