In reviewing numerous law firm case management software packages, we are constantly amazed at how many high-priced packages have “auto create case number” high on the feature list as if it’s a difficult thing to do. do, or even awesome. as a feature of the package. Also, most of these packages just create a 6-digit number and start at 000001, then go to 000002 and so on and do not allow you to customize.
We suggest that the case numbers should be codes that tell you much more than just a number, but at the same time, they should be in a simple format so that you can easily create and read them on the go.
Let’s look at a simple but informative case number:
20100310-FL-CC-JS-009
Let’s analyze this a bit:
- 20100310 is the date. Use the descending date format as it is easier to find cases with a time frame reference. Descending dates are arranged starting with the year, then the month, and then the day, so in the example above, the case started on March 10, 2010.
- Below is a two letter code of your choice that indicates what type of case it is. In our example above, “FL” stands for “Family Law.” Here are some suggestions: CL – Contract law, PP – Product / Process, CD – Criminal defense, etc. You can skip this if you only practice one type of law.
- Its subcode is a second two-letter code that clarifies the type of case. In our family law example above, “CC” stands for Child Custody. Create a list of applicable subcodes and save them in a “reference file” along with their case type codes from n. 2.
- The use of the client’s initials as part of their case number is optional depending on the sensitivity of the case and the client’s desire for anonymity. In our example, we make up the name “Jane Smith” and use JS. We certainly do not recommend using the client’s name in the case number.
- If you have a customer who can provide multiple cases, put the actual case number for that customer in parentheses. In this example, this would be our ninth case for Jane Smith. If it is a unique case with little chance of this customer repeating the business, you will not need to put a number at the end.
Advice:
- When creating a case file number, use it when naming word processing or spreadsheet files so that everything can be searched and / or called using the case number. Also, write the number on any folder and use it on stickers that can be affixed to CD / DVD cases, cassette tapes, test boxes, etc.
- Naming the files on your computer also makes searching easier, as most systems will allow you to search for part of the file name using some type of “wildcard” such as the asterisk *. For example, if you want to see a list of all family law cases in 2010, you would enter the search string 2010 * FL * .doc (if you are searching for Microsoft Word ® files). Not only that, but simply listing them by filename will automatically show them in chronological order just by virtue of their case number.
- Instead of buying complex and expensive software packages, you can easily use the software that probably came with your computer, like your word processor and spreadsheet mentioned above, and a calendar / contact program like Microsoft Outlook®.
Next, for more information on case management for paralegals and attorneys, visit: www.theattorneycasefile.com.
(Copyright 2010 – Paul Purcell. Permission is granted to share this article as long as all parts remain intact).
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