How to Create a Case File Number

In reviewing quite a few regulation workplace case administration software program packages, we’re continuously amazed on the variety of over-priced packages which have “robotically creates a case quantity” excessive on the checklist of options as if it is a tough factor to do, and even spectacular as a package deal characteristic. Too, most of those packages merely create a 6-digit quantity and begin at 000001 then go to 000002 and so forth and do not will let you customise.

We propose that case numbers ought to be codes that let you know way more than a easy quantity does, however on the similar time, ought to have a easy format so you’ll be able to simply create them and browse them on the fly.

Let us take a look at a easy but informative case quantity:


Let’s break this down a bit:

  1. 20100310 is the date. Use the descending date format because it’s simpler to search for instances with a time frame reference. Descending dates are organized beginning with the 12 months, then month, then day, so within the instance above, the case was began on March 10th, 2010.
  2. Subsequent, is a two-letter code of your selection that signifies what sort of case that is. In our instance above, “FL” stands for “Household Legislation.” Listed here are some recommendations: CL – Contract Legislation, PP – Product / Course of, CD – Felony Protection, and so forth. You may skip this in case you solely follow one sort of regulation.
  3. Your Sub-Code is a second two-letter code clarifying the kind of case. In our Household Legislation instance above, “CC” stands for Youngster Custody. Create an inventory of relevant sub-codes and hold these listed in a “reference file” alongside together with your case-type codes from # 2.
  4. Utilizing the consumer’s initials as a part of your case quantity is optionally available relying on the sensitivity of the case and the consumer’s need for anonymity. In our instance, we made up the identify “Jane Smith” and used JS. We actually don’t advocate utilizing the consumer’s identify within the case quantity.
  5. When you’ve got a consumer which will present a number of instances, put the precise variety of the case for that consumer in parenthesis. On this instance, this might be our ninth case for Jane Smith. If this can be a single case with little probability of repeat enterprise from this consumer, you will not have to put any numbers on the finish.

Hints and Ideas:

  1. When making a case file quantity, use it when naming phrase processor or spreadsheet information so every little thing might be searched and/or referred to as up utilizing the case quantity. Additionally, write the quantity on any folders and apply it to stickers that may go on CD / DVD instances, cassette tapes, proof packing containers, and so forth.
  2. Naming your pc information additionally makes it straightforward to go looking since most methods will allow you to seek for a part of the file identify utilizing some form of “wild card” such because the asterisk*. For instance, in case you wished to see a list of all Household Legislation instances in 2010, you’d enter the search string 2010*FL*.doc (in case you had been looking for Microsoft Phrase ® information). Not solely that, however merely itemizing them by file identify will robotically present them in chronological order by advantage of their case quantity alone. Know more Information about law case management software
  3. Relatively than purchase advanced and over-priced software program packages, you’ll be able to simply use the software program that most likely got here together with your pc akin to your phrase processor and spreadsheet talked about above, and a calendar / contact program akin to Microsoft Outlook