Dean Birch, Including Dates in File Names: A Contrarian View
In his TechnoFeature, Where Are My Files?, Jeffrey Lisson writes:
"The best electronic file system should mimic the paper file, so no one has to learn a new way of doing things. The goal is simplicity and ease of use. So each client would have his or her own folder. Each folder would have subfolders for discrete matters. Each matter would have subfolders for the documents involved. Sound complicated? It's not...."
Anthony Cary responded:
"I concur generally with Lisson's recommendations, but the routine inclusion of document dates in file names is also very important: .... I feel strongly that every file produced should have its production date appended at the end of its file name."
Sam B. Craig wrote:
"In our client files we use a document naming structure as follows: [Date of doc][Type of doc][subject]. For example "05-0121 LTR Smith counteroffer." This sorts documents by date within the folder, which allows the file to reflect the advancement of the case. We prefer this to having the date last, which does not allow for easy date sorting. By having 3-letter codes capitalized (e.g., LTR, MOT, COM, ANS, etc.) the doc types are easily discerned as well. This coding also leaves more room for descriptive terms...."
In brief response to attorney Craig's comment on file names, why include the date in the name when almost all software can sort by file date if you so desire? All you do is click on the date column. That way certain types of documents are left together (Client letters, etc.), regardless of date, but can be easily sorted by file date. This works fine unless you make a change to the document. Then the date will be changed to the date of the modification. But we don't change documents after they've been prepared and sent out. We typically name files "Client.ltr-1.wpd" and "Client.ltr-2.wpd, so they are grouped together, and then in order of preparation within that subcategory. We also use names like "Sales Contract-Draft-1.wpd" and "Sales Contract-Draft-2.wpd". I concede, however, that using the date at the end would be more accurate, but I just don't like the extra typing! I prefer names that contain the type of document I am looking for, rather than a date. Although a date sort does come in handy once in a while.
Dean W. Birch, Esq.
Gatlin & Birch, P.A.
Tampa, FL
[Publisher's Note: Dean makes a good point, but placing the date in a file name is a good idea for files associated with a particular date. For example, we include the date of publication in the name of our newsletter files. Sometimes people do make changes to documents after the fact so relying on the operating system or even a document management system has its limitations. — Neil J. Squillante]
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