The law office that I work at uses the last name, first name system for paper files.
Each client file also has a client/matter number because we use the software program Juris for our timekeeping and billing. When a file is created in Juris, it automatically is given a client number and a matter number. The client number is for the client generally. The matter number applies to the specific case we are working on. The more matters we work on for a client, the more matter numbers – but there will only ever be one client number. For example, a file label on a paper file for John J. Jones and the company he owns might look like this:
JONES CLEANING -CORPORATE
JONES, JOHN J. 123456–11111
Let’s say we also do John J. Jones’ personal estate planning work too. He would have another file with a label that reads:
ESTATE PLANNING
JONES, JOHN J. 123456–11112
We do not use the client/matter number to file by. It’s strictly used to enter time and expenses and to run bills. However, we put it on the file label so it can be seen at a glance when needed.
On the computer, we have a general drive (C:) where each attorney has a folder under their name. Inside their folder are all of their client files. Each client file has sub-folders within it such as Correspondence, Pleadings, etc. depending upon the nature of the work being done. So, if John J. Jones’ attorney at our firm is Bob Anderson. You’d go to the C: drive, look in the folder “Anderson, Bob”, then the sub file “Jones, John J.” to find all of his subfiles (Jones Cleaning, Estate Planning, etc.)