System Design: Knowledge & File Management
System Design: Knowledge & File Management
Hey guys,
This system is about how we organize and manage our most critical assets: client files, documents, emails, research, and internal knowledge. A consistent system prevents lost information, saves huge amounts of time, and facilitates collaboration. (Yi Xie & Leon, your inputs are key here).
Purpose:
- To establish standardized structures and naming conventions for digital (Google Drive) and physical files.
- To define protocols for saving and organizing emails and key communications.
- To create a system for capturing and retrieving internal knowledge, precedents, and research.
- To ensure secure and appropriate access and sharing of information.
How to Use This Note:
- Define Structure: Outline the ideal folder structure for client matters and general firm knowledge in Google Drive (and physical files, if applicable).
- Set Conventions: Agree on standard naming conventions for files and folders.
- Establish Protocols: Define how emails, notes, and research should be saved and tagged/linked.
- Discuss & Document: Refine the system in Discord and finalize the standards here.
Designing Our Knowledge & File Management System
Let's agree on standards for these areas:
| Management Area | Key Design Decisions / Standards Needed | Responsibility? |
|---|---|---|
| Digital Folder Structure | What is the standard top-level folder structure for each client matter in Google Drive? (e.g., Correspondence, Drafts, Pleadings, Evidence, Billing). Standard structure for non-client firm folders? | Yi Xie, Leon, All |
| Naming Conventions | Standard format for naming client folders? Standard format for naming documents (e.g., YYYY-MM-DD - Client - Doc Type - Desc - vX.docx)? Consistent use of dates? | Yi Xie, Leon, All |
| Email Management | Protocol for saving important client emails? (e.g., Save as PDF in client folder? Use a specific labeling system?). How to handle internal email threads related to matters? | All |
| File Noting | Standard format/location for keeping running notes on a matter? (e.g., Central Matter Note in vault? Specific document in Drive?). What key info should notes capture? | All |
| Precedents/Research | How do we save and categorize useful research memos, templates, or clauses for future use? (e.g., Dedicated folder in Drive? Section in Obsidian vault? Tagging system?). | All |
| Physical Files | (If used) Standard organization within the physical file? Archiving process? | Leon / Admin |
| Access & Sharing | Guidelines for sharing folders/documents internally (Google Drive permissions)? Protocol for sharing externally with clients or opposing counsel? | Yi Xie / All |
| Archiving & Deletion | Process for archiving closed digital/physical files? Data retention policy? | Leon / Admin / Yi Xie |
➡️ Let's design our Knowledge & File Management system in Discord: #[Link to Channel #40-2-knowledge-file-mgmt]
(Placeholder for Final System Design)
Summary of our Knowledge & File Management System:
- Digital Folder Structure: [Diagram/Outline]
- Naming Conventions: [Rules/Examples]
- Email Management Protocol:
- File Noting Standard:
- Precedent/Research Storage:
- Physical File Protocol:
- Access/Sharing Guidelines:
- Archiving Policy:
Good organization here saves countless hours and reduces risk.