Come nominare e ordinare i file

Finding the ideal way to organize files on your computer is not easy, but it is absolutely necessary to work efficiently and effectively. In this article, we look at some strategies discussed in the latest LEVA project workshop with the lawyers present. There is no absolute method that works for everyone, but there is a basic criterion we can all follow: digital minimalism. The basic premise is to find your own method that allows you to have just what you need on your PC, avoiding wasting time with copies or versions of files and folders that are no longer useful.

 

 

For those who want to broaden their reflection on "digital minimalism," I recommend the book by Cal Newport of the same name. The author explores a whole series of ways to make increasingly minimalist use of the digital tools available. Here we deal with a specific and limited aspect: the organization and naming of files. Being minimalist means identifying those essential elements that help me manage files on my PC and eliminating everything else. The fewer distractions, disorder, and input we have before our eyes, the more we facilitate our minds.

 

The goal is to increase your productivity by working in a more organized and less distracting way. Everyone works differently, depending on the type of client and case they deal with. However, there are some general principles that help you find your own way of organizing your computer.

 

General principles for organizing your PC

-   No files scattered on the desktop. Rather than seeing a sea of messy files on your computer, one way is to create a folder in which to put everything you don't yet know where it should go. This helps our mind not to have to orient itself every time in a sea of folders but to have a clean view.

-   Write checklists to follow. Having a written procedure for organizing files helps you find the logical thread even after some time. It can also be a useful tool when working on folders shared with other colleagues.

-   Assign tags to files. This way, thanks to the labels applied to documents or folders, you can search for that file through the PC's search system.

 

Tips on how to name files effectively

Here is a summary of the contributions that the lawyers in the LEVA project shared regarding the methods used for file naming. Everyone can obviously find their own strategy that is most functional and appropriate to the context.

A. Date as the first information in the document name

The shared options are as follows:

•       Reversed date + parties + document content for judicial documents    

•       Reversed date + sender to recipient + document content for extrajudicial documents

•       Date + sender or recipient if it is an email

•       Date + keyword + collaborator initials.

 

B. Description of the content in the document name

The shared options are as follows:

 

•       Subject if it is a Word file

•       A brief description: for example 1st mem 183 Mario Rossi

 

C. Type of document in the document name

The shared options are as follows:

•       Type of document, e.g. "Summons Tizio"

•       Type of file and chronological G001, G002, R001, R002....etc.

•       Create subfolders by type of document within the client folder

 

D. The client's name as the first information

The shared options are as follows:

 

•       Client name + contract type + draft n + date.

•       Client name + other party name + draft n. + date. When the contract is under negotiation.

E. Possible initials within the file name

The shared options are as follows:

•       Def = Final

•       Rev n… = to indicate the revision number
Draft n. … = change the number each time a change is made and then replace "draft" with "rev" or "def".

 

 

In conclusion, the key point is to choose criteria, maintain them over time, and share them with colleagues in order to create a shared language.