File Naming, Records, and Time Tracking

Organising your files

Consumers should keep an organised collection of documents related to their matter. This will usually include:

• Copies of all emails sent and received
• Copies of letters and formal documents
• Notes of meetings and telephone calls
• Any key attachments or enclosures

Files should be saved in a consistent, chronological way so events can be reconstructed if needed.

File naming convention

A simple, consistent naming format makes it easier to find and understand documents later.

A useful structure is:

YYMMDD – IN/OUT – TYPE – DESCRIPTION

For example:

• 240315 – IN – Email – Update on completion date
• 240402 – OUT – Letter – Request for clarification on costs

This structure keeps files in date order and makes it clear whether the communication was incoming or outgoing, what type it was, and what it related to.

Communications log

In addition to saving documents, it is helpful to maintain a simple communications log.

The log might record:

• The date of each contact
• Whether it was email, letter, call, or meeting
• The main subject or purpose
• Any actions agreed or expected

The log should be updated at the time communications occur. It can be kept in a basic table, spreadsheet, or note format.

Tool link: Communication Log →

Time tracking

Consumers may also find it useful to keep a record of the time they spend dealing with their legal matter.

Time tracking should be honest and proportionate. For example, a simple note of time spent reading documents, writing emails, or following up on delays.

Accurate time tracking allows a consumer to state, with confidence:

“I have spent a minimum of X hours dealing with this matter.”

This can help demonstrate impact without exaggeration and supports proportionate discussion of resolution where appropriate.