For legal operations, litigation support, and in-house counsel
Legal document naming convention for law firms and in-house counsel
Apply matter codes, document types, and filing dates consistently. Keep discovery, contracts, and pleadings audit-ready and searchable.
Name legal documents as MATTER-DOCTYPE-YYYY-MM-DD-Counterparty.pdf for matter-level organization and audit compliance.
- Lead with matter code or case number so every document groups with its case automatically.
- Include document type (contract, pleading, discovery, memo) for visual search and privilege review.
- Append filing date and counterparty name to surface deadlines and parties in every filename.
Proof: 6.1k legal documents renamed last month at 95.8% confidence across litigation and transactional practices.
Recommended patterns
Standard matter-based pattern
Lead with matter code for case grouping, followed by document type and date. Counterparty optional for contracts and agreements.
Pattern
MATTER-DOCTYPE-YYYY-MM-DD-Counterparty.pdfExample
M-2024-0042-Pleading-2025-10-15-AcmeCorp.pdfTokens
Matter code
Matter ID or case number
Example: M-2024-0042
Document type
Contract, Pleading, Discovery, Memo, Brief
Example: Pleading
Filing date
Document or filing date (YYYY-MM-DD)
Example: 2025-10-15
Counterparty
Opposing party or contract counterparty
Example: AcmeCorp
Discovery document pattern
Include Bates range for discovery productions to track document sets and privilege logs.
Pattern
MATTER-Discovery-YYYY-MM-DD-Bates-RANGE.pdfExample
M-2024-0042-Discovery-2025-10-15-Bates-00001-00050.pdfTokens
Matter code
Matter or case ID
Example: M-2024-0042
Production date
Discovery production date
Example: 2025-10-15
Bates range
Bates stamp range for document set
Example: 00001-00050
Contract naming pattern
Lead with execution date for transactional documents. Include contract type and counterparty for fast visual identification.
Pattern
YYYY-MM-DD-ContractType-Counterparty-MatterCode.pdfExample
2025-10-15-MSA-AcmeCorp-M-2024-0042.pdfTokens
Execution date
Contract execution date
Example: 2025-10-15
Contract type
NDA, MSA, SOW, Amendment
Example: MSA
Counterparty
Contracting party name
Example: AcmeCorp
Matter code
Associated matter or client ID
Example: M-2024-0042
Core principles
Lead with matter code for case grouping
Matter codes or case numbers keep all documents for a case together in alphabetical lists and search results. Avoids folder sprawl.
Use consistent document type abbreviations
Standardize on Pleading, Discovery, Contract, Memo, Brief so every team member searches and files the same way. Document your abbreviations.
Include filing or execution dates
Date stamps surface deadlines and statute of limitations windows. Use YYYY-MM-DD for correct chronological sorting.
Append counterparty or opposing counsel
Counterparty names help litigators and transactional counsel identify relevant documents visually without opening files.
Avoid version numbers and "final"
Legal documents should use document management systems with version history. contract_v5_FINAL.pdf signals poor control.
Never embed privilege or confidentiality in filenames
Privilege and confidentiality designations belong in metadata or cover sheets, not filenames that appear in email headers and logs.
Common mistakes
Inconsistent matter code formats
Why it's wrong: Some files use M-2024-0042, others use 2024-M-42 or Matter-42. Search and grouping fail.
Fix: Adopt a single matter code format firm-wide: M-YYYY-NNNN. Enforce with templates.
Generic filenames like "agreement.pdf"
Why it's wrong: Impossible to identify matter, counterparty, or date. Files get overwritten in email threads.
Fix: Include matter code, contract type, date, and counterparty: 2025-10-15-MSA-AcmeCorp-M-2024-0042.pdf
Adding "PRIVILEGED" or "CONFIDENTIAL" to filenames
Why it's wrong: Filenames appear in email headers, logs, and metadata that may be discoverable. Privilege belongs in metadata, not names.
Fix: Use folder structures and document management tags for privilege designations.
Using slashes or colons in matter codes
Why it's wrong: Slashes and colons are forbidden in Windows and macOS filenames. Files fail to sync or save.
Fix: Replace slashes with hyphens: M/2024/42 becomes M-2024-0042.
Omitting dates from transactional documents
Why it's wrong: Execution date missing makes contract searches and renewal tracking manual and error-prone.
Fix: Lead contract filenames with YYYY-MM-DD execution date.
Frequently asked questions
Should I include client names in filenames?
Optional. Matter codes typically encode client IDs. Add client name after matter code if visual identification matters: M-2024-0042-ClientName-Pleading.pdf.
How do I handle multi-party agreements?
Include primary counterparty in filename. Use metadata or folder structures for additional parties to avoid filename bloat.
Can I use Bates ranges for non-discovery documents?
Bates stamps are discovery-specific. For other documents, use sequential IDs or filing dates instead.
What if document types vary across practice areas?
Establish a master list of document types with abbreviations: Pleading, Motion, Brief, Contract, Memo, Discovery. Let practice groups add subtypes after the main type.
Should I rename historical files or only new ones?
Start with new files to avoid disrupting links and references. Batch rename historical files during matter close or archive migrations.