For every client that retains an attorney or law firm, there is a file. This is a basic fact of the legal field. In many cases, there may be multiple files within files that contain documentation pertinent to each case or matter concerning the client. The longer the client has been with the firm or attorney, the larger the file will be and the more files will exist for that client. Most firms will devote a large portion of their office space to client files. After a brief period of working in a law office, you will quickly learn why. Paperwork collects rather quickly in the field of law. Letters, briefs, interrogatories, motions, adjournments, and numerous other correspondence will be retained as hard copies within a client file, regardless of whether copies of these items are saved on a computer hard drive somewhere in the office. Add to the correspondence coming from your office the additional paperwork from opposing attorneys and/or other parties involved in the matter, and it is easy to understand how much paperwork can accumulate. It is important that you have a clear understanding of how to deal with client files.

As soon as your attorney is retained by a client, you must create a file for that client. Methods will vary from firm to firm, and you should always follow firm or individual office procedure to the letter; however, there are standard rules to file creation. Standard procedure for starting a new file is as follows:

1. Procure a new accordion file folder

2. Add the client's name by either writing it with a black marker or by adding a typed label. The name should be written or the label should be affixed to the top left or right corner of the folder, depending upon the filing system used (the name should be visible by whatever is the outside corner when filed away). Follow this order in labeling: last name, first name, middle initial if applicable. If the filing system of the office requires it, add a file number in the opposite corner and the name of the case beneath, for example, Roe v. Wade. In some offices, the docket number may also be added to the outside of the folder.

3. Within the accordion file folder should be added a manila folder that you may or may not label right away. Inside this folder should be a copy of the retainer check, any notes the attorney made during the initial consultation, and contact information for the client, including cell phone, business address and number, and home address. Additionally, add originals or copies of any correspondence brought to the office by the client pertaining to the matter.

4. Leave this file available for the day in the event that your attorney would like to add more to it before filing. If, at the end of the day it is not needed, file it in whatever manner is standard in your particular office.

Depending on office procedure, a metal paper organizer may be added to the manila folder so that each piece of paperwork may be hole-punched, added in chronological order, and fastened down. This keeps papers from falling out or getting shuffled around and makes it easier to locate a specific piece of correspondence quickly and easily. Many smaller firms will use the inside of the manila folder to take notes and/or track hours spent on the matter or case. As the case progresses, it may be necessary to add manila folders and start labeling them in whatever manner makes sense or is standard for your particular office. If different matters come up, then a manila folder should be assigned for each matter or case involving that client. Some offices will require an accordion file folder for each separate matter. Longer standing clients with multiple large cases may require a separate file folder for each case.

As mentioned, a copy of each and every piece of correspondence needs to be added to the file as it goes out. Because of the constant flurry of activity in law offices, secretaries often reserve certain days of the week for filing papers away in warm or cool files (files that are not urgent or currently "hot"). That way, they will keep accumulating documents in folders on their desks until time is available to file them. In this case, you may find that you will accumulate several days' worth of copies to file in one folder; when it comes time to file everything, be sure that you are putting them in the file in chronological order, with the document most recently sent out or received on the very top. Make sure that all files are completely up to date by the end of every week. Hot files should be updated at the end of every day. This is very important, as the attorney you work for may be looking into this file every day to see where the case stands in relation to the opposing party.

If you find that the paperwork has begun to exceed the size limitations of the first, second, or third accordion folder, then do not hesitate to start a new folder for that case. Stick with the original naming conventions and be sure to label the folder with the number file it is. For example, if it is the third file you are starting for a particular case or matter, then put a three on the folder after the client name, case name, or file number. This is preferable to dealing with a ripped, torn, or bulging folder that scatters papers everywhere when it is opened.

Filing documents into their proper places should be done at least once or twice per week on active files; however, often a case has a lull or is tied up, adjourned, dismissed, or otherwise put on hold. In this case, these files, sometimes called cool files, are filed away in their proper cabinet or shelf until needed.

If a case has been won, lost, settled, dismissed, or closed and the file is no longer needed or being used, it may be archived. No file should ever be thrown away. There is usually a section of file space allocated for files that need to be archived. There may be outstanding paperwork or documents still coming in for a particular file that should be archived, in this case, leave the file in the current files area until the file is completed. Once copies of all pertinent documents have been added, then file it in the archive area.

Documents contained within a client's file should always be considered private no matter how minor the matter or case. As a professional, it is important that you keep the contents of any file under the strictest confidence. You will be privy to a great deal of information that is not for general consumption, so you should always keep in mind that your job requires you to maintain the confidentiality of your attorney's clients. This means you should never disclose, share, discuss, or gossip about a case or matter being handled by your boss, nor should you discuss the matter with the client directly unless your job requires you to do so.

Realize that if you work in a medium-sized or large firm, any legal form that you need will already be accessible in the office as a template in the computer or server or in a file from which you may copy the essential outline. Forms often are state-specific, and should be filled out as such. If you work in a small or solo office, it is advisable that when you create a new form in Word or WordPerfect, you make a template of it before adding in the specific information. If you create a template, then you will only have to do this task once. Thereafter, you will have this form readily available and you will need only to fill in the specifics of the individual case to complete it. All letters should always be printed on letterhead if available and should follow the basic block form, which means all aligned left, with the exception of the sender information, which is centered at the top of the page. If letterhead paper is not available, then the attorney name/firm name, address, and phone and fax numbers should be typed in. Below is a sample cover letter and Motion to the Appellate Division form.

Letter format from top to bottom is as follows:

1. If no letterhead is available, type the inside address or sender name, address, and contact information at the center top of the page.
2. Type the date in long form
3. Type "RE," for regarding, in capital letters.
4. Type "Docket No.," followed by the case number. Note that all capital letters or a combination of upper- and lowercase letters may be used, depending on the office style.
5. Salutation. If no name or title is available, then type "Dear Sir or Madam."
6. Insert the body of the letter.
7. Add the closure and sender's name.
8. Type "Enclosures" if additional documents accompany the letter.
9. Type "CC," referring to "copies to."
10. The document name typically follows at the end. (This line is subject to office procedure and should follow the firm's naming guidelines and conventions.)

Note that there is only one hard return or line between each part of the letter with the exception of the closure; the closure has three lines between the closing and the name. The three-line rule allows ample space for a signature.

The Motion form is very standard; many forms will follow this general format. It includes from top to bottom:

1. The specific court or jurisdiction being addressed.
2. An area for the name of the attorney and firm name, as well as the address and phone number to be added.
3. On the left,goes the case name with the plaintiff's name first, the abbreviation "v." for "versus," and then the defendant's name, "Plaintiff v. Defendant" or "Me v. You." To the right of the case name goes the "Notice" or specifics of the type of legal filing.
4. A space for the inside address of the receiver.
5. A line for the order.
6. A line for support of the order or motion along with date and signature line.
7. A certification of notification of all parties, along with a date and signature line

Pay particular attention to where capital letters, double spacing, and centering are used in this document. This will vary from form to form; however, the structure is very similar. You will find that most forms follow the same rules of spacing, capital letter usage, and centering.