Standard Operating Procedure (SOP) Document Naming Convention

Standard Operating Procedure (SOP) Document Naming Convention

Effective Date: April 2nd, 2025

Purpose

To establish a standardized document naming convention that enhances organization, retrieval, and consistency across all firm documents. This SOP ensures alignment with best practices used by large firms and follows the format established by our Engagement Letters.

Scope

This SOP applies to all personnel responsible for creating, saving, and managing documents within the firm's electronic filing system.

Naming Convention Format

All documents must adhere to the following naming format:

YYYY.MM.DD [Client Name] [Descriptive Document Title]

Example:
  1. 2025.03.29 Nike's Motion for Reconsideration of 12/20/2024 Order to Exclude Video Evidence
  2. 2024.11.15 Apple's Response to Samsung's Motion to Compel Discovery
  3. 2025.03.31 John Smith Engagement Letter (TX)

Components of the Naming Convention

  1. Date (YYYY.MM.DD): The date the document is created or finalized.
  2. Client Name: Full or commonly recognized client name.
  3. Descriptive Document Title: Clear and concise description of the document's purpose, including relevant details such as motions, orders, responses, or filings.
  4. Reference to Related Documents (if applicable): If a document pertains to a prior filing or order, include the date of the referenced document within the title.
  5. Reference the State the attorney is practicing in where applicable.

Additional Guidelines

  1. No Special Characters: Avoid using symbols such as "/", "&", "#", or "?" as they may cause system compatibility issues.
  2. Consistent Spacing: Use single spaces between words.
  3. Avoid Abbreviations (unless commonly recognized): Spell out document types and case references unless an abbreviation is widely accepted within the firm.
  4. Version Control: If multiple versions exist, append "_v1", "_v2", etc., at the end of the filename. Example: "2025.03.29 Nike’s Motion for Reconsideration_v2"
  5. Confidentiality Indicators: If necessary, include "CONFIDENTIAL" at the end of the document name.

Implementation & Compliance

  1. All Filevine users should adhere to this naming convention when saving and organizing documents.
  2. Practice Support will periodically audit compliance and provide training as needed.

Review & Updates

This SOP will be reviewed and updated as necessary to accommodate changes in firm practices or technology advancements.

By following this standardized document naming convention, we ensure greater efficiency, clarity, and alignment with Omnus' best organizational practices.

Questions? Contact Practice Support for assistance: