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Files Checklist

I. Client Intake Files

Verify client information is complete and accurate.

Ensure signed engagement letter is included.

Collect necessary identification and documentation from the client.

Confirm conflict of interest checks are completed.

Create a client file and label it appropriately.

Here are some additional steps that could be included in the I. Client Intake Files section

Schedule an initial consultation or meeting with the client

Discuss and document the client's goals and expectations

Provide the client with a list of required documents or information for their case

Review and explain the fee structure and payment options to the client

Obtain any necessary retainer fees or advance payments

Document any specific client preferences or concerns

Provide the client with a copy of the firm’s privacy policy and procedures

Set up a system for ongoing communication with the client (e.g., preferred contact method, frequency of updates)

Record key dates and deadlines related to the client's case in the firm’s calendar system

Confirm the client's understanding of the next steps in the case process

II. Case Files

Gather all relevant documents related to the case.

Organize documents chronologically or by type (pleadings, correspondence, etc.).

Ensure all filings with the court are included and timestamped.

Create a case timeline and file it in the case file.

Include notes from meetings and communications with the client.

III. Billing and Financial Files

Compile all invoices issued to the client.

Document time entries and expenses accurately.

Ensure payment records are maintained and updated.

Review and reconcile any discrepancies in billing.

Archive old financial documents according to retention policy.

IV. Discovery Files

Collect and organize all discovery materials (interrogatories, depositions, etc.).

Ensure all responses are complete and filed on time.

Maintain a log of all documents produced and received.

Review and summarize key discovery findings.

Prepare a discovery plan for the case moving forward.

V. Trial Preparation Files

Compile trial exhibits and evidence.

Organize witness lists and summaries.

Prepare trial briefs and motions.

Ensure all pre-trial filings are completed and submitted.

Schedule and confirm trial dates and logistics.

VI. Post-Trial Files

Collect and file the court’s judgment or verdict.

Review and document any post-trial motions or appeals.

Ensure client communication regarding outcomes is documented.

Archive case files according to the firm’s retention policy.

Conduct a case review and document lessons learned.

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